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Version: 2.0 Release Date: October 26, 2015
Medical
Assistance
Site
Training
Process
2015-2016
7800 E Orchard Road, Suite 280
Greenwood Village, CO 80111
MA Site Training Process 2015-2016 Version: 2.0
Release Date: October 26, 2015 Page 1 of 25
Contents
Organizational Overview .................................................................................. 2
General Training Approach ................................................................................ 2
Accessing Training .......................................................................................... 3
Training Center ........................................................................................ 3
Learning Management System (LMS) ............................................................... 4
Email Inbox ............................................................................................ 4
Training Plan Creation ............................................................................... 4
Training Requirements ..................................................................................... 5
CBMS Users .................................................................................................. 6
Training Courses ............................................................................................ 7
Training Course Availability .............................................................................. 13
MA Site Trainer Certification ............................................................................ 14
New Trainer Certification ............................................................................. 14
Existing Trainer Certification ......................................................................... 15
Trainer Re-Certification ............................................................................... 16
Travel Reimbursement .................................................................................... 18
Ongoing Support ........................................................................................... 19
CBMS Access ................................................................................................ 19
Required Certificates ..................................................................................... 20
MA Site Training Process 2015-2016 Version: 2.0
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Organizational Overview
The Health Care and Economic Security – Staff Development Center (SDC) was established as a
result of House Bill 12-1339 and exists to provide a complete training array to staff working
with families accessing medical and other types of public assistance, such as the
Supplemental Nutrition Assistance (SNAP), Medicaid, CHP+, Aging services, and Temporary
Assistance for Needy Families (TANF) programs.
The SDC is the training connection between the Colorado Department of Human Services
(CDHS), the Colorado Department of Health Care Policy and Financing (HCPF), and the
Governor’s Office of Information Technology (OIT) to the 64 county Departments of
Social/Human Services and Medical Assistance (MA) sites throughout Colorado. The SDC works
to identify essential training needs and to establish, facilitate, and maintain competency-
based training curricula, while continually evaluating results.
General Training Approach
The SDC will generally provide a blended and modularized approach to training. This
approach allows for immersion in various levels of learning tracks, with the initial level being
standardized and compulsory. Blended learning is also most efficient where pre-requisite
work can be completed prior to coming to any in-person training, and time spent out of the
office is minimized to the extent possible. Blended learning also allows for web-based and
virtual in-person training to occur without the cost of travel for Eligibility Sites in rural areas
of the state.
This particular approach was chosen based on our knowledge of the varying ways that medical
and other public assistance programs operate under a state-supervised, county-administered
system in Colorado. More specifically, it is based on differences in talent-acquisition, rural
and urban staffing challenges, Eligibility Site specific training models, resources and business
processes, and supervisor/lead worker support to learning transfer. Where appropriate,
curricula will include both state policy and how that policy is applied within and outside of
the Colorado Benefits Management System (CBMS).
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Accessing Training
Training registration and information can be accessed on TrainColorado.com
Training Center
About the SDC = Mission and Vision, Locations, For Persons with Disabilities
Courses = What Courses Do I Need to Take (build a training plan), Review available
course listing
Documents and Resources = Document Library (includes course materials and guides),
Q & A’s
Trainers Territory = Link to report issues with the CBMS Training Environment, Link to
request access to materials (individuals who have completed the Certified Trainer
Process), Links to materials accessible by Certified Trainers only
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Contact Us = Project Requests, Travel Reimbursement Requests, Locations and Facility
Information, Email and Phone Number to contact the SDC
Learning Management System (LMS)
CO.Train.org is the LMS used by the SDC
CO.Train.org is the registration location for all courses (in person or web based
training)
Under Courses on the SDC website TrainColorado.com, there is a Register Now link to
the course in CO.Train.org (LMS)
Email Inbox
The SDC can be contacted via SOC_StaffDevelopment@state.co.us
Users may contact the SDC for questions regarding training material
Training Plan Creation
Each new user must create a Training Plan to identify the training courses that must be
complete in order to gain CBMS access.
