12.13 Status Changes

Georgia State Seal

Georgia Division of Family and Children Services
Child Welfare Policy Manual

Chapter:

(12) Adoption Assistance

Policy Title:

Status Changes

Policy Number:

12.13

Previous Policy Number(s):

109.22

Effective Date:

November 2016

Manual Transmittal:

2016-14

Codes/References

N/A

Requirements

The Division of Family and Children Services (DFCS) will report all status changes on families receiving adoption assistance benefits to the Social Services Administration Unit (SSAU), Revenue Maximization Unit (Rev Max) and Regional Accounting within 10 business days.

Procedures

Social Services Case Manager

  1. Update Georgia SHINES to reflect the current status change (i.e., change of address, adoptive parent’s divorce, etc.)

  2. Complete and print the Georgia SHINES system generated Adoption Assistance Memorandum indicating:

    1. Status change;

    2. Reason for change; and

    3. Effective date of the change.

  3. Obtain the Social Services Supervisor signature of approval.

  4. Submit the signed Adoption Assistance Memorandum to:

    1. Rev Max;

    2. Regional Accounting; and

    3. SSAU.

  5. Upload the Adoption Assistance Memorandum into Georgia SHINES External Documentation.

The Rev Max Medicaid Eligibility Specialist will, within 10 business days:

  1. Update SUCCESS, where applicable.

Where the term SSCM is used in this section, the term Regional Post Adoption (PAD) Manager may also be appropriate, as both manage adoption assistance cases at different periods; however, the Regional PAD Manager does not require supervisor approval.

Practice Guidance

Below are some examples of situations in which changes will be reported using the Adoption Assistance Memorandum:

  1. The adoption is finalized.

    The Adoption Assistance Memorandum should identify the child’s new name as it should appear on the Medicaid card and indicate the exact date of finalization.

  2. The name of the adoptive parent(s) changes.

  3. The address of the adoptive parent(s) changes.

  4. Death of one or both adoptive parent(s) occurs.

  5. An adoptive parent who is not party to the current agreement, but whose spouse was party to the agreement, becomes party to the agreement by signing the agreement prior to finalization or by signing an amendment to the agreement after the finalization. Proof of marriage and adoption must be provided for the adoption assistance record.

  6. Divorce of the adoptive parents occurs.

    When adoptive parents divorce, the divorce decree must state who has primary physical custody of the child and who will receive adoption assistance benefits in order for adoption assistance benefits to be directed appropriately. If the divorce decree does not provide the necessary wording, the adoptive parent(s) must have an amendment to the divorce decree completed.

  7. Adoptive child dies. The adoption assistance is terminated in this case (see policy 12.9 Adoption Assistance: Continuation, Renegotiation or Termination Adoption Assistance Benefits for the details on terminating adoption assistance benefits).

  8. A change is made in the amount of the adoption assistance payments, such as a renegotiated rate following a child‘s return to foster care temporarily, (see policy 12.9 Adoption Assistance: Continuation, Renegotiation or Termination Adoption Assistance Benefits for the details on adjusting benefits that have been renegotiated or child returns from foster care).

  9. Child is emancipated or joins the military. Adoption assistance is terminated in this case (see policy 12.9 Adoption Assistance: Continuation, Renegotiation or Termination Adoption Assistance Benefits for the details on termination adoption assistance benefits).

  10. There is a termination of adoption assistance prior to age 18 (see policy 12.9 Adoption Assistance: Continuation, Renegotiation or Termination Adoption Assistance Benefits for the details on termination adoption assistance benefits).

  11. A Child is turning 18 years of age and adoption assistance benefits will continue beyond the youth’s 18th birth month or be terminated (see policy 12.10 Adoption Assistance: Adoption Assistance Benefits – After 18 for eligibility criteria for youth beyond their 18th birth month and 12.9 Adoption Assistance: Continuation, Renegotiation or Termination Adoption Assistance Benefits for the details on terminating adoption assistance benefits).

Forms and Tools

N/A