PACIS to IES Transition Webinar We will have all lines muted during the presentation. QUESTIONS? ASK QUESTIONS USING THE CHAT BOX FEATURE We will answer as many questions as possible at the end of the presentation. We will follow up with a written answer for each question we were unable to address during the program and post them to the PACIS Transition Page. A recorded copy of the webinar, as well as a Q&A transcript from the webinar, will be posted on the PACIS Transition webpage in the coming days: PACIS Transition – DHS Website for externals: http://www.dhs.state.il.us/page.aspx?item=76484 DHS Intranet for DHS and HFS Staff - http://intranet.dhs.illinois.gov/onenet/page.aspx?item=76484

PACIS to IES Transition

April 28, 2015 Margaret Dunne Presenter

IES – Integrated Eligibility System • A computer based public benefits application and

management system. • Joint initiative by the Illinois Department of Healthcare

and Family Services (HFS) and Illinois Department of Human Services (DHS).

• ABE, Application for Benefits Eligibility, launched in October of 2013, is the client facing portal of IES and allows clients to apply for and manage (08/2016) their public benefits.

IES – Integrated Eligibility System • The Integrated Eligibility System enabled the State of Illinois to

meet the requirements of the Affordable Care Act (ACA) by:

Interfacing with the new Federally Facilitated Health Insurance Marketplace

Providing a new application process to meet the challenge of enrolling thousands of new clients in new eligibility groups

Implementing a new set of eligibility rules based on Modified Adjusted Gross Income (MAGI), a concept borrowed from the federal income tax code.

IES Worker Portal

• The ‘behind the scenes’ part of IES is where workers determine eligibility for public benefits and manage client information.

By July/August of 2016 all case management functionality will take place in IES and the older legacy system will be retired.

IPACS/PACIS Changes • Currently, PACIS contains more current and accurate information

because we only use IES for initial intake and certification.

• When IES becomes fully operational, the screens in PACIS that track Public Benefits information will be preserved to contain all the information up to the time of the switch but it will no longer be updated through caseworker action.

• This means that certain screens in PACIS will no longer have

accurate and current case information, F1 and F4 are the affected screens.

• Some screens will be gone from the PACIS menu entirely (screens

F2, F7, F9 and F13).

• Other screens staff may use, such as KIDS or DRS will still be available in the PACIS Menu.

Some ‘Old’ Terms - will no longer be used … CDB - Abbreviation for the client database. The CDB is the legacy computer system that contains information about applicants and customers. It includes a history of benefits and the current benefit status.

Legacy Systems - Refers to systems (ex: AIS, ACM, IPACS, CDB) replaced by IES.

IPACS/PACIS - Acronym for the Illinois Public Aid Communication System/Public Aid Computer Information System, a legacy system for processing information and updates to cases.

Migrating User Groups

• Internal DHS and HFS staff • Other state agencies • Contractual and partner staff • External agencies who help our shared clients

DHS and HFS Staff - PACIS to IES • While DHS FCRC, All Kids staff and a few other groups

are already using IES, other DHS and HFS staff who need to view up to date benefits information, will be shifting their usage from PACIS to IES on or around July/August of 2016.

• Our plan is to do this in an organized fashion with the

assistance of our design agency for the mass upload of users to IES.

• Until August of 2016 PACIS will continue to have the most accurate client information.

Internal Transition Process

• Designated Organizational Unit supervisor will be primary line of communication for work units that will be transitioning to IES in Phase II. The IES Implementation Team has been busy meeting with Supervisors, assessing their needs and working to ensure a smooth transition for all work groups.

• As timelines for the transition are solidified, information will

be shared through these supervisors as well as IES pages available on OneNet.

Other State Agencies

• Other state agencies will also be transitioning from an inquiry function in PACIS to IES as well.

• These Agencies will register for IES access on the

non- DHS/HFS staff page. • Their access may not be the same as HFS and

DHS, and they will have a unique pathway into IES. Their need for Multi-factor authentication will depend on each agencies interface with the DHS/HFS computer system.

Contractual and External Agencies Some users work contractually for HFS or DHS but are not behind the states ‘firewall’ - like DHS contracted Child Care Agencies. Some agencies are separate from the state but help our common clients in some way like Aging, Veteran’s, and Social Service Agencies. These agencies are not behind the state firewall either. These groups will enter IES in a different way.

Security Access • It is important to remember that your level of

access to information in IES is determined by your Agency's relationship to the State of Illinois; all users will not have the same level of security access.

• This means that when you start to use IES in the workplace you may not see all of the screens, buttons and links referenced in this presentation.

• These security access levels are designed to comply with newer, more stringent federal guidelines.

Log-In Requirements for ‘Externals’ • Most agencies outside of DHS and HFS will need to use

Multi-Factor Authentication to access IES.

• This will involve logging in with a username and password, then waiting for an email with a 4 digit security PIN to complete the final log-In to IES.

• The time out period (no activity) before needing to log back in to IES will be 15 minutes.

This is the initial log-In page for IES

Additional Screen for External Agencies

IES Training IES is a very intuitive system that does not require the memorization of codes to understand the screen information – though you will need to learn a few new terms! While the information is formatted in a simpler way than PACIS, you may have to visit several screens in IES to find the information you need for work functions, and learn where to find it! We recognize that changing systems can be difficult and have designed computer based tutorials and other materials to help to familiarize you with IES – a link to training will be available on the IES Access and Support for External User pages. Some staff may get more extensive training based on their work requirements.

Some New Terms • EDG - Eligibility Determination Group – All certified and disqualified

members of the household and other individuals whose assets, income, and expenses are considered for eligibility purposes.

