This program code is used for adult only cases. This program code includes activities that contribute to making the determination or the redetermination of eligibility or interim changes for Medicaid; preparing or processing forms; entering relevant information into the Medicaid Management Information System (MMIS), MedPend, VaCMS (Virginia Case Management System and other automated systems; collecting information from the client, authorized representative or others which is used in the determination of eligibility, such as social security numbers, citizenship and identity documentation; providing information about Medicaid-related programs such as managed care to clients, verifying eligibility information; filling out and processing associated eligibility forms; querying systems, records and other staff for current placement status (e.g., assisted living facility, nursing facility); preparing for and participating in fair hearings and appeals for Medicaid; providing eligibility related forms, referral to medical services and information to caretakers or caseworkers applying on behalf of others; participating in training and remaining current on changes in Medicaid eligibility policies; and traveling to locations (including transportation of clients) associated with the above activities. This program also includes all activities involved in finding an applicant “ineligible” for Medicaid, which may lead a referral to other programs.
110 SNAP
This program code includes activities contributing to making the determination or redetermination of eligibility or interim changes for Supplemental Nutrition Assistance Program (SNAP); preparing or processing forms; collecting information from family or others; accessing IEVS (Income Eligibility Verification System) to verify case information; filling out and processing associated eligibility forms; entering relevant information into VaCMS (Virginia Case Management System) and other automated systems; preparing for and participating in fraud investigations; preparing for and participating in fair hearings and appeals; traveling to locations associated with the above activities; and all activities related to Electronic Benefits Tracking process.
120 Title IV-E
This program code includes activities contributing to making the determination or redetermination of a child’s eligibility or interim changes for title IV-E; preparing or processing data; collecting information from family or others used in the determination of eligibility, such as social security numbers, birth certifications; verifying eligibility information and entering an automated system, querying systems, records and other staff (i.e. current placement status).
130 Temporary Assistance for Needy Families (TANF) - (Benefits)
This program code includes activities contributing to making the determination or re-determination of eligibility or interim changes for Temporary Assistance for Needy Families (this program replaced AFDC); determining the exemption(s) for employment programs; preparing or processing forms; collecting information from family or others which is used in the determination of resources, such as social security numbers, birth certifications; verifying eligibility information; filling out and processing associated eligibility forms; entering relevant information into automated systems; querying systems, records and other staff; preparing for and participating in fair hearings and appeals for TANF; preparing for and participating in fraud investigations; providing eligibility related forms and information to parent(s), caretakers or caseworkers applying on behalf of others; and traveling to locations associated with the above activities.
140 Refugee
This program code includes activities contributing to making the determination or redetermination of eligibility or interim changes for Refugee programs; preparing or processing forms; collecting information from family or others which is used in the determination of resources, such as social security numbers, birth certifications; verifying eligibility information; filling out and processing associated eligibility forms; entering relevant information into automated systems; querying systems, records and other staff; preparing for and participating in fair hearings and appeals for Refugee programs; providing eligibility related forms and information to parent(s), caretakers or caseworkers applying on behalf of others; and traveling to locations associated with the above activities.
150 Auxiliary Grants
This program code includes activities contributing to the determination or redetermination of eligibility or interim changes for Auxiliary Grants (AG) to aged, disabled, or blind clients eligible for grant support; preparing or processing forms; entering relevant information into automated systems; collecting information from family or others used in the determination of resources, such as social security numbers, birth certifications; verifying eligibility information; filling out and processing associated eligibility forms; querying systems, records and other staff; preparing for and participating in fair hearings and appeals for Auxiliary Grants; providing eligibility related forms and information to parent(s), caretakers or workers applying on behalf of others; and traveling to locations associated with the above activities.
