Letters
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Letters

Revised January 15, 2008

Purpose:

Letters Function in aces.online

Create Letters

Letter Summary Screen

Pending Letter

Letter History

Change Printer ID

User ID Letter Inquiry

Letter Reprint

 

Letters Function in Aces.Online


NOTE: Letters are only available through aces.online which is a DSHS Intranet function.  Only DSHS staff have access to aces.online.  See aces.online in this manual for information about using the web-based application.

To use the letters function

  1. Under Quick Navigation on the ACES Access Welcome screen:

    1. Input the ID for a:

      1. Client;

      2. Assistance Unit;

      3. User;

      4. Vendor; or

      5. Group Home.

    2. Select <Letters> from the drop-down menu;

    3. Click <Go> and the Letters screen for the type of ID selected displays.

  2. From any ACES Access screen other than the Welcome screen, the Letters tab is available for selection.

Quick Navigation

  1. Quick Navigation is set with default entries.

    1. The SELECT A TYPE OF ID field defaults with "Client" listed in the field;

    2. The cursor appears in the ENTER AN ID field, and

    3. "Summary" is pre-filled in the SELECT A PAGE field.

  2. Users can change the SELECT A TYPE OF ID field by entering a new type. The drop down box can be used to make a new selection, or by entering a new selection in the SELECT A TYPE OF ID field. Typing the first letter of the selection name, such as [A] – Assistance Unit, will pre-fill the field with the new selection.

  3. Enter a [AUID, CLID, USER ID, GROUP HOME ID or VENDOR ID], in the ENTER AN ID field and press <TAB> key to advance to next field.


EXAMPLE

4129282 (Assistant Unit ID)

2179426 (Client ID)

REMC (User ID)

  1. The SELECT A PAGE field is used to go directly to specific client or assistance unit data depending on the type of selected  ID used.

NOTE: If Group Home, User or Vendor  ID is the selected  ID, Letter is the only selection option available and displayed in the SELECT A PAGE field.

If Client ID is selected the (Navigation - Client) screen displays

If AU ID is selected, the (Navigation - AU) screen displays.

  1. Once all fields have been selected click the <GO> button or TAB to the <GO> button and <TRANSMIT>.
     

Create Letters

The following selections are available in the Letter Category section:
Appointment    Fair Hearing Termination
Approval    Miscellaneous Workfirst
Change   

Overpayment
Denial    Redetermination
Disqualification Spenddown Referral
EBT / EFT Supplement Reinstatement

ETR Suspension

 Requests for Information


To create a letter in aces.online:
  1. On the Letter Summary screen under Pending Letters, click on the <create letter> button.

  2. After selecting the Create Letter function, a new window opens and the first screen to appear will vary depending on whether the CLID or AUID was used on the Letter Summary.

    1. CLIENT ID: If the CLID is used to access the Create Letter function, the (Select AU) screen will display.  The user must select the AUID the letter is to be linked to and click on <next> to continue.

    2. ASSISTANCE UNIT ID:  If the AUID is used, the Create Letter screen with the AUID pre-filled will display.  Click on the <NEXT> button to continue.

  3. The (CreateLetter / Select AU) screen displays to allow a Letter Category and Letter Type to be selected.

    1. Select a Letter Category from the drop-down menu;

    2. Once the category is selected, the associated Letter Type can be selected from the Letter Type drop-down menu; then

    3. Click <next> to continue.

  4. Several letters require that the benefit months affected by the case action are selected for inclusion in the letter.  This Benefit Month selection triggers ACES to include the relevant data for that month on the letter.


NOTE: ACES will not carry data greater than 60 months over to the letters on aces.online

  1. After all benefit months are selected, click on the <NEXT> button to continue.

    The (Letter Edit) screen displays with the selected letter. Data from ACES mainframe may be pre-filled on the letter. The data field boxes on the letter can be changed or modified as needed.

  2. When all data is entered on the letter, there are different options available.

    1. Local Print Sends the print command to the users designated printer. The letter is placed immediately in Letter History.

    2. Save as Draft Stores the created letter in draft status in Letter Pending for a period not to exceed 30 days.

    3. Save for Mail Indicates the letter is ready to be mailed from State Office when batch is run.

    4. Cancel Cancels this letter request or deletes any change made to a system created letter or letter in Pending Letters.

