PO27-149 Federal Revenue Enhancement 004d Attachment G6 Manual TSU Table of Contents.pdf
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- Solicitation number
- 26-418DCFS-PROCU-B-53611
- Issued by
- Illinois
About this file
This document is a Technical Support Unit Manual table of contents for the Illinois Department of Children and Family Services (DCFS) Request for Proposal PO27-149 concerning Federal Revenue Enhancement and Claiming Systems Support Services. The manual serves as a comprehensive operational guide for staff managing medical card entry, eligibility determinations, and case processing across multiple systems including CYCIS, PACIS, and AMISYS. The manual encompasses 21 chapters covering procedures for foster care and adoption assistance medical card management, address changes, Medicaid eligibility group number modifications, medical card cancellations, temporary medical card distribution and reconciliation, adoption and KINGAP extension processing, recertification procedures, Department of Corrections case processing, long-term care definitions, case deletions, CILA applications, medical card corrections, DCFS youth with infants, out-of-state cases, hotline and clerical support functions, college and university scholarship placements, and supplementary forms and contact lists. The manual addresses complex workflows involving case reinstatement, clearance running, eligibility verification, and production recording across multiple Medicaid and child welfare programs.
The Technical Support Unit Manual establishes standardized operational procedures for managing federal Medicaid claiming related to child welfare populations including foster care, adoption assistance, subsidized guardianship, and KINGAP beneficiaries. The document provides detailed instructions for system navigation, data entry protocols, case matching procedures, and reconciliation processes necessary to ensure accurate federal revenue claiming and program eligibility determination. The manual reflects the integration of IT systems with federal claiming requirements and serves as the operational foundation for vendors providing systems support services to DCFS in managing complex application software and databases supporting federal program eligibility and claiming functions.
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Text version
TECHNICAL SUPPORT UNIT
MANUAL
09/2025
Department of Children and Family Services
Request for Proposal
Federal Revenue Enhancement and Claiming Systems Support Services
PO27-149
26-418DCFS-PROCU-B-53611
Attachment G.6.
Technical Support Unit Manual – Table of Contents
TABLE OF CONTENTS
CHAPTER 01: LOG IN PROCEDURES
CYCIS AND PACIS
SSA ONLINE QUERY
CHAPTER 02: FOSTER CARE MEDICAL CARD ENTRY (FORMERLY MA01)
HMP PLACEMENT - WHEN A MEDICAL CARD SHOULD BE OPENED
REINSTATING A FOSTER CARE CASE
SORTING Foster Care MA08s
RUNNING CLEARANCES
THINGS TO LOOK OUT FOR…
VERIFYING Foster Care MA08 INFORMATION COMPLETING THE Foster Care MA08
OPENING THE 98