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Training Requirements
The SDC will develop and deliver training on an ongoing basis. The SDC will notify Eligibility
Sites and the MA Site Contract Manager when a new course is released. The notification will
include course information, such as the location and modality, estimated length of the course
and time frame for completion of the course. If the course is required for new users, the
course will be added to Training Plans for users who have not completed all training
requirements.
If the user is an existing CBMS user, the MA Site Contract Manager will determine if the course
is required and will work with the site to verify completion. In order to verify compliance
with this requirement, the MA Site Contract Manager will provide a list to the SDC that
includes existing MA Site CBMS user information. The SDC will then provide the MA Site
Contract Manager a report which includes details regarding training completion. The MA Site
Contract Manager will work with the Eligibility Site to ensure each user completes required
training. Training must be completed in order to remain eligible for CBMS access.
CBMS implements new builds on a regular basis. MA Sites are required to complete training to
keep up-to-date on changes to CBMS. The training is delivered in various modalities. For
example, training may be delivered during a live webinar, such as a Knowledge Transfer Call
or CBMS Build Training delivered by the SDC. Documentation for each build is available on the
CBMS Portal and TrainColorado.com and must be reviewed by Eligibility Sites. The Eligibility
Site is required to keep documentation of the type of training (where applicable) completed
for each build and provide the information to the MA Site Contract Manager upon request. For
example, if a webinar is attended, the Eligibility Site should have a sign in sheet with
attendee’s names and signatures.
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CBMS Users
CBMS users are categorized as: New – Existing – Returning
New CBMS Users are:
o Individuals who have never used CBMS
o Employees who have not had access to CBMS within 180 days of submitting a
request for access
Existing CBMS Users are:
o Individuals who currently have access to CBMS
o Employees who have had access to the portal and CBMS within 180 days and
access is active
Returning CBMS Users are:
o Individuals who previously had CBMS and are returning or changing positions
within a Medical Assistance (MA), County, or a HCPF approved Third Party
Agency
o If a CBMS user moves to a new position and has not been out of CBMS for more
than 180 days, such as MA Site to MA Site, County to State or Medical
Assistance Site, the user must meet all training requirements, unless the CBMS
Training Request Waiver Form is submitted through ticket submission or the
Online Request (OLR) process. Go to TrainColorado.com under Documents and
Resources>Document Library>Training Processes to access the form. The waiver
will only exempt the user from attending training courses. The user must
complete the Assessment for the course. Even if the user has previously
completed the Assessment, a new Assessment must be passed in order to
receive CBMS access. If the MA Site has a certified trainer on board, the
individual may complete the Assessment at the MA Site. If no certified trainer
is on board, the user must complete the Assessment at the SDC. If the user
must travel more than 60 miles to complete the Assessment, contact the SDC
for options.
o
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o The user must create a Training Plan in order to identify the type of user and
type of CBMS access that will be needed.
o
Once a Training Plan is completed, the user should contact the SDC at
SOC_StaffDevelopment@state.co.us to inform the SDC that the user is a returning CBMS user
that would like to take the Assessment. The SDC will complete steps necessary within three
working days to allow the user to take the Assessment.
Training Courses
MA Site Training Process 2015-2016 Version: 2.0
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The following course is required to be trained by the Eligibility Site.
Course Name
Course – High Level
Description
Training
Delivery Verification of Completion
HIPAA (Health
Insurance
Portability and
Accountability
Act)
The primary goal of the
law is to make it easier for
people to keep health
insurance, protect the
confidentiality and
security of healthcare
information and help the
healthcare industry
control administrative
costs.
The Eligibility
Site is
required to
provide this
training prior
to any other
training the
new hire
receives.
The Eligibility Site must
maintain and provide
verification of training
completion.