• EDG Number - Assigned for each program

• TOA - Type of Assistance

• Individual Number - This is a unique identifier for each individual within the IES system. All individuals who apply for benefits receive an individual number at application registration. This includes both recipients and non-recipients of benefits.

• CG Size The Certified Group (is comprised of the household

members who have been approved for an assistance program) number of individuals in a case who are eligible to receive benefits for the TOA

And Some More …

Household Signifies whether a person is considered part of the TOA household – In/Joined means they are part of the household

Head of household (HOH) The payee or individual within an application or case with lead responsibility for reporting case changes and receiving notices about benefits VCL Verification Checklist - Appears in ABE when a customer needs to submit additional verification documents for their case. In IES, it is a list to help caseworkers determine what additional verifications are required.

IES ‘Homepage’ or ‘Landing Screen’

Search for case by client Address …

May have multiple individuals at address …

This will usually give you case number, name of client and status …

Copy Case # to paste to Eligibility Search Screen …

Paste Case Number into field on Eligibility Search page …

Click on Benefit Period for summary information ...

Can click on Income tab or Notice Reasons tab for more information …

IES Access and Support

• We have established a process for all agencies requesting access to the public benefits data from the state of Illinois through inquiry access to our Integrated Eligibility System (IES).

• Requirements to gain access to this system

are stringent as Illinois has aligned itself with mandated federal guidelines.

Requirements for External Access to IES

• Completion of application steps and submission of

required documents

• Annual completion of Confidentiality Agreement, HIPAA (Health Insurance Portability and Accountability Act) and Security Awareness Training for each individual at your agency requesting access to IES – agency is responsible for retaining records on training for audit purposes.

• Completion of Data-Share Agreement with HFS/DHS

Requirements for External Access to IES – cont’d

• All IES users will need to obtain an External Illinois.gov ID (after Agency is approved). This will happen through Illinois CMS Identity Management System for each individual at your agency who will want access to IES. This will be a necessary step to log into IES.

• You must have State of Illinois issued license to complete this

process online. If you live in another state or do not have a license you will need to complete a paper application.

IES Access Application Steps

1. IES ACCESS Application Form; details Agency need and purpose for access.

2. Data-Share Agreement and Security Questionnaire. While this work is in progress, individuals at agency may begin HIPAA and Security Training modules

3. ONLY AFTER AGREEMENT IS COMPLETED – each individual at agency who will access IES will need to obtain an External Illinois.gov ID. A Job Guide is available to assist you in this process when your agency is ready for this step. If you have problems with this process email: HFS.PacisTransition@illinois.gov

Steps continued

4. Completion of spreadsheet of users for your agency. (must obtain ID before completing this step) – must contain information for every individual requesting access from your agency.

5. IES Access Request Form – One per Agency to be completed and submitted along with Agency Attestation

6. Initial Attestation of Agency Training Compliance - Agency representative attesting to completion of required training by all employees who are requesting IES access

Application Steps - Continued

Complete both HIPAA and Security Awareness training if not yet completed

Certificate of Understanding and Confidentiality Agreement and Attestation of HIPAA and Security Awareness Training Forms – Complete for every individual at your agency who will be requesting access. These are to be updated annually, and maintained by your agency for three years.

Another Access Point – ABE Provider Portal

If you are an AKAA, MPE, or HPE provider, you may find that your program needs can be met through the new functions in ABE without having to go through the process of becoming a data share user of our new Integrated Eligibility System (IES). Check out all the information that will be available on ABE in summer 2016!

ABE Provider Portal • Expanded ABE Provider Portal (AKAA’s, MPE’s and HPE providers) -

Information Available

• Benefits the client receives from the State of Illinois • Individuals that comprise each case • Benefit details (amounts received, medical coverage level and

copays)also pending or denied status • Dates of benefit coverage • Redetermination date • Can get information on clients you provided application assistance

who approve your access PLUS clients in your care who approve your access

Manage My Case Portal • Information Available for Clients and Their Designees ONLY • All of the provider portal information PLUS … • Ability to update information such as address, phone number, and

household members • View upcoming appointments in next 45 days • View notices sent in the last twelve months • View verification requests and upload documents requested • Renew benefits • Apply for additional benefit • Grant 3rd party access to your benefits information (must be an

AKAA,MPE, or HPE provider)

Mar.

• Begin collecting application data from external agencies • Gather User Lists from Agencies and Bureaus • Establish new security roles based on user needs and

security guidelines

May

• Continue collecting application paperwork from external agencies

• Begin testing user security roles • Begin loading internal DHS, HFS, other state agencies

June/July

• Continue collecting paperwork! • Begin loading contractual and external staff • Identify training needs of users – CBTs or slide decks,

limited additional training

Our Timeline …

• All paperwork for external agencies has been submitted

• Security roles have been assigned for all Internal and External Inquiry

Users • All new users have been loaded into IES • CBTs have been completed • Users begin accessing IES!

July/August 2016

Next Steps • Visit one of our PACIS Transition pages • Complete and submit the IES Access request –

this will help us to make sure we don’t miss any agencies, bureaus, or divisions as we transition from PACIS to IES. The end of April is our target for collecting all information.

• Make sure to note if you are a communication lead – we will be contacting you!

• External Agencies can begin to review and submit other necessary paperwork

Webpages & Resource email

Email: HFS.PacisMigration@illinois.gov DHS Website for External Agencies (search IES Access for External Users too) http://www.dhs.state.il.us/page.aspx?item=76484 DHS Intranet for HFS and DHS - Also accessed via IES icon on homepage, then left navigation bar http://intranet.dhs.illinois.gov/onenet/page.aspx?item=76484