Address Change Wizard

Use the Address Change Wizard to complete an address change when:

• Adding new Addresses evidence.

• Ending current Addresses evidence.

• Accepting PRISM Inbound Data for a Parent/Caretaker address change.

For address updates reported by the United States Postal Service (USPS) or the managed care organization (MCO) on the (DHS-8354), follow the Process METS Returned Mail, METS Returned Renewal Mail, or the METS Close Case - New Residential Address Out of State procedure first to ensure information is complete prior to moving to this as a sub-procedure.

Notes:

• If returned mail indicates a PO Box as the forwarding address, contact the household to confirm the current address information before completing this procedure. Do not use a PO Box as a residential address.

• The Wizard will automatically update Financially Responsible Agency (FRA) evidence when the new residential address is in a different county and there is at least one household member on the case with Medical Assistance (MA) eligibility.

  • The Wizard will also automatically update State Residency evidence when the new residential address is in a different county.

  • If existing Addresses, FRA, or State Residency evidence(s) are in edit, the Wizard will display an error message and will not start.

    • Discard the in edit evidence and re-launch Wizard to proceed with using the Wizard.

• When the Wizard is completed, the Residential Address changes will apply to all selected case participants, and the mailing address will apply only to the Application Filer.

  • If there is a deceased member still included in the household size because of tax filing household, the residential address will also need to be updated for this member for

  • For a mailing address change, the Application Filer is the only one that can be selected.

• To prevent possible return mail, the United States Postal Service (USPS) Zip Code Look-up can be used to validate an enrollee’s address before updating the evidence.

If unable to complete all of the steps of the Wizard, discard the in edit evidence(s) created by the Wizard and manually update following the Add or Edit Addresses Evidence procedure.

Special Circumstances

Pending Application

When a person reports a change of address before the application process has been completed, the address change can only be processed after eligibility has been determined with active Product Delivery Case(s) (PDCs). Do not process an address change when all PDCs are in approved status or the application has not been acted on or loaded by the agency.

To send mail to the correct address, follow Add or Edit Addresses Evidence procedure to enter the new address as the mailing address. Once eligibility is determined, process the complete address change using the wizard.

Homeless

Enter the residential address using either the county General Delivery or county Agency address. Enter the mailing address if reported or enter the county General Delivery or county Agency address.

Excluded Time Facility

Do not use this procedure if updating an address for an enrollee in an excluded time facility. Follow the Add or Edit Addresses Evidence procedure.

Safe at Home (SAH)

Update the Residential address to reflect the agency’s mailing address in which the Safe at Home (SAH) participant actually resides using the address listed on the DHS-5207 for all household members. Mailing address evidence must be entered as follows:

Street 1: Enter Lot XXXXXX
Street 2: Enter PO Box 17370
Apt/Suite: Leave blank
City: Saint Paul
County: Ramsey
State: Minnesota
Zip: 55117

Care Of (C/O)

If a C/O address is reported, for the address to properly interface to MMIS, the Street 1 and Street 2 fields must be used.

Street 1: Enter C/O First Name and Last Name.
Street 2: Enter address for the care of person.

Note: If the C/O address has an apartment enter the apartment after the Street 2 address.

Example: 134 Main Street # 102.

Apt/Suite: Leave blank.
City: Enter city of C/O address.
County: Enter County of C/O address.
State: Enter State of C/O address.
Zip: Enter Zip Code of C/O address.

Procedure Contents

Prior to Updating Addresses Evidence
PRISM Inbound Data for Parent/Caretaker Address Change
Launch the Address Change Wizard

Prior to Updating Addresses Evidence

1. Review the METS Pre-CIC Checklist (PDF) to determine if the change in circumstance (CIC) can be processed before continuing.

2. Navigate to the Person Record and select the Evidence tab.

3. Select the Options button on the right of the Addresses row of the residential address and select Edit.

4. Confirm the preferred box is not selected. Select Save to close even if no changes have been made.

5. Repeat steps 2-4 for each household member, continue below once all household members have been added.

PRISM Inbound Data for Parent/Caretaker Address Change

PRISM uses the validated Mailing Address as the enrollee’s mailing and residential address, unless the enrollee notifies them otherwise.

• If the residential address is different from the mailing address in PRISM, METS will receive two separate tasks for each address type.

• If PRISM Inbound Data task is only for the Parent/Caretaker Mailing Address, update both the mailing and residential addresses with the mailing address when processing the task.

• Review for the following types of PRISM Inbound Data task address changes:

 

• If the Parent/Caretaker Mailing Address comes over as a P.O. Box, do not use this as the residential address. Contact the enrollee to confirm the residential address before making changes.

• If currently there are different mailing and residential addresses, contact the enrollee to confirm if the new address is for both the mailing and residential address or just for mailing.

• If the current address is a SAH address with a designated county as the residential address and a designated PO Box for their mailing address, contact the enrollee to confirm they are still part of the SAH program before updating any address information.

Launch the Address Change Wizard

6. Navigate to the Evidence Dashboard.

7. Select Addresses evidence.

8. Select and open the Option drop-down menu in the upper right corner.

9. Select Address Change option from the drop-down menu. This opens the Address Change Wizard pop-up window.

Wizard Step 1: Add New Address

Notes:

• Both METS and MMIS have a limited number of characters that will print on notices. The Street Address 1 in METS can have 22 characters (including spaces) and the combination of Street Address 2 & Apt/Suite fields in METS keep to 22 characters (including spaces). This will allow the address to print properly for notices that go out from MMIS.

• The Address Change Wizard only requires 3 characters for Street 1 field to be considered a complete address and allows the worker to move forward to the second step of the wizard, review all fields before continuing.

