7000 COORDINATION WITH THE JUVENILE JUSTICE AUTHORITY (JJA)
7100 Juvenile Offender (JO) Cases
7110 Juvenile Offender Independent Living
7200 Juvenile Offender Eligibility Determination
7205 KAECSES Legal Status for JJA Cases
7210 Juvenile Offender IV-E Eligibility Redeterminations
7211 JJA Notification to SRS Regarding Changes Which Impact Eligibility
7212 Referrals to Child Support Enforcement (CSE)
7213 Medical Card Extension Programs
7215 JJA Relative Placement Program
7300 Dually Adjudicated Youth Served by JJA
7000 COORDINATION WITH THE JUVENILE JUSTICE AUTHORITY (JJA)
JJA is the designated State agency for serving juvenile offenders in Kansas who have been placed into the custody of JJA by the courts. CFS Eligibility Specialists are responsible for determining if juvenile offenders (JOs) in JJA custody are eligible for IV-E and Medicaid. Whenever necessary, CFS and JJA staff communicates and coordinate work related to these cases.
7100 Juvenile Offender (JO) Cases
Local JJA agency Case Managers are responsible for the day-to-day management of JOs who are in JJA custody. Some of these JOs are in out-of-home placement which makes them part of the State’s foster care population. JOs may reside in a Family Foster Home, YRC’s, PRTFS, Sanction House, TLP, CIP, Juvenile Detention Center, Juvenile Correctional Facility, Secure Care Facility, Emergency Shelter or with relatives.
7110 Juvenile Offender Independent Living
JJA youth may be eligible for SRS Independent Living services through SRS. See E&P Manual Section 5000 and PPM Section 7000 for Independent Living policies and procedures.
7200 Juvenile Offender Eligibility for Foster Care Medicaid and IV-E
When a youth is adjudicated a juvenile offender and committed to JJA custody and placed out of home, JJA Case Managers enters information into CASIMS system in order for the CFS Eligibility Specialist to be obtain the CFS 4030 A from the CASIMS system. CFS Eligibility Specialists will be sent an automatic e-mail to alert them that a youth has entered JJA custody CFS Eligibility Specialists also determines eligibility for juveniles who are directly committed to a Juvenile Correctional Facility.
JJA Case Managers will need to forward the following information to the CFS Eligibility Specialists on the day custody is given to JJA:
· Complaint
· Order of Custody
JJA Case Managers will need to forward the following information to the CFS Eligibility Specialists within three business days of the youth entering JJA custody:
· Copy of Birth Certificate/Verification
· Copy of Medical Insurance (if applicable)
· Social Security Card (if available)
· JJA 0014 JJA Acknowledgment of Parental Obligation
Youth in JJA custody and residing in out of home placements are also eligible for Foster Care Medicaid if they meet the eligibility criteria per Eligibility and Payment Manual Section 3400.
Youth in JJA custody are no longer eligible for Foster Care Medicaid when they reach the age of 21 ( last day of the month they turn 21). The CFS Eligibility Specialist shall close the “AM” on SEPA. “FC” on SEPA remains open as long as the youth remains in JJA custody.
7205 Legal Status Code for JJA Cases
Enter a JJA legal status code in the FOCA legal status field. This prompts the interchange-Medicaid Management Information System (iC-MMIS) to reflect a JJA population code for budget purposes. This coding also assures that JJA is charged for Medicaid paid placements by the iC-MMIS system. See Appendix B; FOCA screen explanation for details.
7210 Juvenile Offender Eligibility Redetermination
A redetermination of IV-E eligibility is required every 12 months. CFS Eligibility Specialist will download the CFS 4031A, IV-E Eligibility Redetermination, from CASIMS. JJA Case Managers will need to supply supporting documentation to the CFS Eligibility Specialist, so that they can correctly determine ongoing eligibility. Supporting documentation may include, but not limited to:
● Journal Entries showing continuous custody
● Permanency Hearing
● Income (earned and unearned)
● Information regarding ongoing deprivation
● Resources
CFS Eligibility Specialist redetermine the youth’s IV-E eligibility by completing the CFS 4031B. Refer to section 3300 for juvenile offenders who are GA foster care eligible.
7211 JJA Notification to SRS Regarding Changes Which Impact Eligibility
JJA agencies are responsible for notifying CFS Eligibility Specialist in the regional SRS office when case changes occur which impact eligibility. This is completed by an automatic e-mail being generated to SRS when the JJA Case Manager enters the information into CASIMS. Upon receipt of the notification of the change, the CFS Eligibility Specialist will access CASIMS, print the information for the file, and forward a copy to the CSE worker. In most circumstances, the information will be contained in the CFS 4016, which will be printed and placed into the eligibility file. CFS Eligibility Specialist will enter the eligibility segments into CASIMS so JJA can submit their quarterly IV-E maintenance claim.
Changes that could impact eligibility for which JJA is responsible to notify SRS when any of the following changes in status occurs:
A. JJA is relieved of custody by the court
B. The youth's placement changes
C. The youth returns home
D. The youth is enrolled in private health insurance
7212 Referrals to Child Support Enforcement (CSE)
When a foster care case is opened for a juvenile offender, regional CFS program staff sends a KAECSES referral to CSE indicating the case is a JJA case.
CFS Eligibility Specialist will forward to CSE the following information:
· Order of Custody
· CFS 4030 A
· CFS 4016 (Change of Placement)
· JJA 0014 JJA Acknowledgment of Parental Obligation
· Copy of Birth Certificate/Verification
7213 Medical Card Extension Programs
Youth served by JJA are referred to CFS to determine eligibility for Medicaid. See Section 5200 of this manual for details when the youth has aged out and is released from JJA custody. See Section 3420 for details when the youth is still in JJA custody and has returned home.
Regional eligibility staff refers denied Medicaid claims to JJA. JJA works with the Department of Health Policy and Finance to reinstate Medicaid claims denied by the iC-MMIS system.
7215 JJA Relative Placement Program
JJA staff may choose a relative placement for youth in JJA custody. Relatives may choose to be approved by KDHE or to receive TAF. JJA completes CFS 4016 to notify regional eligibility staff of the placement and the choice of the relative. Relatives choosing medical only receive a foster care medical card. See Eligibility and Payment Manual Section 3410 C.
If the juvenile receives SSI or other benefits, JJA staff will refer the relative to the Social Security Office to become payee for benefits.
7300 Dually Adjudicated Youth Served by JJA
When a youth in the custody of the Secretary is later adjudicated as a juvenile offender and placed into the custody of the JJA Commissioner, JJA is responsible for the care and treatment of the youth. This includes payment responsibility for the placement. JJA's responsibility for placement continues as long as the youth is in the custody of the Commissioner. As long as the Secretary was not relieved of the youth’s custody when he/she entered JJA custody, SRS responsibility for care and treatment will resume on the day the youth is released from JJA custody.
Note: When court order transfers custody of a youth from SRS to JJA or from JJA to SRS, the same episode of care continues as long as State custody is continuously maintained.
1. Change the Legal Status code on the FOCA screen. (See Appendix B for details).
2. Notify any agency from which the youth receives benefits (SSA, VA, etc.) that JJA is now the responsible agency and that SRS is no longer responsible for the youth. Provide a copy of this notification to the local JJA agency.
3. When a youth has a Wards Account and the youth is released from SRS custody, the CFS Eligibility Specialist will notify Social Security Administration of the change in custody. The remaining funds will be returned to Social Security Administration. If they youth is dually adjudicated, the CFS Eligibility Specialist will contact Social Security Administration for instructions on how to handle the remaining funds.