|Common 512 Suspend Messages
A115 – EFF BEG invalid, date cannot be <1ST day of last month
The effective beginning date entered on the 512 is before the first day of the last month. For example: the current date is 2/15/10 and you are trying to enter a 512 begin date before 1/1/10. Check the effective beginning date and re-enter. It may be necessary to submit a Late Payment Request if the system will not accept the effective date you are trying to use.
B226 – Client not waivered on ELG file during dates specified
This error resulted when attempting to put on a 512 where a person does not have a waivered case descriptor (WAV) on the eligibility file (WLGR). If the person is eligible for this time period, make a change to CMS to show the WAV case descriptor. If CMS cannot be changed, submit an AFS 148 to the Client Maintenance Unit to change the eligibility file. A 512 cannot be completed for the non-waivered period of time which includes the cases where an adjustment or late payment is necessary.
C011 – Provider not active during 512 EFF-BEG/EFF END
The provider must be active, open, and have a valid contract/license to be a CBC provider. Double check these items on PRV8. Contact licensing to make correction if necessary
C013 – Provider not Medicaid approved
The provider must have a valid contract/license to be a CBC provider. Be sure to check on PRV8. Contact the appropriate licensing department.
C017 – CMS need or SVC or MVC with amount of zero not found
C019 – CMS case does not have a SVC or MVC need code
There is no indication this person should be receiving CBC services. CMS must be coded with a need code of MVC or SVC with a zero dollar amount.
ER100 – No client ASMT rec for cur SVC period / break in period
1. There is no client assessment record, OR
2. There is a break in service eligibility
The assessment period must include the entire time frame the 512 is to be paid and must close at least one day after the 512 end date.
ER102 – Rate level on the client ASMT does not match levels on 512
The ALF level on the CAPS system must match the pay rate on the 512. Compare the rate level on the RATZ screen in the 512 with the rate level on the CAPS Care Planning Page. If they are different, it usually means the 512 has not been touched since the last change to the assessment. Check the dates on the 512 and CAPS. Touch the 512 with the new assessment date.
ER406 – No client ASMT REC for past SVC period/break in period
There is no client assessment record
There is a break in service eligibility
ER107 – A new 512 must be created to match the rate ADJ record
The 512 compares the information shown on the SSEQ table to the information on the 512. During the rate restructure, new 512s were created for all open 512s to incorporate the new rates and add-ons. This error occurs when a 512 is using the old rates. When a new 512 is created, it will use the new rates.
ER108 – 512 must close at the same time as the rate ADJ record
The 512 compares the dates on the 512 and assessment tables. The date on the 512 must be adjusted to match the dates on the tables.
ER109 – The rate ADJ on the 512 does not match the rate ADJ REC
The 512 compares the rate adjustments and the current 512. this error usually occurs when a rate has been adjusted, but the 512 has not been touched to incorporate the new “adjusted” rate.
ER110 / ER112 – The client assessment base and add-ons do not match the 512
The 512 compares the rates on the 512 and the assessment tables. The rate does not match the tables. This could be the difference between base plus add-ons, or a variance in the type of add-on allowed.
For example: The 512 may have base plus a behavior add-on. During the next assessment, the client is determined to have a base plus and ADL add-on. Although both situations are base plus one add-on, the system acknowledges the type of add-on in the comparison process. The 512 must be touched with the date of the new add-on to correct the different add-on type.
ER200 – Recipient not found on eligibility file
The correct prime number was not entered; OR
The client does not have an WLGR record
Verify the correct prime number on the mainframe, and try to create the 512 again. If no client exists on the mainframe, or the client exists without a prime number, you must open a correctly coded CMS case and wait overnight before you can create a 512.
ER201 – Non-SSD history record found during the 512 period
The WLGR division code for the 512 time period is not an SSD division. If you are unable to correct the record, send a 148 to Client Maintenance requesting the division code correction. After WLGR is corrected, touch or create the 512.
