Housing and Essential Needs (HEN) Referral

Created on: 
Nov 15 2019

Online Processing

See ACES Screens and Online Pages for an example of pages or screens used in this chapter.

Who is eligible to receive a Housing and Essential Needs (HEN) referral?

Adults who are unable to work for at least 90 days due to a physical and/or mental incapacity and who meet the criteria in the following EAZ Manual WACS may be eligible for a Housing and Essential Needs (HEN) referral:

How long is the Housing and Essential Needs (HEN) referral certification period?

HEN referrals are certified for 12 months with a six month reporting requirement.

How do I screen a Housing and Essential Needs (HEN) referral?

HEN is initially screened in as a General Assistance (GA) cash Unemployed (U) application following the instructions in How do I screen in Aged, Blind, or Disabled Cash Assistance?

Online Processing

How do I process a Housing and Essential Needs (HEN) referral?

While pending, the Assistance Unit (AU) remains a GA-U AU until the incapacity determination information is received. When the incapacity determination is received, take the following steps:

  1. From the Case Actions page, click the Start Interview link in the Pending Application section.
  2. From the Navigation tree, select the Client to display the Client Details page.
  3. In the Disability / Incapacity / Psychiatric section, update with the following fields with the incapacity information received.
  • Disability/Incapacity Type field - Select the INCP type code from the drop down list.
  • Approval Source field - Select the appropriate disability/incapacity approval source code from the drop down list.
  • Approval Date field - Enter [the Incapacity approval effective date].
  • Established Date field - Enter [the established date].
  • End Date:[MM/YYYY] field - Enter [the Incapacity review month/year].
Note: The disability/incapacity end date is established by the Social Worker. For new applications this date must be more than 90 days from the date of application.
  1. To complete processing follow the steps in the Interview, Process Application Months and Finalize chapters.
  • The GA-U AU trickles to GA-A/B/D AU during Finalize, if appropriate, based on the disability/incapacity coding.

How do I process a change from a Housing and Essential Needs (HEN) referral GA-U to Aged, Blind, or Disabled (ABD) Cash Assistance?

To process a change from HEN to ABD Cash Assistance when a client's status changes from incapacitated to disabled, take the following steps:

  1. Screen in a new ABD Assistance Unit (AU). For more information, See How do I add a program?
  • Enter [the ABD/GA approval date] as the Application Date.
Note: If the AU contains a married couple, both applicants must be screened on their own GA AU.
  1. Go to the Case Actions page. See How do I access the Case Actions page in ACES 3G?
  2. Complete the interview following the steps in How do I initiate and complete an intake interview?
  3. On the Assistance Unit Detail page for the pending ABD AU, complete the following fields:
  • Financial Responsibility field - Enter the appropriate financial responsibility code as follows:
  • AU Reasons field - Select Already Eligible for Program in Different AU (587) in the ongoing month.
Note: Only one household member can have a Financial Responsibility of Applicant (PN).
  1. On the Client Details page, complete the following fields:
  • Living Arrangement field - Select the appropriate living arrangement from the drop down box. For additional information on ABD clients receiving Long Term Care services, see EAZ Manual – Long Term Care.
  • Disability/Incapacity Type field - Select DIS type from the drop down list.
  • Approval Source field - Select the appropriate disability/incapacity approval source code from the drop down list.
  • Approval Date field - Enter [the ABD cash approval effective date].
  • Established Date field - Enter [the established date].
  • End Date:[MM/YYYY] field - Enter [the Disability review month/year].
  1. On the Review page, in the Eligibility Established Date field enter the [ABD cash approval effective date].
  2. On the Eligibility page, a Details link displays to the right of any AU that is currently active.  Click the Details link.
  3. Review the Eligibility Details page for each AU.  If all looks correct, click Confirm Benefits.
  4. Click Commit Changes on the Eligibility page.
Note: The active HEN AU changes to an ABD Cash AU, due to the incapacity coding.
  1. Complete processing following the steps in How do I complete Process Application Months?
  2. On the Assistance Unit Detail page:
  • For the existing HEN AU, select Already Eligible for Program in Different AU (587) from the Reasons drop down list, to historically close the AU for the ABD Cash opening month and any intervening month(s).
  • Remove the Reason Code 587 from the pending ABD Cash AU for all months, except for the ongoing month.
  1. On the Client Details page:
  • In the Concurrent Receipt section, select Previous Benefit Canceled/CL received CA in another program (X) from the drop down list in the Cash field for the current month and each historical month that ABD Cash is to be approved. ACES considers HEN as a Cash AU, even though no cash funds are issued.
  1. Complete finalizing following the steps in How do I complete Finalize Application?
  • The previous HEN AU changes to an ABD Cash program for the ongoing month and the current certification period is retained. The new ABD Cash AU issues a prorated grant for the month of change and any intervening months.
Note: For proper notification to the client, see Changing from HEN Referral to ABD at Incapacity Review GA-U to GA-D/X. The Desk Aid advises users to create a termination letter and what text needs to be added to the letters.

How do I code a Housing and Essential Needs (HEN) client participating in home monitoring?

A HEN client participating in home monitoring may be eligible for a HEN referral. Take the following steps to code the correct living arrangement:

  1. On the Client Details page update the following fields: 
  • Living Arrangement field – Select At Home (AH) from the drop down list. 
  • Valid Value field – Select the appropriate valid value verification code from the drop down list.
  1. On the Eligibility Details page, confirm the benefits are correct and if so, click Confirm Benefits. 
  2. On the Eligibility page, click Commit Changes.

See ACES Screens and Online Pages for an example of pages or screens used in this chapter.