CMAP Training provided for the following:
- CHP+ fee administration
- Medicaid Buy-In fee administration and case management (until this has been updated by the SDC)
- Manual Enrollments for MCO’s
Training is
provided by
the Medical
Assistance Site
or HCPF
Subject Matter
Expert.
The course is includes in the
Training Plan for Inquiry Plus
users.
Trainers must verify student
completion in CO.Train in
order to have a certificate
available for the student.
Certified
Application
Assistance Site
(CAAS)
Required for Certified
Application Assistance Site
(CAAS) staff who are
authorized by the
Department of Health
Care Policy and Financing
to verify the authenticity
of citizenship and identity
documents required of
Colorado Citizens applying
for medical benefits (if
verification cannot be
obtained electronically),
and/or in need of
assistance completing an
Application for Health
Coverage & Help Paying
Training is
provided by
HCPF Subject
Matter
Experts.
The course is posted for
registration in CO.Train.
Trainers must verify student
completion in CO.Train in
order to have a certificate
available for the student.
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Costs or an Application for
Public Assistance.
Inquiry Hands
On Training
Required for users who are
considered Inquiry Only
users but will complete
some data entry tasks in
CBMS.
Training is
provided by
the Medical
Assistance Site
Certificate of completion is
completed by the MA Site.
The certificate is not
generated from the SDC
Learning Management
System. Contact the Contract
Manager for more
information regarding the
certificate of completion.
The following courses are trained by the SDC (web based or instructor led) or a Certified MA
Site Trainer. The courses listed below will appear in the Training Plan created by the new
hire.
USER TYPE - I
Inquiry Only – All MA Sites
Inquiry Plus (ES)
CMAP PE Medical Only Eligibility
Enrollment Specialist
(EES)
Medical and Long Term
Care Eligibility
Enrollment Specialist
COURSE NAME
CBMS Access WBT
X X X X X X
Building Foundations for MA Sites
X X X X
CMAP X X
Client ID State ID Research WBT
X X X X X X
Expanding Foundations Medical Assistance
X X X X
Expanding Foundations Long Term Care
X
Presumptive Eligibility
* X * *
*If applicable
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Course Name
Course – High Level
Description
Training
Delivery Verification of Completion
CBMS Access Web Based Training
courses required to
complete prior to
registering for interactive
training courses.
Examples:
Colorado Address
Confidentiality
Program
CBMS Home Page
Tour
Note: The required
courses may change as
new courses are
developed
Web Based
Training – At
your desk
The student must pass the
Assessment upon completion
of the required WBTs.
The student will have access
to print or save a Certificate
of Completion once this
requirement is met.
Building
Foundations
Information on the
programs and
benefits available
to clients
Review of the
application for
assistance
Purpose and
Introduction to
Application
Initiation in CBMS
Enter an AI into
CBMS as part of the
web based training
Web Based
Training – At
your desk
The student will complete
the assessment after
completing all modules.
The student must pass the
Assessment with at least 85%
in order to attend the
Expanding Foundations for
Medical Assistance course.
Once the student completes
this requirement, the
student will have access to
print or save a Certificate of
Completion.
Client ID State
ID Research
WBT
Explains the Client ID and
State ID assignment
process. Provides the user
knowledge and skills
needed to successfully
search for existing IDs in
Web Based
Training – At
your desk
The student must complete
this course prior to taking
the Assessment.
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order to eliminate the
creation of duplicate IDs.
Expanding
Foundations
Medical
Assistance
Three-day course
provides:
General eligibility
and rules
Modified Adjusted
Gross Income
(MAGI)
methodology
Retro Medical
Assistance
Data entry practice
in CBMS Interactive
Interview
Complete Eligibility
Determinations and
Authorizations
SDC or
Certified
Trainer
The student will be required
to attend one additional day
of training for hands on
practice and to complete the
Assessment.
If the MA Site has a Certified
Trainer on board, the
Assessment can be
completed at the MA Site.
The additional day of hands
on practice should occur to
provide users the data entry
practice.