ER202 – Non CP/VP history record found during 512 period
To issue a 512, the case status code on the WLGR must be CP (cash pay) or VP (vendor pay). If you are unable to correct the record, send a 148 to Client Maintenance requesting the case status correction. After WLGR is corrected, touch or create the 512.
ER203 – Non-AD/CH history record found during the 512 period
The client was not eligible on WLGR during the 512 beginning and/or end dates. If you are unable to correct WLGR, send a 148 to Client Maintenance requesting the eligibility correction. After WLGR is corrected, touch or create the 512.
ER204 – Break in eligibility found during 512 period
Make sure the entire WLGR record is correct. During the 512 beginning and end dates, there was a period when the client became ineligible on WLGR. If any part of the WLGR is incorrect, send a 148 to Client Maintenance requesting the addition of a WLGR history segment for the ineligible dates. When WLGR is corrected, touch or create the 512.
ER205 – Program eligibility code invalid
Valid eligibility/program codes are: 1, 2, 3, 4, 5, A1, P2, B3, and D4. If you are unable to correct the eligibility/program code, send a 148 to Client Maintenance requesting the eligibility/program code correction. After the code is correct, touch or create the 512.
ER206 – Non-WAV history record found during 512 period
With specific exceptions (GA), all cases on the 512 system must have a waiver case descriptor on the WLGR and CMS records. Check cMS to see that the WAV case descriptor has been entered. If not, add it to the CMS. Wait for an overnight processing, then touch the 512 to bring up the new information.
If a payment is requested prior to the current month and there is no WAV history, an AFS 148 needs to be completed and sent to the Client Maintenance Unit to update the WLGR file. Once updated, an adjustment or late payment request can be sent to the Payment Support Unit. A late payment cannot be made without the WAV case descriptor so do not send in a request until this change has been made.
ER207 – NSS case descriptor found during 512 period
The 512 cannot be paid because there is an NSS case descriptor on CMS and WLGR. Correct CMS, wait for an overnight update, then touch the 512. If you are unable to correct the WLGR for a prior time period, send a 148 to Client Maintenance requesting the correction. After WLGR is corrected, touch the 512 to update the information. If you are unable to touch the 512, send a late payment request to Payment Support.
ER251 – Recipient name on eligibility / 512 files does not match\
The recipient name on CMS/WLGR and the name on the 512 must be EXACTLY the same. This not only means spelling, but it also means punctuation. Make sure the name is spelled correctly on CMS and make any necessary changes. Wait overnight then touch the 512. If this does ont work, check to make sure the name on the assessment is spelled the same as on the CMS/WLGR. Make necessary changes then try to touch the 512 again.
ER253 – Recipient must be over 18 years of age
This applies to SSD clients
ER300 – No SVC need present on CMS record
To issue a 512 for SSD clients, there must be an SVC need code on CMS. Make necessary corrections to CMS, wait for an overnight update, then touch the 512. If you are unable to correct the CMS, send a 148 to Client Maintenance and send a late payment request to Payment Support.
ER301 – Resource codes or amounts on CMS and 512 are not equal
ER302 – Need codes or amounts on CMS and 512 are not equal
There is a resource on CMS, such as income, which is different from what exists on the 512. Make sure the CMS resource codes and amounts are correct and make any necessary changes. Wait for an overnight update then touch the 512 to pick up the new information. If you are unable to correct CMS, send a 148 to Client Maintenance and a late payment or underpayment request to Payment Support.
ER305 – Grant amount on CMS and 512 are not equal
The 512 compares the figures shown on the CMS record and DISB screen. The service contribution figure on the DISB screen must be the same as the benefit amount figure on the CMS record. If they do not match, this error will come up. If CMS shows zero, the DISB screen should show zero. Anytime you make a change to the CMS file, wait for an overnight update then touch the 512 to pick up the new information.