RECORDING PRODUCTION ON COUNT SHEET
CHAPTER 03: ADOPTION ASSISTANCE MEDICAL CARD ENTRY (FORMERLY MA02)
YOUTH LIVING OUT OF STATE WHEN ADOPTION FINALIZES
REINSTATING AN ADOPTION CASE
ORDERING AN INITIAL APPICATION
RUNNING CLEARANCES
CYCIS CLEARANCES – ADOPTION ASSISTNCE ID NUMBER
PACIS CLEARANCES – ADOPTION ASSISTANCE ID NUMBER
CYCIS CLEARANCES – PRIOR FOSTER CARE ID NUMBER
PACIS CLEARANCES – PRIOR FOSTER CARE ID NUMBER
VERIFYING Adoption MA08 INFORMATION COMPLETING THE Adoption MA08
OPENING THE 98
CREATING AN ADOPTION ASSISTANCE FILE / PULLING FOSTER CARE FILE
CHAPTER 04: ADDRESS CHANGES
CHANGING ADDRESS ON THE DHS SYSTEM
OUT OF STATE ADDRESS – CONTINUOUS ELIGIBILITY
COLLEGE AND UNIVERSITY SCHOLARSHIP PLACEMENT
FOSTER CARE ADDRESS CHANGES
SUBSIDIZED GUARDIANSHIP / KINGAP / ADOPTION ADDRESS CHANGES
RECORDIND PRODUCTION ON COUNT SHEET
CHAPTER 05: MEDICAID ELIGIBILITY GROUP NUMBER CHANGE (552s)
CHANGING THE GROUP NUMBER ON THE DHS SYSTEM
CHAPTER 06: MEDICAL CARD CANCELLATIONS
CONTINUOUS ELIGIBILITY
DETERMINE END DATE / CONTINUOUS ELIGIBILITY BEGIN DATE
CASE NOT YET OPEN IN IES
REQUEST FOR CANCELLATION OF MEDICAL CARD
TRANSITIONAL LIVING PROGRAM YOUTH
ADOPTION OR GUARDIANSHIP YOUTH
REQUEST FROM DHS
CHAPTER 07: DISTRIBUTION OF TEMPORARY MEDICAL CARD AMISYS IDs
LOGGING IN TO THE MAINFRAME
NAVIGATE TO THE REQUEST FOR MEDICAL ASSISTANC SCREEN (MA 08)
AUTO-ASSIGNING A RIN FOR A FOSTER CARE CASE
AUTO-ASSIGNING A RIN FOR AN ADOPTION CASE
AUTO-ASSIGNING A RIN FOR A SIBLING
INQUIRY ON THE MA 08 SCREEN
INQUIRE BY RIN
INQUIRE BY CASE ID
CHANGE AN EXISTING MA 08 SCREEN
CHANGING THE DEFAULT FIELDS
CHANGING FIELDS NOT POPULATED BY DEFAULT
TRAN/LTERM STOPPED
MANUALLY ASSIGNING A FOSTER CARE RIN
MANUALLY ASSIGNING AN ADOPTION RIN
CHAPTER 08: TEMPORARY MEDICAL CARD RECONCILIATION
OVERVIEW
MA08/09 SCREEN FUNCTIONS
UPDATE THE PSEUDO ID TO THE CYCIS ID
MATCH A CASE
MANUALLY MATCH A CASE
TAG A CYCIS CASE AS NO AMISYS ID ISSUED
REMOVE THE NO AMISYS ID ISSUED TAG IN CYCIS
REPRINT A TURNAROUND DOCUMENT
VOID AN AMISYS ID
MA08 FOLLOW UP REPORTS
REPORT DIRECTIONS
FOLLOW-UP AGING REPORT
DAILY TURNAROUND DOCUMENTS REPORT D FC
DAILY TURNAROUND DOCUMENTS REPORT C FC
DAILY TURNAROUND DOCUMENTS REPORT C AA
DAILY TURNAROUND DOCUMENTS REPORT D AA
CYCIS OPEN CASES REPORT 3
CYCIS OPEN CASES REPORT 2
FINAL NO MATCH REPORT 2 - FC
DAILY MA SYSTEM ACTIVITY REPORT 1
DAILY MA SYSTEM ACTIVITY REPORT A
DCFS TEMP RIN MAILBOX
CHAPTER 09: ADOPTION AND KINGAP EXTENSION PAST AGE 18
AA AND KINGAP YOUTH TURNING 18 AS OF…
AA AND KINGAP YOUTH WHERE YOUTH CODED TO EXTEND SUBSIDY
AA AND KINGAP YOUTH OVER 19 REPORT AS OF…
CHAPTER 10: ADOPTION ASSISTANCE AND KINGAP RECERTIFICATION LETTERS
DATE STAMP RECERTIFICATIONS AS RECEIVED
DATA ENTER RECEIPT DATE INTO CYCIS
PROCESS INCOMPLETE RECERTIFICATIONS
PROCESS “RETURNEDUNDELIVERABLE” RECERTIFICATIONS
FILE RECERTIFICATIONS
CHAPTER 11: DEPARTMENT OF CORRECTIONS
PROCESSING APPLICATIONS
RUNNING CLEARANCES
DOC 98 NEVER OPENED, DHS GRANT FOUND
SYSTEM ASSIGNED RIN, NO DHS GRANT FOUND
