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TNKids Duplicate Social Security Number Team Leader. How to Use This CBT.

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slide2

How to Use This CBT

  • The following graphics are designed to help you to navigate through this Computer Based Training. The navigational guides require a single mouse click and may appear in different areas of a slide but, the majority are located on the right side of the screen.
  • Some slides may have additional information that has been timed to appear on the slide. You may want to make sure you have given time for this to occur before proceeding to the next slide.
  • There is a Content slide with hyperlinks to topics covered in this CBT that may be helpful if a review of a specific topic is desired.
  • If you experience any problems viewing or navigating this CBT please contact the DCS Help Desk.

Return to the Content Page

Return to the previous slide

Proceed to the next slide.Mouse click will also proceed.

EXIT

Exit the CBT.

slide3

To Print this CBT

  • If you would like to print this CBT:
  • Return to the DCS web page.
  • Right click on the link to the CBT and choose “Save Target As…”
  • Choose a location on your computer to save the file and click OK.
  • Go to Start, Programs, Microsoft PowerPoint.
  • Choose “Open an Existing Presentation”.
  • Choose the CBT file that you saved above.
  • Choose File, Print from the menu.

EXIT

slide4

Overview

  • The purpose of the changes to TNKids is to eliminate the entering of duplicate Social Security Numbers (SSNs) with allowances for situations where a SSN is not known.
  • These changes and allowances are needed for the tracking of a client’s DCS services so full potential reimbursement to the department can occur.
  • TNKids will validate SSN, Legal Name and DOB against Social Security Administration (SSA) records. TNKids will alert Case Managers and Team Leaders when a client record validation is unsuccessful. Also the creator of an Employee or a Foster Parent record when those validations are unsuccessful.
  • SSN Override will allow a Team Leader or Backup to terminate certain alerts and to allow certain cases without an SSN to be closed.
  • TNKids will no longer allow entry of specified “work around”social security numbers.

EXIT

slide5

Table of Contents

  • Exclusions From Social Security Number Check
  • Changes To SSN Field
  • New TennCare Pseudo Number (888)
  • Duplicate SSNs
  • SSA File Verification
  • Social Security Number Override
  • Changes To U.S. Citizenship Fields
  • SSN Alerts
  • SSN Reports
  • Summary

EXIT

slide6

Exclusions From Social Security Number Check

  • Records marked as “Duplicate”
  • Pre-adoptive placement records
  • Finalized adoption placement record, (“Adoption” in the release record)
  • CPS intakes also called CPS referral(s)

EXIT

slide7

Changes to the SSN Field

The TNKids system no longer requires a SSN to be added to an intake. The user will be required to enter the SSN before the case can be closed.

EXIT

slide8

Changes to the SSN Field

  • TNKids will not allow entry of the following in the SSN field:
  • “888” (first 3 digits of SSN)
  • “000” (first 3 digits of SSN)
  • “999-99-9999”
  • “###-00-####”

EXIT

slide9

TennCare Number

Since TNKids system will no longer allow work arounds:

888 numbers will now be entered into the new TennCare# field located next to the SSN field. *This is not a required field.

Once the 888 number is entered, it should not be removed when the client receives his/her SSN.

The 888 number is now part of the official record.

TennCare# is a unique number issued by the TennCare Bureau when the social security number of a client is not known or not yet issued. This number is subject to system check and will not allow for duplicates, except for those specifically excluded from the duplicate check.

EXIT

slide10

Duplicate SSN

When creating a new intake or adding a new person to an existing intake, the system will check to see if the SSN is a duplicate number in the system. If the SSN is already in TNKids, the system will display a list of all person(s) having the same number.

EXIT

slide11

Duplicate SSN

When adding a client or person(s) to an intake, the system will notify the user if the person has a duplicate SSN.

A record can not be added to the system with a duplicate SSN. The duplicate SSN must be removed before proceeding.

The only Duplicate SSNs in the system are existing records. Before a case can be closed the duplicate SSN must be resolved.

EXIT

slide12

Duplicate SSN

The TNKids system will send an email to the user with a list of duplicate SSN on the screen. After receiving the email, the user can then forward the information to person(s) who need to be aware of the duplications.

EXIT

slide13

SSA File Confirmation

To review SSA File Verification information select the Person tab, General sub-tab. Right click and chose View SSA Confirmation.

The following information will display:

  • SSA submission and Response Date
  • SSA Response
  • SSA Error
  • SSA Confirmation
  • Person Data Changed Prior to confirmation?
  • Confirmation Data
  • SSN, First name,middle initial, last name,birth date and gender
  • SSA SSN, First name,middle initial, last name,birth date and gender
  • Send to SSA for another confirmation- Yes or No
  • Do you wish to continue receiving non-confirmation alert- Yes or No

EXIT

slide14

SSN Override

SSN Override will allow a Team Leader or Backup to terminate certain alerts and to allow certain cases without an SSN to be closed.