• Do not enter symbols or characters that are not alphanumeric, such as a hyphen or period.

10. Edit only the following fields:

 

1. Received Date: Pre-populated with today’s date.

2. Case Participants: Select the household members included in the change. Select just the Application Filer if only changing the mailing address.

Note: If there is a deceased member still included in the household size because of tax filing household, the residential address will also need to be updated for this member for the changes to interface correctly.

3. Type: Select Residential or Mailing. Select both if the address is the same.

4. From: Pre-populated with today’s date.

5. Apt/Suite: Enter the “#” symbol, followed by a space and the apartment number or suite number, if applicable.

6. Street 1: Enter the street address for newly reported address.

7. Street 2: If needed.

8. City: Enter the city for newly reported address.

9. County: Select the county for newly reported address. If the state is not Minnesota, select Out of State.

10. State: Select the state for the newly reported address.

11. Zip: Enter new zip code.

12. Country: Select the country for the newly reported address.

13. Preferred: Unchecked is default. Leave unchecked.

14. Inbound Data From: Select PRISM if change is from a PRISM task. Otherwise leave blank.

 

11. Select Next to advance to the final step of the Address Change Wizard.

Wizard Step 2: End Existing Address

Case evidence will not show as in edit until the Wizard process is complete. No fields in this step can be changed. Select Back to return to Wizard Step 1 to make changes if the entered information is incorrect or select Cancel to close and discard all entered data.

12. Review and confirm the Received and End Dates for the addresses are correct.

 

1. Received Date: Pre-populated by the system using same Received Date entered in Step 1 of the Wizard.

2. End Date: Pre-populated by the system using the day before the From Date in Step 1 of the Wizard.

3. Case Participant: Pre-populated by the system to include only those household members selected for the change in Step 1 of the wizard.

 

13. Select Finish at the bottom of the wizard pop-up window in Wizard Step 2.

14. Confirm In Edit Addresses evidence changes are correct.

 

1. Open the Addresses evidence for each household member and confirm that the preferred box is not selected.

2. Select Save to close even if no changes have been made.

 

15. Review the State Residency evidence on the in edit evidence panel to ensure the information was updated correctly if there was a change in the county of residence. If the information is not correct, manually update the in edit evidence with the new county before applying changes.

16. Review Contact tab on the Integrated Case (IC) to ensure Notes were generated. The State Residency portion of the created Note should only appear if there was a change in the county of residence for the case members selected in the wizard. The case note should appear as follows:

Subject: Address Change Completed.
Text: Address Change wizard updated Addresses evidence for the following members:
<List of members in wizard>

Address Change wizard updated State Residency evidence for the following members.
<List of members in wizard>

17. Return to the main parent procedure to complete the instructions if directed here from another ONEsource procedure. Otherwise continue below.

18. Complete the Projected Annual Income: Case Processing October-December procedure if processing during those months.

19. Ensure that all necessary CICs have been acted on and the correct evidences are in edit.

20. Return to the IC and Apply the evidence changes.

21. Review items to verify. If no items to verify are created, continue to the next step. If items to verify are required:

 

1. And the agency has acceptable proofs, clear the verification following the Add Proof to a Verification Item procedure and continue to the next step. For more information on acceptable verifications or timelines, refer to the EPM. Continue to the next step after all verifications are cleared.

2. And the agency does not have acceptable proofs to clear the outstanding verification, send a Request for Information (RFI) (DHS-3271) to request the required proof. Add a Case Note describing the actions taken. This ends the process.

 

22. Review the Addresses evidence on each household member’s Person Record to confirm the address changes updated correctly. If Person Record Addresses are correct, continue below to manually update if not correct. Update the mailing address for only the Application Filer.

Note: The Application Filer’s Person Record should have one active residential address and one active mailing address. All other household members should only have one active residential address.

1. End the residential Addresses on all household members’ Person Records along with mailing Addresses evidence for the Application Filer for the day before the date of the address change:

 

1. Select the Evidence Tab, select the Options button for the residential or mailing Addresses evidence, and select Edit.

2. Complete only the fields listed below in the Edit Addresses pop up window:

 

1. Received Date: Use today’s date.

2. Change Reason: Reported by Client.

3. To: Enter the day before the Date of address change, application, or case re-entry date.

4. Preferred: Do not check, uncheck if previously checked.

5. Select Save.

6. Repeat for the Mailing address for the application filer and for the Residential address evidences for all household members.

 

2. Add the new residential Addresses for all household members and mailing Addresses evidence for the application filer only on member Person Records using the date of the address change:

 

1. Select New button and select Addresses:

 

1. Received Date: Use today’s date.

2. Type: Select address type.

3. From: Same as Received Date.

4. Apt/Suite: Enter the “#” symbol, followed by a space and the apartment number or suite number, if applicable.

5. Street 1: Enter the correct first line of the street address. Do not enter symbols or characters, except as noted.

6. Street 2: Enter the correct second line of the street address, if applicable. Do not enter the apartment number or suite number in this field.

Note: The “/ ” sign is allowable in the Street 1 and Street 2 fields ONLY. Fractional addresses must contain the “/ ” symbol in order to properly interface to MMIS.

Examples**:** 134 ½ Main Street, 25 W 36 ½ Street, C/O John Smith.

7. City: Enter the city.

8. County: Select the county from the drop-down box. If the state is not Minnesota, select Out of State.

9. State: Select the state from the drop-down box.

10. Zip: Enter the zip code.

11. Country: Select the country from the drop-down list.

12. Select Save.

 

23. Follow the Actions to Complete a Change in Circumstance (CIC) procedure.