CHIP Policy

1701-2 Date of Application

Effective Date:  January 1, 2024

No Previous Policy

The eligibility agency must establish the date of application to determine when State CHIP coverage can begin. 

Establish the date of application as follows.

 

1. Paper Applications

1.    The date of application is the date the eligibility agency receives a completed, signed application by the close of business on a business day.  

2.    When an applicant leaves a paper application at an eligibility agency office, other than an outreach location, after business hours, the date of application is the next business day.

2. Applications Sent Via FAX

1.    When the eligibility agency receives an application sent by FAX on a business day by the close of business, the date of application is that day.

2.    When the eligibility agency receives an application sent by FAX after the close of business, or on a state holiday or weekend, the date of application is the next business day.

3. Applications Received Online Through the "myCase" System

The application date for an application received online through "myCase" is the date the application is filed online. 

4. Applications received at Outreach Locations 

1.    When the agency receives an application at an outreach office location during business hours, the application date is the date the application is received by the outreach worker.

2.    When the agency receives an application at an outreach office location when the office is closed, the application date is the last business day that a DWS staff person was available at the outreach office to accept or collect applications.

5. Verbal Request 

If an applicant for other types of assistance makes a verbal request to add medical assistance to a pending application within 30 days of the application date of that pending application, the date of application for medical assistance is the date of the verbal request.  

6. Ineligible in Application Month

If an applicant is ineligible for medical assistance in the application month, the agency may use the same application form to determine eligibility for the following month.  In this case, the new application date is the first day of the following month.  (See section 1701-3) 

7. Unsigned or Incomplete Applications

 

1.    If the eligibility agency receives an unsigned application, the applicant must provide a signature within the application-processing period (See section 1701-5) to retain the original application date.   The agency will notify the applicant of this requirement.

2.    An applicant who files an application online must complete the online signature.  If the applicant fails to complete the online signature, the eligibility agency will send a signature page to the applicant.  The applicant must sign and return the signature page within the application-processing period (See section 1701-4) to retain the application date of the online application.  

3.    If the eligibility agency receives the signature page within 30 days after sending the denial notice for lack of a signature, the date the agency receives the signature page is the new application date.  If the agency receives the signature page more than 30 days after denying the application, the applicant will have to reapply.

4.    If an application is incomplete, the eligibility agency contacts the applicant and offers ways for the applicant to complete the application.  The application must be completed by the end of the application-processing period, or the agency will deny the application.  If the applicant completes the application in the 30 days after the agency denies the application for being incomplete, the new application date is the date the application is completed.  A new application-processing period begins on the new application date.

8. Phone Application

When a worker completes an application over the phone with an applicant, the date of application is the date the worker takes the application over the phone.  The applicant must physically, electronically or verbally sign within the application-processing period to retain the original application date. The eligibility agency follows the provisions of L. below, if it receives the signed signature page after the agency has denied the application. 

1. Adding Someone to an Open Case

When the household already receives medical assistance for some household members, the application date is the date the household requests medical assistance for a new household member by the close of business on a business day.  If the request is mailed to the office, the date of application is the date the eligibility agency receives the written request.  

10. Applications Received When An Application Is Already Pending 

1.    If a new application is received while an application is already pending, the application date does not change.

2.    The agency reviews the second (or third, etc) application for any new information.

3.    If new information is discovered or needs to be addressed, it becomes a part of the already existing application process. 

11. Applications Received After Medical Benefits Are Issued 

1.    Review the new application for changes and new information.

2.    If new information is discovered, and no new household members are requesting medical assistance, consider the new application to be a change report and take appropriate action.  (See section 804)

L. Application Dates for Cases Closed or Denied

1.    For denied applications, the date the individual provides all requested verification is a new application date.  Allow application time frames.

2.    See section 1704 for cases closed at review.