South carolina department of health and human services medicaid policy and procedures manual

101.18.01 Instructions on the Use of the Medicaid Insurance Card (Eff. 03/01/08)

Beneficiaries must be informed of the proper use of the Healthy Connections (Medicaid) Insurance Card. This is accomplished via the card carrier. The explanation must ensure that the beneficiary understands the following:

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  Possession of the card does not guarantee Medicaid coverage.
  
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  The card is permanent and will not be replaced monthly.
  
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  Only one person’s name appears on each card. If more than one family member is eligible for Medicaid, the family will receive a card for each eligible member.
  
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  The card should be in the beneficiary’s possession at all times.
  
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  The card should be shown to the provider of service(s) at the time of treatment.
  
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  The card is not transferable. Only the person whose name is listed on the card is eligible. Use by other persons is illegal.
  
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  The card may be used to obtain only those services/supplies/equipment covered by Medicaid.
  
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  Inappropriate use of the card may result in the beneficiary being restricted to specified providers.
  
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  The card may be used for emergency services out-of-state (outside a 25-mile radius of South Carolina). Emergency services must be reported to and authorized by the State Department of Health and Human Services program representatives. The out-of-state provider must call or write its program representative within 30 days from the date of service/discharge for approval. Physicians must call (803) 898-2660. Hospitals must call (803) 898-2665.
  

101.18.02 Procedures for Handling Returned Medicaid Insurance Card and Returned Mail (Eff. 03/01/08)

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  Returned cards are stored in a secure location.
  
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  Proper disposition is made for each card within 30 days.
  

Cases must be researched for a correct address. Those cards for which no address can be located must be kept in the secure location, and notification of case closure must be made. If a correct address is obtained, the card may be released to the beneficiary.

101.18.03 Requesting a Replacement Medicaid Insurance Card (Eff. 03/01/08)

When a beneficiary requests a replacement Healthy Connections (Medicaid) Insurance Card, these are the steps the eligibility worker must take.

1. 
   Ensure that the beneficiary’s mailing address in the Medicaid computer system is correct.
   

2. 
   If the beneficiary is an SSI recipient, instruct him/her to notify the county Social Security Administration office of the correct mailing address. (Note: This is very important because the mailing address cannot be corrected permanently until the Social Security Administration corrects the State Data Exchange file.)
   

If the beneficiary has called 1-800-772-1213 to report the address change, it will not correctly change the address to affect the Medicaid card. The beneficiary should be instructed to contact the area SSA office.

101.19 Motor Voter Registration (Eff. 10/01/11)

The National Voter Registration Act (NVRA) or “Motor Voter”, signed into law in 1993 is intended to encourage greater access to voter registration for the citizens who need further assistance or find registering to vote too difficult. The law requires voter registration services be provided to all applicants/beneficiaries at application, face-to-face re-determination, and when a change of address is reported. These services include:

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  Distributing voter registration forms;
  
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  Providing assistance in completing the forms; and
  
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  Transmitting completed Voter Registration forms to the county Election Commission office.
  
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  Retaining a signed copy of any documents that are offered in the case file.
  

When providing Voter Registration services, the Medicaid eligibility worker must not:

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  Seek to influence a person’s political preference or party registration,
  
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  Express or display any political preference or party allegiance,
  
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  Discourage the person in any manner from registering to vote, or
  
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  Indicate or imply that registration or non-registration will influence the availability or amount of agency assistance or benefits.
  

Since “Motor Voter” applies to applications made with face-to-face contact, most of the time it will have little impact on the processing of initial eligibility. If you have face-to-face contact with an applicant/beneficiary, determine if he/she:

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  Is registered to vote at the current address;
  
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  Needs assistance in completing the form
  

1. 
   Assist the applicant/beneficiary, if necessary.
   
2. 
   Copy and attach any documents offered by the applicant/beneficiary. Keep a copy for the case file.
   
3. 
   Transmit complete Voter Registration application form to the County Election Commission office.
   

1. 
   Use the Voter Registration Declination form.
   
2. 
   Have the applicant/beneficiary complete the form.
   
3. 
   Retain a copy of the signed form in the case record.
   

Forms may be obtained from your county Elections Commission office or accessed on the Internet at www.dmv.org/sc-south-carolina/voter-registration.