Presumptive
Eligibility
Training
PE Policy Training
CBMS Hands On
Training
Colorado Address
Confidentiality
Program Webinar
Client Id and State
ID Research
Webinar
Presumptive Eligibility
(200)
HCPF/PE
Administrator
HCPF/PE
Administrator
Web Based
Training – At
your desk
Web Based
Training – At
your desk
Web Based
Assessment
Attended Policy Training
Attended Hands On Training
The student will have access
to print or save a Certificate
of Completion once this
requirement is met.
The student will have access
to print or save a Certificate
of Completion once this
requirement is met.
Student will receive a
Certificate of Completion if
passing score is 80% or
better.
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Certified
Application
Assistance Site
This course is required for
Certified Application
Assistance Site (CAAS)
staff who are authorized
by the Department of
Health Care Policy and
Financing to verify the
authenticity of citizenship
and identity documents
required of Colorado
Citizens applying for
medical benefits (if
verification cannot be
obtained electronically),
and/or in need of
assistance completing an
Application for Health
Coverage & Help Paying
Costs or an Application for
Public Assistance.
Web Based The student will have access
to print or save a Certificate
of completion once this
requirement has been met.
Expanding
Foundations
Long Term
Care (LTC)
Two-day course provides:
General eligibility
and rules for LTC
Administration of
the LTC program
Data entry practice
in CBMS Interactive
Interview
Complete Eligibility
Determinations and
Authorizations
SDC or
Certified
Trainer
The student will be required
to attend one additional day
of training for hands on
practice and to complete the
Assessment.
If the MA Site has a Certified
Trainer on board, the
Assessment can be
completed at the MA Site.
The additional day of hands
on practice should occur to
provide users the data entry
practice.
MA Site
Practice/
Assessment
This course is to allow
students an opportunity to
practice entering cases
into CBMS.
An SDC Trainer will be
available to provide over
SDC The Assessment consists of
entering a case into CBMS.
The case data entry and end
result will be graded by a
trainer within three working
days of completing the
Assessment.
MA Site Training Process 2015-2016 Version: 2.0
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the shoulder support and
answer any questions.
The student will use this
time to complete the
Assessment.
The student must receive at
least 85% in order to pass. If
the user does not pass, the
user must submit the request
for the Assessment again. If
the user does not pass on the
second attempt, the SDC
HCPF Training Manager will
work with MA Site Contract
Manager to determine next
steps.
Once the student completes
this requirement, the
student will have access to
print or save a Certificate of
Completion.
Training Course Availability
The SDC will ensure courses are available each month for MA Site new hires to receive
training in order to gain access to CBMS. For example, the target training dates may be:
Building Foundations 2nd Monday and Tuesday of each month
Expanding Foundations Medical Assistance 2nd Wednesday, Thursday and Friday of each
month
Expanding Foundations Long Term Care 3rd Monday and Tuesday of each month
Practice/Assessment 3rd Wednesday of each month
**Dates subject to change due to holidays
***Check the available registration dates on TrainColorado.com. Courses will be posted four
months in advance for planning and hiring purposes
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MA Site Trainer Certification
The SDC offers the opportunity for Eligibility Sites to have a Certified Trainer or Trainers to
facilitate training using course material developed by the SDC. A Certified Trainer on staff
provides the Eligibility Site the opportunity to train staff immediately upon hire.
Certified Trainers are expected to deliver the training materials consistently and accurately.
This is accomplished through completion of certification requirements, participation in
workgroups to provide feedback, attendance during regular training opportunities and
delivering the training as it was developed by the SDC. The Certified Trainer is requested to
notify the SDC using the Report Course Changes link if there are ideas for improvement of
materials or concerns regarding existing materials. The link is also available on
TrainColorado.com under the Trainer’s Territory.
If the MA Site does not have a Certified Trainer, new hires must register for training offered
through the SDC, or may also attend the course through another MA Site or County facilitated
course if scheduled trainings are open.
MA Site Certified Trainers are requested to make training available to other MA Site new hires
if space is available in the course.
