Case Management Death Checklist

Closing procedures for deceased client

Client Name:
Prime#:
Date of Death:
Type of facility:
It’s a good idea to review the Estate Administration Unit Worker Guide prior to taking action.
Some important information the Estate Administration Unit would like you to know:
  1. If you speak to family or friends of the deceased, encourage the individual handling the deceased’s affairs to contact EAU before disposing of assets or spending any of the deceased’s money.
  2. Please make sure that the following financial information in ACCESS is up to date before printing out the 454D:
  3. Bank account information, including account numbers and bank names and noting whether or not you have copies of bank statements.
  4. Information regarding prepaid burial plans or arrangements and noting if you have copies of documents.
  5. Information regarding real property and loans involving the real property, including noting whether or not you have copies of associated documents.
  6. Trusts and noting whether or not you have copies of documents.
  7. Noting whether or not you think the recipient MAY have a disabled or blind child of any age, or a minor child under 21 years. A name and an address would be helpful. It is not necessary to confirm the disability or age of the child, EAU will do that.
  8. Narrate any other information you think may be important to EAU. If it is urgent, a quick phone call to EAU is appropriate.
You are not expected to spend a lot of time gathering this information; merely noting that you have acquired this information along the way is extremely helpful.
1 / MMIS / NH-Close POC day before date of death. If client enters NF and dies the same day, NF would be paid for date of death because it was actually date of admit.
2 / CA/PS / Close CA/PS effective date of death
Go to CA/PS service planning
Either approve or invalidate any pending benefits
End current approved benefits with actual date of death
3 / ACCESS / Add date of death to first page of ACCESS for deceased person
Update 454D
Navigate to the Medical Assistance tab, select DEAT in the Incm dropdown list and enter the date of death in the Eff Date field. Notice that the Case Status and Case Status Date are pre-filled with Deceased and the date of date, respectively.
Integrate. The Case Status and Case Status Date should be pre-filled with D and the date of death.
Synchronize- mark how death was verified.
If unable to use the date of death as the Eff Date, use a CLOS action, Reas code DE, and the date of death for the Eff Date. If still unable to use the date of death, use the current date as the Eff Date. Note: as long as the correct date of death was entered on the Person tab, MMIS will recognize the last day benefits should be authorized when integrated to CMS.
Copy and send any trusts to EAU if not already sent (EAU WG)
Narrate!
If client has open SNAP case, see SNAP checklist below.
Transfer ACCESS case to EAU (Branch 8606) within 10 days. Note: Do not transfer any active screenings to Branch 8606 if the APS section shows an open umbrella as APS may not be finished with their report.
Send hard file to shelves.
If client dies before case is open (this would only apply to a client residing in a facility) :
In CA/PS, complete the assessment using facility records such as MDS and/or care plans. Facility records used must be based on dates between date of request and date of death.
If approved, open and approve the care plan using the appropriate effective date per OAR 461-180-0040. The end date should be the date of death.
If approved, open the medical case effective the DOR.
The next business day, enter the date of death on the Person.
Close the case using DEAT in the Incm dropdown list and enter the date of death in the Eff Date field.
If unable to use the date of death as the Eff Date, use a CLOS action, Reas code DE, and the date of death for the Eff Date. If still unable to use the date of death, use the current date as the Eff Date.
3 / SFMU / End monthly liability effective end of current month
Close out yearly account
Close Pay-In effective last day of the current month
Close any open 546s. Copy in hard file. 4105 to HCW if needed
Make any date adjustments as needed
4 / SMRF / Close 512 effective the day before date of death
If already paid past date of death close for end of month and submit an overpayment
Use action code 5 to close 512
Close Service Plan and Benefit Plan in Service Planning effective the date of death
Complete CBC overpayment if needed
RFH- Notify Foster Home Licensor
5 / SNAP / Single person:
Close SNAP case for end of month
  • On FCAS enter a transaction code of CLO
  • Enter effective date for end of month
  • Enter reason code OO
  • Hit F9 to save
Complete form AFS 215 and give to manager to sign, follow branch procedures to delete benefits and then inactivate EBT.
Couple
After allowing for timely notice
Make sure surviving spouse knows how to access benefits
If HH dies, use CHH and ADJ action codes to change the AD to HH and number in household
Ender D in transaction code filed next to deceased person
Use H as your Action Change Code on page 2
Hit F9 to save
New HH can keep benefits that have already been issued
Issue new HH new EBT card
6 / MISC / Notify OAA Worker
Notify Providers/others:
  • SSA (via 538A)
  • VA administration
  • APS worker
  • DME support
  • Emergency Response Support
  • Medical Transportation
  • Meals on Wheels
  • Contract RN
  • Mental Health Agency
  • Adult Day Care
  • Lifeline
  • Volunteer Visitor
Notify exception committee if client with exception dies
For suggestions or corrections to this checklist please contact:

H:Case management checklist death 03-15