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● LAAs are responsible for:

1. Monitoring applications auto-denied by the system daily by reviewing the “Denied by System” report on the dashboard.

2. Checking mailrooms and agency email to verify whether documentation has been submitted for these applications.

3. Changing the status from Denied to Pending for applicants who subsequently submit documentation, and processing the application accordingly.

Recommendation: To avoid auto-denials, LAAs should consider placing a follow-up phone call to applicants after sending the RAI form to confirm they understand what is needed. 4.3 Notifying Customer of Application Denial A denial letter must be sent to every applicant household within 7 calendar days of the denial date. The letter, generated through the OHEP Data Management System, must include: ● The date of the denial notice.

● Applicant’s full name and mailing address.

● A clear explanation of the reason for denial.

● Instructions on how to request an appeal or fair hearing.

● The name and telephone number of the LAA contact person.

Denied applicants also have the right to reapply for assistance. 4.3.1 Timeliness of Denial Notifications It is program policy that all denial notices must be sent to applicants within 7 calendar days of the denial decision.

Updated May 2025

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Page 40

Official source

● LAAs are responsible for:

1. Monitoring applications auto-denied by the system daily by reviewing the “Denied by System” report on the dashboard.

2. Checking mailrooms and agency email to verify whether documentation has been submitted for these applications.

3. Changing the status from Denied to Pending for applicants who subsequently submit documentation, and processing the application accordingly.

Recommendation: To avoid auto-denials, LAAs should consider placing a follow-up phone call to applicants after sending the RAI form to confirm they understand what is needed. 4.3 Notifying Customer of Application Denial A denial letter must be sent to every applicant household within 7 calendar days of the denial date. The letter, generated through the OHEP Data Management System, must include: ● The date of the denial notice.

● Applicant’s full name and mailing address.

● A clear explanation of the reason for denial.

● Instructions on how to request an appeal or fair hearing.

● The name and telephone number of the LAA contact person.

Denied applicants also have the right to reapply for assistance. 4.3.1 Timeliness of Denial Notifications It is program policy that all denial notices must be sent to applicants within 7 calendar days of the denial decision.

Updated May 2025