160 General Relief
This program code includes activities contributing to making the determination or redetermination or interim changes of General Relief (GR) services and/or cash assistance to individuals or families eligible for General Relief; preparing or processing forms; collecting information from family or others which is used in the determination of resources, such as social security numbers, birth certifications; verifying eligibility information; filling out and processing associated eligibility forms; entering relevant information into automated systems; querying systems, records and other staff; providing eligibility related forms and information to parent(s), caretakers or caseworkers applying on behalf of others; traveling to locations associated with the above activities.
180 Medicaid/SCHIP Family & Children
This program code includes activities designed to enable low-income families whose children receive medical services under LIFC (Low Income Families with Children), FAMIS Plus (Medicaid for children), FAMIS (medical services for low-income families whose children are not recipients of Medicaid), FAMIS MOMS (pregnant women who receive medical services) and covered pregnant women. If you are working with a family at the specified time of your observation, determine the primary client that you are working with in the family before selecting either Medicaid Family & Children (Program Code 180) or Medicaid - Adult (Program Code 100). Ensure that the case number and client name recorded on your RMS Observation Certification page corresponds with your determination.This program should only be used for a family-based case, covered pregnant women and pregnant women being evaluated for FAMIS MOMS. All work with other adults should be charged to Medicaid-Adult (Program Code 100).
This program code includes activities such as initial contact, interim changes, and subsequent reviews; preparing forms and collecting information from the parent, authorized representative, guardian or others to be used in the determination of LIFC Medicaid, FAMIS Plus, FAMIS and FAMIS MOMS eligibility; filling out and processing associated eligibility forms; entering relevant information into automated systems, as well as communicating information to the centralized FAMIS CPU Unit; querying systems, records and other staff; preparing for and participating in fair hearings and appeals, and providing eligibility-related forms and information to parent(s), caretakers, or caseworkers applying for benefits on behalf of others.
190 Energy Assistance
This program code includes activities contributing to making the determination of eligibility for Low Income Home Energy Assistance (LIHEAP) and fuel crisis assistance: preparing or processing forms; collecting information from family or others which is used in the determination of resources; filling out and processing associated eligibility forms; querying systems, records and other staff; providing eligibility related forms and information to individuals applying on behalf of others; working with vendors; and traveling to locations associated with the above activities.
200 Employment Services (VIEW)
This program code includes activities to a Virginia Initiative for Employment Not Welfare (VIEW) participant. If the worker is providing a client administrative assistance with child care services when an RMS Observation is completed, use Program Code 220 – Child Care as the program for child care-related activities.
210 SNAPET (Supplemental Nutrition Assistance Program Employment & Training)
This program code includes employment and training activities to a SNAP client by a SNAPET Approved Agency. Activities include: conducting interviews and assessments, determining participant needs such as supportive services and/or training and follow-up to ensure participant assignments are complete. If the worker is providing a client administrative assistance with child care services when an RMS Observation is completed, use Program Code 220 – Child Care as the program for child care-related activities.
220 Child Care
This program code includes activities for coordinating child care for a case when child care services are needed, except when it is related to child care for foster children. If the client is a foster parent, select Program Code 310 – Foster Care. This program code is used only when the client is not receiving child care services under the Foster Care program. This code is used for any activity associated with approving or monitoring a child care provider.
310 Foster Care
This program code includes activities provided to a child and family preparing for or in a foster family home, group home, emergency shelter, residential facility or any other foster care facility licensed or approved for a child. This program includes entering relevant information into automated systems and activities that contribute the determination of whether or not a child who was removed from his/her home is eligible, or continues to be eligible, for participating in the title IV-E Foster Care program (Activity Code 400). This code is used for Interstate Compact for the Placement of Children (ICPC) activities related to agency foster care/adoption. This program also includes workers participation in CSA-related activities on behalf of foster or adopted children and includes activities related to preparing and participating in the FAPT, CPMT and other related meetings. This code is not used for Adult Foster Care; refer to Program Code 350 – Adult Services/Adult Protective Services. (Activities for a Candidate for Foster Care (Title IV-E Prevention Services Program) (Pregnant youth in foster care receiving title IV-E prevention services) – Activity Code 413).
