HI 01001.135 Processed Actions

HCFA-L623A is generated by the JURIS program and filed in the claims folder when a notice of jurisdiction has been received from RRB. The letter portion, HCFA-L623, is released to the beneficiary as notification of RRB jurisdiction of HI and SMI coverage only in situations where SSA had previously established SMI coverage based on an enrollment. If the individual's option is “R,” “T,” “W,” or “D,” or there is a current State buy-in (third party code 010-650) on the MBR, the notice will be produced, but will not be mailed. The HCFA-L623A represents the effectuation of HI and SMI jurisdiction transfer to RRB; the computer process has updated the MBR and HIM records to reflect the appropriate jurisdiction. At the time of processing, the current premium due amount had been transmitted to RRB with the response to their input, and any appropriate trust funding has been accomplished.

A. Explanation of Specific Items Contained on HCFA-L623/623A's

HCFA-L623/623A is titled “Notice/Record Regarding Collection of Medicare Premiums.” The two-part “side by side” form serves as documentation to be filed on the left side of the claims folder (HCFA-L623A) and notification to be released to the beneficiary (HCFA-L623).

1. DATE

This entry contains the date the form was processed through the program service center print program.

2. CLAIM NUMBER

The claim number is the CAN/BIC for the individual involved. Where a combined check is involved (AB), both BIC's are printed.

3. NAME AND ADDRESS

The name and address, as it appears in SSA records, will be printed here.

4. FOLDER LOCATION INDICATOR

The folder location indicator will be displayed.

5. RUN NO.

The date of the computer run is indicated as the run number. For example, a run processed on March 15 is shown as “315.” Entries for October, November, and December are shown as “0,” “X,” and “R,” respectively.

6. UPDATE MONTH

This is the month the data shown on the form will update to the regular transcript.

7. OLD ABN, NEW ABN

These four-digit entries represent the action block number against which the action is processing and the newly assigned action block number established by the JURIS program.

8. PAYMENT DISCONTINUED

Date-This month and year entry represents the effective date of the credit generated by the JURIS program.

Amount-The amount of the monthly benefit check being stopped is shown; e.g., if the monthly payment amount was $200.00 after SMI premiums were being deducted, the amount shown is $200.00.

CMA-AMT-This represents the amount of the monthly payment after the RRB transfer has applied. If the old monthly payment amount had been $100.00 and the SMI premium was $7.20, this block would reflect $107.20.

NOTE: When the beneficiary is in suspended or deferred payment status, or is an uninsured claimant, these items will be blank.

9. BIC

The BIC of the beneficiary whose HI/SMI status is being transferred is shown.

10. MBA

The current monthly benefit amount is indicated for all insured beneficiaries. The block is blank for uninsured individuals. For PIC “O” cases, the data for both beneficiaries is shown.

11. MBP

The new monthly benefit payable is shown for each beneficiary symbol shown in the BIC column.

12. ADDITIONAL PROCESSING DATA

This block will contain the RRB annuity number for all transfer cases. This number, which has a one-, two-, or three-position alphabetic prefix symbol, must be used whenever it is necessary to communicate additional information to RRB or to the Office of Central Records Operations (OCRO) (see HI 01001.140 and HI 01001.145 below for alert and exception processing). This block will also show the SOBER Operating Month (SOM) used in notifying RRB of the current premium due amount (PDA) status.

There are sometimes instances when a “double deduction” situation occurs; i.e., both RRB and SSA are collecting premiums from the same individual. When these cases are processed by JURIS, the excess premiums will be refunded to the individual in a separate check by the JURIS program. These cases are recognizable by the presence of specific statements appearing on the computer output. The HCFA-L623 will reflect, “Any excess premiums you have paid will be refunded to you in a separate check.” The HCFA-623A will contain the statement, “PMA REFUND AMT$” which will appear above the second line of entries.

B. Receipt and Handling of Output

The two-part HCFA-L623/623A will be produced for each case processed, representing a transfer of jurisdiction of HI and/or SMI maintenance to RRB.

For a combined check case (PIC “0”), one form will be printed. The output for cases with an option code of “R,” “D,” “T,” or “W,” or cases with a current State buy-in on the MBR, or regular attainment cases (age 65 or disability cases) will be produced separately from the actual transfer cases, and will contain the notation “No Letter-No Premium Liability.”

All output forms will be sent to the appropriate module for immediate handling. The Records Analysis Clerk must staple the 5 ×8 informational forms to the matching Forms HCFA-L623/623A where both types of output are received for the same claim number. All 5 ×8 informationals, whether or not an HCFA-L623/623A is present, must be associated with the claims folder and given to the Health Insurance and Inquiries Examiner for necessary action.

For processed actions (i.e., only an HCFA-L623/623A is received) not requiring review (see C. below), detach the letter portion, form HCFA-L623, and forward to the Mailroom for release to the beneficiary. Prong-file the HCFA-L623A on the left-hand side of the claims folder.

Exception:

Do not mail letter portions bearing the notation “No Letter-No Premium Liability.” These forms must be detached and destroyed.

C. Review of Processed Items

To ensure the continuing integrity of the JURIS program, the Health Insurance and Inquiries Examiners in the Great Lakes and Mid-America Program Service Centers will be responsible for reviewing all forms HCFA-L623A produced by JURIS for the first day of each current operating month (COM). The mailing of the notice portion (HCFA-L623) should not be delayed while the review is being conducted.

The claims folder pertaining to each Form HCFA L623A for the first day's run in each COM will be obtained from the merged files and each field of the HCFA-L623A must be verified against the claims folder for accuracy. No special search need be made for any folders not immediately located in the merged files.

The purpose of this review is to detect any possible program errors. Bring any such errors discovered to the attention of the Director of Operations.


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0601001135
HI 01001.135 - Processed Actions - 03/15/1999
Batch run: 01/27/2009
Rev:03/15/1999