Example 1: A change has been made to the CMS file and you did not touch the 512. Touch the 512 as of the first date that has not yet been paid for. If you are unable to touch the 512, send a Late Payment Request to Payment Support. You can see payments by client by going to SCLM,R,Prime# . F4 will take you to the most recent payments.
Example 2: the CMS and 512 are closed on the same date. The 512 will not pay for the close date of CMS so this suspend message will come up. Close the 512 one day prior to the CMS closing. If the provider is owed payment for the date the CMS closed, send an underpayment request to Payment Support explaining the CMS and 512 cannot be closed the same date, but the provider is owed for services. This most commonly happens when a client goes Private Pay at the beginning of the month and the CMS is closed the last day of the previous month. The 512 needs to be closed one day before the CMS close date, but if the provider is owed for that last day of the month so an underpayment will need to be submitted.
ER400 – Provider not found on the provider file
The provider number you typed in is not in the provider files. Make sure the provider number is correct and try again. If you are unable to find the correct provider number, contact your local licensor.
ER401 – Provider not active during 512 period
The provider must be an open and active CBC provider to get paid through the CBC system. Check PRV8 under “Enrollment Status” for a current date. If the provider does not have a current, open and active license, contact your local licensing office.
Er402 – Provider type not equal to AF, RF, LF or SL
Check PRV8 to verify provider type codes. Valid types are:
AF – Adult Foster Care
RF – Residential Care
LF – Assisted Living Facility
SL – Specialized Living Facility
RX – RCF Contract
SU – SLF HUD
VT – Vision 2000
If the type is invalid or incorrect, contact your local licensor.
ER403 – Provider not Medicaid eligible at 512 beginning
The provider must have an active Medicaid contract/license if the 512 period to be paid. The contract/license must not have expired during the pay period. If the contract ends, for instance on the 8th of the month, the 512 will go into suspense and show this error message prior to the beginning of the next pay period.
After necessary updates have been made to the provider’s contract/license status, touch the 512.
ER404 – Provider under review during 512 period
Contact your local licensor
ER501 – Cannot pay 512 period over 1 year old
Contact the OIS Help Desk for assistance
ER502 – Rate record not found or service rate not equal 512
This insures the rate to be current. The rate that is being requested on the 512 is not found on the rate file. Check the URAT screen, which provides access to the rate screens. Select the payment screen for the appropriate facility. The rate screen will provide current and previous rates.
This error message usually comes up when the rate changes have taken place. A mass change is usually completed annually, however the cases that are in suspense or in pending at the time of the rate change, will not be changed. If in suspense, correct the 512 and close it. Create a new 512 after the rate change; the 512 will pick up the rate change.
ER505 – Payment has been manually suspended on screen SCFS
The payment was manually suspended by a worker. The only way to remove the suspension is to go to the SCFS screen and change it.
H002 – A pending 512 for the prim/prov exists, cancel, or complete it to continue
H003 – A pending 512 exists for this time. Cancel or complete it to continue
This error occurs when trying to close a 512 that has a pending record waiting for attention. Going through SMRQ, complete the 512. You may then close the 512 with an action code 5 or delete the 512 with an action code 6 after it has completed and is out of pending status.
H003 – A pending 512 exists for this time. Cancel or complete it to continue
This error occurs when trying to close a 512 that has a pending record waiting for attention. Going through SMRQ, complete the 512 with an action code 1. You can then close the 512 (action code 5) or delete it (action code 6) once it is out of pending status.
H005 – ACT type not possible, PD thru date past EFF end date
This error occurs when trying to close a 512 that has already been paid. Close it as of the last paid date, but not before. For instance, if the 512 dates are from 2/1/11 to 2/28/11 and the payment has been made, close the 512 as of 2/28/11. If this resulted in an overpayment, submit an overpayment request to Payment Support.
H007 – Cannot close 512 past existing end date
The 512 has an ending date that is before the date of closure. Either change the date for closure, or change the ending date on the completed 512.