REOPENING CANCELLED 98, DHS GRANT FOUND
REOPENING CANCELLED 98, NO DHS GRANT FOUND
CREATING FILES
PROCESSING ADDRESS CHANGES
PROCESSING CANCELLATIONS
PULLING FILES
RECORDING PRODUCTION ON COUNT SHEET
RECONCILIATION OF CASES
MEDICAID REDETERMINATIONS
CHAPTER 12: LONG TERM CARE
DEFINITIONS
PROCESS
CHAPTER 13: DELETION REPORT
SCREENING THE REPORT
REOPENING 98 – FOSTER CARE OR ADOPTION CASES
CHAPTER 14: CILA
RUN CLEARANCES
COMPLETE THE AABD APPLICATION
COMPLETE THE COVER LETTER
SUBMIT THE APPLICATION AND COVER LETTER TO DHS
CANCEL THE DCFS YOUTH’S 98 CASE
FILE THE CILA PACKET
CHAPTER 15: CORRECTIONS TO 98 – MEDICAL CARD
CORRECTING THE CASE ID ON THE DHS SYSTEM
CHAPTER 16: DCFS YOUTH WITH INFANT
INTRODUCTION
PURPOSE
NOTIFICATION
IDENTIFICATION
IDENTIFY A Q FAMILY ID
IDENTIFY THE OTHER PARENT’S ID
IDENTIFY THE BABY’S ID
RUNNING CLEARANCES IN PREPARATION OF OPENING MEDICAL CARD
PHONE SHEET
REGISTRATION
REGISTER THE DCFS YOUTH PARENT’S ID TO THE Q FAMILY ID
REGISTER THE OTHER PARENT’S ID TO THE Q FAMILY ID
REGISTER THE BABY’S ID TO THE Q FAMILY ID
ENTRY OF FAMILY RELATIONSHIPS
OPEN BABY’S MEDICAL CARD
SYSTEM ASSIGNED RIN AS THE ORIGINAL
REOPENING CANCELLED 98 OR CONTINUING ELIGIBILITY 98
98 NEVER OPENED WITH A DHS GRANT FOUND
98 CURRENTLY ACTIVE
INITIATE A SPECIAL SERVICE FEE REQUEST
COMPLETING THE SSF MASTER SPREADSHEET
COMPLETING THE BOARD RUN SPREADSHEET
WWB LOG SHEET AND FILE MANAGEMENT
ASSEMBLE THE FILE
DCFS YOUTH PARENT’S CASE CANCELLED
CANCELLING A 98 CASE
ADDRESS CHANGES
DELETING A Q FAMILY ID NUMBER CREATED IN ERROR
ASSIGNING A BABY TO THE ILLINOIS BIRTH TO THREE WAIVER
NEW OPEN PPW CASES REPORT
UAP / SSU PLACEMENTS REPORT
MEDICAID DETERMINATION / REDETERMINATION
INITIAL MEDICAID DETERMINATION
MONTHLY REPORT PROCESS
REINSTATING THE MEDICAL CARD
UNUSUAL SITUATIONS AND QUESTIONS
CHAPTER 17: OUT OF STATE CASES
MOVED BACK TO ILLINOIS – ADOPTION, KINGAP, FOSTER CARE
OUT OF STATE - ADOPTION AND KINGAP
OUT OF STATE – FOSTER CARE
CHAPTER 18: HOTLINE AND CLERICAL SUPPORT
MEDICAL CARD HOTLINE
REQUEST FOR A COPY OF AN EXISTING MEDICAL CARD
ADDRESS CHANGE3
REQUEST FOR RIN FOR IMMEDIATE USE
RECIPIENT ID NUMBER REQUESTS
ELIGIBILITY VERIFICATION
THIRD PARTY LIABILITY ISSUES
REQUEST FOR A LIST OF DOCTORS
MEDICAID ISSUES – DCFS CONSENT / MEDICAID PRIOR APPROVAL
MEDICAID ISSUES – AUTOMATIC ENROLLMENT IN MEDICARE
MEDICAID ISSUES – SASS COVERAGE – RIN SPLIT
MEDICAID ISSUES – BILLING ISSUES
DENTAL REFERENCE DOCUMENT
MISCELLANEOUS CALLS
PROCESSING COMPLETED MA 08 TURNAROUND DOCUMENTS
PROCESSING NEW FILES
PREPARING CLOSED FILES FOR TRANSFER TO STORAGE
ORDERING FILES FROM STORAGE
RETURNING FILES TO STORAGE
FILING AND PULLING FILES
SUPERVISORY DUTIES
CHAPTER 19: COLLEGE AND UNIVERSITY SCHOLARSHIP PLACEMENTS
CHAPTER 20: FORMS, CHARTS, AND CONTACT LISTS
CONVERSION CHART – DHS COUNTY CODES
REGIONS, SUB-REGIONS AND COUNTIES
DHS LOCAL OFFICE CONTACT LIST
HEALTHWORKS CONTACT LIST
MCO CONTACT LIST
CHAPTER 21: LISTING OF REPORTS
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