Assessed Person (RFA)

Enter all personal information for the applicant in the enabled fields of the Assessed Person page.  The Type field will default to Name at Birth.  If a number was not entered, you may enter it on this page.  For applicants who do not have an SSN, see

A Name Clearance must be completed for the applicant.  The Name Clearance process will search the database and match the following information:

  • Name:  primary or alternate (same gender, date of birth within one year), and
  • Social Security number (exact Social Security number)

To complete a Name Clearance, you must:

  1. Click the Name Clearance button.

    1. Note: There must be a date of birth and gender recorded to continue with Name Clearance.

  2. The Name Clearance page is opened.  If there are any records that match the entered information, they are displayed in the Name Clearance page.  If there are no records, then the message: “Zero records” will be displayed
  3. Once the records are displayed (or there are no records), if the New button is clicked on the Name Clearance page, you will go to the Assessed Person page, which has the name of the applicant and other information you may have entered.  The new applicant is treated as a brand new client, and a new AP ID is created at the end of the workflow.  Continue entering demographic information for this applicant on the Assessed Person page.  You must select a value for Race, Marital status, Ethnicity, Language, Alternate Names and Alternate SSNs.

    1. Important: The Department is required to collect racial and ethnic data for all applicants to ensure that the program is administered in compliance with civil rights laws.  You must ask clients to identify their race and ethnicity.

    2. Note: If you click Next here, you get a message that says: “Name clearance required to proceed.”  If you clicked Name Clearance and you did not enter an SSN, you will get a message that says “An SSN has not been entered.  Do you want to enter one now?”  If you click Yes, enter the SSN.  If you click No, you will go to the Address page

  4. Once the records are displayed after Name Clearance, if the Match button is clicked on the Name Clearance page, the existing details for the client that you selected are brought over and the APID of the selected record will be used from this point forward
  5. If the Match button is clicked on the Name Clearance page and the name entered in the page does not match with the matched applicant’s name, a warning message asking you how to treat the names will be displayed:
    1. If you choose As a Primary Name, the name entered in the page will be the primary name and the name from the matched client will become the alternate name
    2. If you choose As an Alternate Name, the name from the matched client will be the primary name and the name entered in the page will become the alternate name
    3. If you choose Ignore, the name from the matched client will become the primary name and the name entered in the page will be ignored
      The same set of warning messages will display if the SSN entered on the page does not match with the SSN of the matched client.
    4. Note: If the date of birth (DOB) entered in page is different from the matched client’s DOB, the warning message will prompt you to decide whether to keep the DOB entered in the page or ignore it
  6. If the gender selected is different from the matched client’s gender, a warning message will prompt you to decide whether to keep the gender entered in the page or to ignore it

You can click the X at the top far right corner of the page to cancel out of the Name Clearance page.

Select one of the following languages in the Language drop-down box:

  • English
  • Spanish
  • Albanian
  • American Sign Language User
  • Amharic
  • Arabic
  • Armenian
  • Khmer (Cambodian)
  • Cape Verdian Creole
  • Chinese (If client says they speak Chinese, explore with them if they speak Cantonese or Mandarin and select accordingly. If the client does not speak either, select Chinese)
  • Chinese-Cantonese
  • Chinese-Mandarin
  • Croatian
  • French
  • Greek
  • Haitian Creole
  • Italian
  • Laotian
  • Nepali
  • Polish
  • Portuguese
  • Russian
  • Serbian Cyrillic
  • Slovenian
  • Somali
  • Tagalog
  • Vietnamese
  • Other

Note: A warning pop-up will display on the Assessed Person page when the selected client language is Other, and the free-form other language value exactly matches one of the known languages in BEACON.

Selecting Spanish in the language drop-down box will generate a Spanish notices and forms application for the client. Selecting any other language will generate an English notices and forms for the client.

If the client has an Alternate Name and/or Alternative Social Security Numbers:

  1. click the pop-up box to enter the necessary information, using name clearance to determine if the client’s alternate name and/or alternate SSN is already known to BEACON.  Otherwise, click None for Alternate Names and Alternate SSNs 
  2. click Next

This will save your data and take you to the next page, Address.

Note: You can view license and vehicle registration data from the RMV for pending, active and closed TAFDC, EAEDC, and SNAP cases by clicking the Ext Data button that appears to the right of the Name Clearance button. This will access a view-only version of the External Agency – RMV page.

Related Topics

Americans with Disabilities Act Overview

Interpreter Services

Address

Request for Assistance Policy and Procedures

Last Update: May 17, 2021