    5. < Back> button will take the user back to the (Letter Selection).

  3. After selecting a printing option, the system returns to the (Letter Summary).


NOTE: The benefit months on the (LETTER) is listed chronologically from left to right, starting with the ongoing benefit month followed by any historical months. The program is capable of listing 60 benefit months.

  1. Specific letters have a Mandatory Freeform box and / or Optional Freeform Text Box to give clients additional information regarding the actions being taken on their case.

    1. The Mandatory Freeform Text box information should include the required Protocol Reason Code information addressed in EA-Z Manual - Letters.

    2. Letters that require Mandatory Freeform Text are listed in Letter Pending with the following Icon: that indicates Mandatory Freeform text is required. 

    3. After information is entered in the Mandatory Freeform text box on the letter, the "Mandatory Text Required" Icon is replaced with the "Freeform Text Completed" Icon.

    4. The Optional Freeform Text field on most letters is available to add additional information or comments as necessary. There is no Icon linked to letters with the Optional Freeform Text field only.

    5. Certified bilingual staff can enter Spanish freeform text on letters.

  2. Attachments:

    1. DSHS forms that request information regarding the client’s situation can be selected as attachments to be printed with the letter in a State or Local Office print request.

    2. Workers select the number of copies from the # of Copies drop down box. Once all attachments are selected, click the <DONE> button to return to the letter that will list the chosen attachments.

  3. The following are Attachments available for selection to be included with letters:

    Attachments

    Maximum number of copies
    ACES Direct Deposit Enrollment (14-432) 1

    Alien Emergency Medical Program Referral and Tracking (13-751)

    		 5
    Citizenship Documentation and Identification Declaration (13-789) 1

    Client Rights and Responsibilities (14-113)

    		 1

    Consent (14-012)

    		 3

    Medical Coverage Information (14-194)

    		 2

    *Notice of Privacy Practices For Client Confidential Information (03-387)

    1

    *Providing Medical Coverage for Children (18-628) (translated)

    1

    Self-Employment Income Report (07-042B)

    5

    Start Work (14-252)

    2

    Statement from Landlord/Manager (12-224)

    1

    Statement from School (14-223)

    5

    Statement of Applicant/Recipient or Other Person (14-251)

    2

    Statement of Collateral Information (14-222)

    3

    Statement of Health, Education, and Employment (14-050)

    2

    Stop Work (14-438)

    2

    Veteran's Referral Part 1 (14-162)

    2

    * Not available for selection - one copy is automatically sent.   Attachment Providing Medical Coverage for Children (18-628) (translated) generates when the "NCP Unknown Because" field on NCPS screen is coded M-Mail In Application, No Interview.

    1. Inserts:

      Inserts are specific forms that are automatically included with the letter by the DSHS Mailroom Insert Section. If a worker locally prints a letter that has inserts, the worker must manually include the forms.

      The worker can select an Eligibility Review form (14-078) or the Long Term Care Eligibility form (14-416) to be inserted with the letters sent from State Office. To add an insert to a letter:

      1. Click on ‘Insert(s)’ from the Letter Edit Display

      2. Check the box next to the desired insert(s)

      3. Click the “Done” button.

      When the letter is mailed from State Office, the appropriate form will be inserted with the letter.

    The various DSHS inserts are as follows:
    DSHS 13-758 Children’s Health Program Review
    DSHS 14-078 Eligibility Review
    DSHS 14-392 Children’s Eligibility
    DSHS 14-416 Longterm Care Eligibility
    DSHS 22-422 Pregnant? Plan for a healthy Future Summary Sheet
    DSHS 22-719 Medicaid Extension Benefits
    DSHS 22-922 Family Planning

     

Letters Summary Screen

  1. There are two sections in Letters Summary screen:

    1. Pending Letters

    2. Letter History

  2. Letters display differently in Pending Letters or Letter History depending on the ID type used:

    1. CLIENT ID: Lists ALL letters for that client.

    2. AU ID: Lists letters for that Assistance Unit only.

    3. USER ID:  Lists all letters in Letter Pending including those in:

      1. "Save for Draft" status;