EXIT

slide15
Newborn-SSN not issued prior to end of non-custody intake

Newborn-SSN not issued prior to end of custody

Runaway client without correct identification

Social Security Admin did not locate record prior to case closure

Other (Note: If other is selected the user must specify)

CPS-Family left Tennessee

CPS – Identity of the alleged victim was incorrect

CPS-Limited Investigation

CPS-Non-cooperative parent/caretaker

CPS-Unable to locate family

Family in non-custody intake left Tennessee

Legal alien but no SSN issued

SSN Override

The Team Leader or Backup will select one of the following codes to explain the override:

EXIT

slide16

SSN Override

  • A Team Leader or Backup must certify that a diligent effort has been made to obtain a SSN.
  • Selecting “yes” will
  • allow an Override
  • Reason.
  • Selecting “no” will
  • not allow an
  • Override reason.

The Team Leader will select one of the following codes to explain the override:

Override Reasons:

EXIT

slide17

U.S. Citizenship

The Citizenship and the Legal Alien fields are now automated responses dependent to what is entered into the U.S. Citizen field.

EXIT

slide19

SSN Alerts

  • Missing Client SSN Alert – TNKids will send an alert after 21 days if a SSN has not been recorded for a client with an open intake.
  • Excluding the following client records:
    • Associated to a CPS Referral/Intake or with “reported” status in CPS Investigations.
    • With a “SSN Override”.
    • Where “Legal Alien” field is marked “No”.
    • Which are marked as “duplicates”.
  • NOTE: This alert is sent to Case Manager and Case Manager’s Team Leader.

EXIT

slide20

SSN Alerts

  • Non-SSA-Confirmed Client Alert – TNKids will send an alert after 21 days if a SSN was not successfully confirmed against the SSA system for a client with an open intake.
  • NOTE: To stop SSA confirmation process, the user will see the following message “Do you wish to continue receiving non-confirmation alerts?”.
  • Excluding the following client records:
    • Associated to a CPS Referral/Intake or with “reported” status in CPS Investigations.
    • With a “SSN Override”.
    • Where “Legal Alien” field is marked “No”.
    • Which are marked as “duplicates”.
  • NOTE: This alert is sent to Case Manager and Case Manager’s Team Leader.

EXIT

slide21

SSN Reports

  • Missing SSN Report – Provides a list of clients without recorded SSN in TNKids with an open intake. This report has the ability to be filtered by Region, Team Leader and Days Aging.
  • Excluding the following client records:
    • Associated to a CPS Referral/Intake or with “reported” status in CPS Investigations.
    • With a “SSN Override”.
    • Where “Legal Alien” field is marked “No”.
    • Which are marked as “duplicates”.
  • NOTE: This report will be updated once a week.

EXIT

slide22

SSN Reports

  • Non-Confirm SSN-Open Intakes Report– Provides a list of clients with a SSN and not having a successful SSA-file-confirmation. This report has the ability to be filtered by Region, Team Leader and Days Aging.
  • Excluding the following client records:
    • Associated to a CPS Referral/Intake or with “reported” status in CPS Investigations.
    • With a “SSN Override”.
    • Where “Legal Alien” field is marked “No”.
    • Which are marked as “duplicates”.
  • NOTE: This report will be updated once a week.

EXIT

slide23

SSN Reports

  • SSNs Duplicated in Open Intakes Report– Provides a list of all person records (client and non-client) with duplicate SSN in associated open intakes. This report has the ability to be filtered by Region, Team Leader and Days Aging.
  • Excluding the following client records:
    • Associated to a CPS Referral/Intake or with “reported” status in CPS Investigations.
    • With a “SSN Override”.
    • Where “Legal Alien” field is marked “No”.
    • Which are marked as “duplicates”.
  • NOTE: This report will be updated once a week.

EXIT

slide24

SSN Reports

  • Non-Confirmed SSN-Closed Intakes Report– Provides a list of client records for closed custody and non-custody intakes for the past 12 months where TNKids and the SSA confirmation fields do not match. These fields are Legal Name, SSN, and DOB. This report has the ability to be filtered by region and statewide data.
  • Excluding the following client records:
    • CPS Referral/Investigations
  • NOTE: This report will be updated once a week.

EXIT

slide25

Summary

The purpose of these changes to TNKids is to eliminate the entering of duplicate Social Security Numbers (SSNs) with allowances for situations where a SSN is not known. TNKids will now validate SSN, Legal Name and DOB against Social Security Administration (SSA) records and eliminate the need for work arounds. Case managers, team leaders, creators of employee or foster parent records will receive alerts when SSN confirmations are unsuccessful. When necessary, a Team Leader or backup will have the ability to terminate certain alerts and to allow certain cases without an SSN to be closed. In addition, the new TennCare field functionalities will help track a client's DCS services so the department can receive full potential reimbursement.

EXIT