.02 Auto Close Process
 
(01/01/19 – 12/31/19)
AZTECS identifies cases to be closed when either of the following occur:
 
An application for renewal is not registered.
Y is not keyed on INDA in the COMPLETED field to indicate the interview or the mid approval contact (MAC) was completed, even when an application for renewal is registered.
 
When compliance with the renewal requirements are not met on the tenth calendar day of the renewal month (or prior workday(g) when the tenth day is not a workday), AZTECS sends the notice of adverse action (NOAA) to the PI informing them of benefit closure.
 
AZTECS automatically closes cases on the 23rd calendar day of the renewal month (or the next workday when the 23rd is not a workday) when the renewal process is not completed. (See Untimely Renewal Applications when an application for renewal is received after the NOAA date, but prior to the effective date of closure.)
 
EXCEPTION
AZTECS does not automatically close CA cases that are not in the current system month(g); these cases must be closed manually. (See Denial or Closure Reason Code)
The following alert is generated in ACTS for CA cases not in the current system month:
 
When compliance with the MAC process is not met, AZTECS automatically sends the SECOND NOTICE MID APPROVAL CONTACT (X026) notice when the MAC RECD field on INDA is blank during one of the following time frames:
 
On the first calendar day of the 6th month for 12-month approval periods
On the first calendar day of the 12th month for 24-month approval periods
 
The X026 informs the PI of benefit closure for failure to complete the MAC process allowing for NOAA.
 
AZTECS automatically closes cases on the 23rd calendar day of the month. The effective months of closure are as follows:
 
Month seven for 12-month approval periods
Month 13 for 24-month approval periods