320 Adoption
This program code includes activities for children who need permanent families, birth parents who are unable to parent their children, and adoptive parents who want to provide a home for a child not born to them. Activities are provided to children whose adoption has been finalized and whose adoption is in progress. This program includes entering information into systems, negotiating and reviewing adoption assistance agreements. This code should be used whenever the worker is performing any activity that contributes to the determination of whether or not a child who was removed from his/her home is eligible, or continues to be eligible for participating in the title IV-E Adoption Assistance program (Activity Code 400).
330 Kinship Guardianship (KinGAP)
This program code includes activities for children who need permanent families, where the goals of return home and adoption have been ruled out, and relative foster parents who want to provide a permanent home for a child through transfer of custody. Activities are provided to children whose KinGAP has been finalized and whose KinGAP is in progress. This program includes entering information into systems, negotiating and reviewing KinGAP assistance agreements. This code should be used whenever the worker is performing any activity that contributes to the determination of whether or not a child who was removed from his/her home is eligible, or continues to be eligible for participating in the title IV-E KinGAP program (Activity Code 400).
350 Adult Services Program (AS)/Adult Protective Services (APS)
This program code includes activities related to the investigation of reports that an adult aged 18 and older and who is incapacitated or who is aged 60 and older and was or is suspected of being abused, neglected or exploited (select Activity Code 425). Adult Services Programs provide empowerment, protection and the opportunity for independence to adults through a focus on individual self-reliance and choice, person-centered planning and support, and community-based services. Several goals of this program are to: maximize the adult's independence, self-sufficiency and personal choice, prevent the inappropriate or premature institutionalization of incapacitated or older adults, and protect older and incapacitated adults from abuse, neglect or exploitation.
360 In-Home Services (Child Not Currently in Foster Care)
This program code should be selected when performing activities for a child not currently in Foster Care. These administrative activities can be for children considered at imminent risk of foster care (Activities for a Reasonable Candidate of Foster Care – Activity Code 420) and Activities for a Candidate for Foster Care (Title IV-E Prevention Services Program) and Activities for a Child Not Deemed a Reasonable Candidate (Activity Code 421), direct services for children in the home to preserve the family’s stability (Direct Provision of Treatment – Activity Code 415), and activities regarding various levels of child abuse and neglect (CPS Assessments – Activity Code 424 or CPS Investigations – Activity Code 425).
370 State Funded Kinship Subsidy
This program code includes activities for children who exited foster care to the custody of kin with a state-funded kinship subsidy agreement. Activities are provided to children whose state-funded kinship subsidy has been finalized. This code is not used for activities while the child is in foster care prior to finalization; refer to program code 310 –Foster Care. This program includes entering information into systems, case management, service referral, and completing annual affidavits approving continued receipt of subsidy.
800 Non-Program Specific/Non-Case Specific
This program code should be selected when choosing General Administration/Staff Development – Activity Code 900; Initial/Non-Program Specific Intake – Activity Code 910; Employee on Break/Personal Business – Activity Code 950; Paid Time Off – Activity Code 995; Unpaid Time Off – Activity Code 998; or Position Vacant/Invalid Response – Activity Code 999.
810 Benefits Activities - Common to Several
This program code should be selected when using Virginia Case Management System (VaCMS) to compile sections of the Benefits Application that are common to several, Systems Partnering in a Demographic Repository (SPIDeR) or when Processing an Application/Verifying Data - Activity Code 920. When attending training such as Benefits Fraud Training, VaCMS System Orientation and Advanced VaCMS select Activity Code 452 Training – Benefits Related. If training relates to a specific program (such as Medicaid Long-Term Care New Worker Training) record this observation under that specific program (in this example, select Program Code 100 Medicaid Adult).
Only select Program Code 810 when the activity performed is common to several programs such as SNAP, TANF, and Medicaid.
All questions with regard to the appropriate use of the Random Moment Sampling system should be directed to the VDSS Division of Finance at dss.rmsteam@dss.virginia.gov