      2. Deleted status (deleted that day only); and

      3. Ready for Mail -  letters generated that day for the user.
         

Pending Letter

Pending Letter Icons

picture of envelope Letter Ready for Mail
image of envelope with X Delete Pending letter
hand with pen, writing Letter Saved for Draft
image of pencil Mandatory Freeform Text Field Indicator
image of exclamiation point Mandatory Freeform Text Required
image of check mark Freeform Text Completed

Pending Letter User Options

  1. Options on the (Pending Letters) screen for letters in Pending Status:

    1. VIEW / MODIFY -Select the letter using the mouse to click on the letter title link.

    2. DELETE - Select letter by clicking in the Select Box and click the <D button.

    3. UNDELETE - Select deleted letter and click the <Undelete> button.

    4. LOCAL PRINT - Select letter by clicking in the Select Box and click the <Local Print> button, the letter will print and immediately move from Pending Letters to Letter History.

    5. SAVE FOR DRAFT - Letter in ready for mail status can be changed to Save for Draft by viewing Pending letter and click the <Save for Draft> button.

  2. Changes to Pending Letters can be made throughout the day until batch is run that night (usually after 8:00 PM) at which time, letters will be printed and mailed from State Office and the letter moves directly to Letter History.
     

Letter History

  1. Letters previously sent from State Office or locally printed will display under the (LETTER HISTORY) section of the Letter Summary page. The letter generation date, letter title, and how the letter was printed display. Letters print in one of the following ways:

    1. S / O = State Office

    2. L / O = Local Office

    3. AUTO = Letter created in overnight batch resulting from system recalculation.

  2. The letter will indicate if forms were attached and the number of copies (when multiple copies are sent).

  3. Historical letters generated since 8/10/98 and notices generated since 11/1/97 will display in Letter History.

  4. Letters generated prior to 8/10/98 or notices generated 10/31/97 and prior are available to view in the ACES Mainframe from the (AMEN) Option H - Notice / Letter History.
     

Change Printer ID

Each user has a designated default Printer ID assigned to them.  When changing the Printer ID the User must:
  1. Select Change Printer on the (Letters Summary) screen.

  2. Enter the new Printer ID field on the (Printer ID) screen

  3. Select if this is a permanent change (Yes / No). 

  4. Press Update to complete the action.


NOTE:

If the Printer ID is not marked as a permanent change, the default printer  ID reverts back to the Printer ID Field each time the user leaves the Online session.

 

User ID Letter Inquiry

  • Accessing letters using the user ID allows the user to see and view all letters remaining in Letter Pending that were either system generated or user created that day, and all letters in Save for Draft status. 

  • This option gives an overview of any letters awaiting Mandatory Freeform Text entries.


To view Letters in Pending Status for a specific user: 

  1. Select User in the Select  A Type of ID field on the (Quick Navigation) screen; press the <TAB> key.

  2. Enter the [user ID] in the Enter An ID field, and press the <TAB> key to continue.

  3. The SELECT A PAGE will default to "Letters", press the <TAB> to the <GO> button and <TRANSMIT> or click mouse on the <GO> button.

  4. The (User Letter Summary) screen displays with all the letter options available to them.

  5. On a single screen the user can see how many letters need to be reviewed for the Mandatory Freeform Text information by selecting the Mandatory Text Icon.

  6. Users who have a security level that allows "Update" can easily add a narrative to the case once a letter has been created.:

    1. Click on the AUID - a new screen displays;

    2. Click on <Narrative> in the tab bar at the top of the screen.  This will allow you to add narration to the case in ACES mainframe.


NOTE:

Clicking on the CLID or AUID hyperlink will give the client's name and information regarding the case.

 

Letter Reprints

To reprint a letter do one of the following:

  1. Select the desired letter and click on the <LOCAL REPRINT> button to use the (Local Reprint) screen function.

  2. While viewing a letter on the (Letter View Display), click on the <REPRINT> button to use the (Reprint) screen function.

  3. Users are able to local print letters that have been marked for deletion. However, the following warning will be issued before any local print.

    "Local Printing this letter will permanently save all changes to letter history. You will no longer be able to make changes to the letter. Click 'OK' to print or click 'Cancel' to Cancel."

    The letter appears in letter history after it is printed.

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Modification Date: January 15, 2008
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