TNKids Duplicate Social Security Number

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TNKids Duplicate Social Security Number Team
Leader
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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 clients 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.

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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

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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)

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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.
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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-

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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.
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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.
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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.
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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
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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

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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.
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SSN Override
The Team Leader or Backup will select one of the
following codes to explain the override

• 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

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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
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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.
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U.S. Citizenship
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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
Managers Team Leader.
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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 Managers Team Leader.
EXIT
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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.
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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.
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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
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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.
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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