New Trainer Certification
In order to ensure MA Site new users receive training from an experienced CBMS user, the
following requirements are in place for individuals interested in becoming certified to train
SDC courses:
Trainer must have been a current CBMS Update User for at least six months
Trainer must attend all courses in the series as a student
o The trainer must complete a Training Plan on TrainColorado.com
Trainer must complete all courses required to become a Certified Trainer
o Instructions for this process are located on TrainColorado.com
Trainer must pass the Assessment for the course with at least 85%
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o Access to the Assessment is available once all courses in the Training Plan are
completed
Trainer must facilitate one full day of the course with an SDC Trainer observing.
o The SDC Trainer will provide the Observation Form to the MA Site Trainer prior
to the observation. The Observation Form contains expectations that must be
met in order to be considered certified.
o The observation can occur at the SDC or the MA Site location depending on the
SDC Trainer availability or the need for other MA Site trainers to be observed
during the same month
For example: If more than one MA Site needs to have an observation
completed for certification, the SDC may request the MA Site Trainers
to facilitate the one full day at the SDC to allow other MA Site Trainers
to become certified or recertified during the same course.
o If the MA Site has multiple trainers, the observation can be completed
throughout the entire course if trainers rotate delivering topics.
Existing Trainer Certification
The SDC is responsible to ensure existing Certified MA Site Trainers have met all requirements
and are training materials consistently statewide. An existing Certified MA Site Trainer is
defined as an individual who has received the course materials prior to July 1, 2015 to
facilitate a SDC course.
By November 1, 2015, the SDC will verify that existing MA Site Certified trainers have met all
requirements to be considered certified. The SDC will provide a report to the MA Site
Contract Manager.
If there are requirements that must be met, the Certified MA Site Trainer will be notified by
the SDC. The SDC will provide a timeline for completion of the training in order to remain
certified.
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Trainer Re-Certification
The SDC is responsible to ensure existing Certified MA Site Trainers have met all requirements
and are training materials consistently statewide. An existing Certified MA Site Trainer is
defined as a Trainer who has access to the current training materials.
The SDC is responsible to ensure MA Site Certified Trainers are continuing to provide training
using the approved materials and that the information provided is accurate. The information
below describes the process and due dates for the re-certification process.
Existing Certified Trainers:
o By November 30, 2015, the MA Site Certified Trainer must contact the SDC to
schedule a date to facilitate one day of the course in which the certification exists.
The recertification timeframe will be based on the month that the first observation
was completed.
o The MA Site Certified Trainer must contact the SDC to set up a date for the
observation.
This may be an existing course already set up or another course can be
added.
The SDC Trainer will provide the Observation Form to the MA Site
Trainer prior to the observation. The Observation Form contains
expectations that must be met in order to be considered certified.
The observation can occur at the SDC or the MA Site location depending
on the SDC Trainer availability or the need for other MA Site trainers to
be observed during the same month
For example: If more than one MA Site needs to have an
observation completed for certification, the SDC may request
the MA Site Trainers to facilitate the one full day at the SDC to
allow other MA Site Trainers to become certified or recertified
during the same course.
If the MA Site has multiple trainers, the observation can be
completed throughout the entire course if trainers rotate
delivering topics.
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o If the MA Site Certified Trainer does not meet this requirement, the individual
will no longer be certified. This means the individual will lose access to the
Learning Management System to post courses and will no longer have access to
course materials/updated materials. In addition, new hires must attend
training at the SDC or another Eligibility Site offering the course since the
trainer will no longer be certified.
In order to become certified again, the individual must follow all
requirements in the New Trainer Certification section of this document.
o By November 30, 2015, the MA Site Certified Trainer must complete the Assessment
for the course in which the certification exists.
o The Assessment will be graded by an SDC trainer
o A score of at least 85% is required
The Certified Trainer will have two attempts to pass the Assessment.
If the Certified Trainer does not pass the Assessment, the results will be
provided to the MA Site Contract Manager to determine next steps.
