D Entering Foster Parent Information in HEAplus

Program	Manual Section
All Programs	MA1301A

Procedure

The processes in this section provide instructions for entering or changing addresses for children in the DCS custody.

1) Use the procedure below to enter a foster parent’s information into Health-e-Arizona Plus when the customer is a child in foster care custody.

Step	Action
1	Enter the foster parent into Health-e-Arizona Plus as an Authorized Representative. DO NOT send a Request for Information asking for the Authorized Representative form to be completed. NOTE When a DCS staff member submits the application, enter the DCS staff member as the legal guardian.
2	Was the application submitted by a DCS or Tribal Social Services employee? If YES, enter the DCS or Tribal Social Services employee as the legal guardian and continue to step 3. If NO, skip to step 4.
3	Did the application list the foster parent’s name? If YES, STOP. Verify the Authorized Representative factor using “Client Statement”, no additional proof is needed. Enter the following in the “Comment” section of the verification factor: “DCS verifies the foster parent has the authority to represent the customer for MA.” If NO, continue to step 4.
4	Is there a tribal court document or Arizona Department of Child Safety Notice To Providers (CSO-1035A) in the file that authorizes the foster parent to represent the child? If YES, STOP. Verify the Authorized Representative factors using “Visual”, no additional proof is needed. If NO, continue to step 5.
5	Was the foster parent’s authorization verified on a prior application? If YES, STOP. Verify the factor using the same verification as the prior application. NOTE Check prior applications to make sure the foster parent’s authorization has not been revoked. If there is reason to believe that the authorization was revoked, continue to step 6. If NO, continue to step 6.
6	Send an e-mail to dmpsinteragencyliaison@azahcccs.gov. Include ALL the following information: Name of the child; AHCCCS ID; Name of the foster parent that you are trying to verify is the authorized foster parent; and Due date of the MA application.
7	Did the interagency liaison verify that the foster parent is authorized? If YES, STOP. Add the email response to EDMS. Verify the Authorized Representative factors using “client statement”, no additional proof is needed. Enter the following comment on the verification factor: “The AHCCCS Interagency Liaison verified that this person is authorized to represent the customer.” If NO, STOP. Send a Request for Information including the Authorized Representative block. The foster parent must be authorized by DCS to represent the customer.

2) Scripts for Address Changes Reported from a Foster Parent

When the DCS address is listed as a foster child’s address and the foster parent calls to update the address on file, explain to the foster parent that the address is already correct. A response script is below to help you.

Important: When a child is receiving ALTCS, the foster parent is listed as an authorized representative. The child’s address is still the DCS address, but the foster parent may update their own address if needed.

For all cases where a person is reporting an address change for a DCS customer:

Tell the person reporting the change…

Take the following action

Thank you for calling to update the address. This customer is in DCS Foster Care. The Department of Child Safety’s address is the correct address for children in their custody. You do not need to take any action to change it.

Review HEAplus. Is the customer in an ALTCS program with the foster parent as an Authorized Representative?

If YES, forward the call to ASET 888-621-6880
If NO, STOP. No further action is needed.

For ALTCS Cases ONLY:

Thank you for calling to update your address. The customer whose address you want to change the address for is in DCS Foster Care. The Department of Child Safety’s address is the correct address for children in their custody. You do not need to take any action to change it.

Would you like to update your address as the authorized representative for this child?

If YES, use the procedure below to update the foster parents address on the Authorized Representative page in HEAplus.
If NO, STOP. No further action is needed.

If...	Comment	Then...
Foster Parent is calling to update address. AND The child is not on the ALTCS program	Thank you for calling to update the address. This customer is in DCS Foster Care. The Department of Child Safety’s address is the correct address for children in their custody. You do not need to take any action to change it.	No further action needed.
Foster Parent is calling to update address. AND The child is on the ALTCS Program AND The foster parent is listed as an Authorized Representative	Thank you for calling to update the address. This customer is in DCS Foster Care. The Department of Child Safety’s address is the correct address for children in their custody. You do not need to take any action to change it.	Forward the call to ASET 888-621-6880
Foster Parent is calling to update address. AND The child is on the ALTCS Program AND The foster parent is not listed as an Authorized Representative	Thank you for calling to update your address. The customer whose address you want to change the address for is in DCS Foster Care. The Department of Child Safety’s address is the correct address for children in their custody. You do not need to take any action to change it. Would you like to update your address as the authorized representative for this child?	If YES, use the procedure below to update the foster parents address on the Authorized Representative page in HEAplus. If NO, STOP. No further action is needed.