Continued Re-Certification:
o MA Site Certified Trainers must be observed by an SDC Trainer every six months or
meet conditions in the Re-Certification Waiver in order to remain certified.
o If an MA Site has more than one trainer, it is recommended to stagger the
recertification so that all trainers at the site do not need to get re-certified
during the same month.
o The MA Site Certified trainer must contact the SDC during the 5th month to
schedule this observation to occur during the sixth month of certification. SDC
will respond within 5 working days to coordinate the training dates.
o The Trainer Re-Certification Waiver may be submitted to the SDC during the 5th month
of the certification. If all requirements are met, the SDC will notify the trainer if the
Waiver is accepted, therefore an in person observation would not be required.
o Waiver Conditions:
Trainer must have facilitated at least three sessions of the course within
the 6-month period
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Trainer must have posted all sessions in the SDC LMS in order to receive
credit for facilitating the course
Trainer must have had students complete the SDC evaluation at the end
of the session. The SDC evaluation process is covered in the SDC Tools
web based training. The SDC will use the student evaluations to
determine the success of the training and identify if there are areas the
SDC should discuss with the Certified Trainer.
Trainer must attend the SDC Session to review updates to course
material for each CBMS Build.
o The SDC will keep track of the Certification and Re-Certification months. If the MA Site
Certified Trainer does not meet the Re-Certification requirement, the individual will
no longer be certified. This means the individual will lose access to the Learning
Management System to post courses and will no longer have access to course
materials/updated materials. In addition, new hires must attend training at the SDC or
another Eligibility Site offering the course since the trainer will no longer be certified.
o In order to become certified again, the individual must follow all requirements
in the New Trainer Certification section of this document.
Travel Reimbursement
Reimbursements will be made to an organization (County or MA site), not an individual. The
organization may seek reimbursement for sending staff members to training who will travel
more than 60 miles from their point of origin to the Staff Development Center or more than
60 miles to the location of the event:
Mileage
Lodging
Per diem
The MA Site requesting reimbursement must submit a Pre-Travel reimbursement request using
the form located on TrainColorado.com. If approved, the MA Site will be notified along with
instructions on next steps.
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Ongoing Support
The Eligibility Site is responsible to provide continued support for CBMS users. With all new
hires, it is highly recommended that users are placed under Certified Trainers/Quality
Assurance/CBMS Supervisors review until a determination is made that the individual has the
knowledge to process cases accurately.
o Use reference materials provided during training
o Use On Line Help (Shift F1) in CBMS
o Contact the SDC if there are data entry questions or training questions
o Submit a Service Desk ticket if an issue is being experienced on a case
If there is not a MA Site Certified Trainer on site, the site should contact the MA Site Contract
Manager if assistance or additional training is needed.
CBMS Access
MA Site users will submit Third Party Access User Request forms, CBMS Access forms, Training
Certificates and any additional required forms (waivers, conflict of interest, or override
capability) to the designated HCPF Contract Manager for approval. Approved forms and
required certificates will be submitted to HCPF Information Security via Service Desk. All
access will be sent to the requesting user’s designated MA Site Security point of contact or
Security Administrator.
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CBMS Access Forms
o Third Party User Access Request
o CBMS Override Function Waiver Agreement (where applicable-specified personnel)
o CBMS Training Waiver (where applicable)
o CBMS Access Forms
o CBMS Conflict of Interest (where applicable)
Required Certificates
Certificate for Inquiry Only Users
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Certificate for Inquiry Users who receive Hands On Inquiry Training
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Certificate for Inquiry Plus (ES) Users
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Certificate for Eligibility Enrollment Specialists (EES) – Medicaid Only
and Medicaid and Long Term Care
Note: This is the same certificate that County Users receive upon completion of training
requirements. The language in the certificate it to cover both user types (MA Site and
County).
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Certificate for Presumptive Eligibility
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Certificate for Certified Application Assistance Sites
Recommended