V.C On-Line Transfers
4/1/08
When transferring a client to another field office, or to another worker within a field office, various computer screens must be updated. The following screen changes should be made.
- IMPORTANT NOTE: If the client is enrolled in a managed care plan or has a Primary Care Case Manager (PCCM), and that plan/PCCM does not serve the new zip code, the client will be automatically disenrolled from the plan /PCCM effective the night of the UCMS computer transaction, despite the EFF DATE used. The client then becomes fee-for-service until enrolled in another managed care plan/PCCM, which may cause disruption of medical service. Therefore, do not enter address changes into the computer ahead of time.
1. Interoffice Transfer
UCMS
Once a transfer is done on-line UCMS, no further changes can be done that day to that case. Only branch and load code can be changed when using a TRAN incoming code, so any other changes must be done before the transfer action.
Enter the following on the UCMS screen:
- The client’s new address (including city, state, Fips county) and phone number.
- Incm (incoming code): CHAN
- Eff Date: Date of the transfer
- Press [F9] to save or type RU (update) after Rel.
On the next day:
- Change Incm to TRAN.
- Change Br (Branch number) to the receiving office
- Change Load to CT (computer transfer).
- If the client is a service client, change the Serv Wkr (Service Worker) code to CT.
- Press [F9] to save or enter RU after Rel.
FCAS
- Trans (transaction): Use both CHG and TRN
- Change the client’s address, phone number, branch number.
- Use CT for Wrk Id (worker ID).
- D-Eff: The first day of the next month
- RU to update.
512
If the client has moved to a new provider, the 512 must be closed.
On the SMRF screen enter:
- PRIM ID: Prime Number, press [enter].
- Select the most recent 512.
- Change the EFF BEG date to the day before the client will leave the current provider’s facility.
- ACT TYPE: 5
- At the DISB screen, type Y and press [enter].
512 transactions should always be done after the CMS and CAPS systems have updated. Thus, the CMS will have had to batch process before the 512 action can be taken.
Oregon ACCESS/CAPS
- Select the application to be transferred. You must be on the “Persons in the Application” screen for the application you want to transfer-out.
- Select Transfer from the menu.
- Select Transfer-Out.
- Select the receiving branch from the Dialogue box.
- Click on the Transfer Application button.
- The receiving branch may then select Transfer from the menu and select Transfer-In.
2. Transferring in a Case or Transfer within an Office
UCMS
- Change Incm to CHAN
- Change Load and Serv Wkr (if service client, or moving from eligibility to service).
- Press [F9] to save or enter RU after Rel.
FCAS
- Change Trans field to CHG
- Change the Wrk Id (worker ID)
- Enter RU to update.
Oregon ACCESS/CAPS
- Select the application of the client
- Click on the Benefits button
- Select the worker to be deleted, and select Delete Workers
- Select Assign Workers, choose a name from the pop up window and designate the worker’s role
3. Receiving a Transferred Service Case
512
If client has not changed providers:
When a client receiving services in a community based setting is transferred
into a branch, the 512 must be “touched” upon arrival at the new
branch. Depending on what other changes occurred, and whether a payment has
been made on the current 512, a new 512 may have to be created, or the existing
one will accept an update. Messages on the SMRF screen will indicate which is
needed.
If client has changed providers, complete the following on the SMRF screen:
- PRIM ID (client’s Prime Number)
- PROV NMBR (provider’s number)
- 2ND PROV: N
- EFF BEG: Date the client moved into the facility
- EFF END: 9999 12 31
- ACT TYPE: 1
- Review each screen
- At the message at the bottom of screen, type a Y.
Homecare Worker
When a client is receiving in-home services through a Homecare Worker is transferred into a branch, and the caregiver has stayed with the client, the payment plan should be looked at to assure timely payments. See whether the current pay voucher has been created with the new branch number. When the next voucher is created, be sure to update the branch number and service worker ID.
Oregon ACCESS/CAPS
After a field office completes the above Access process for an interoffice transfer of an application, the receiving office may transfer-in the client.
- Select a blank ACCESS window
- Select Transfer from the menu
- Select Recent Transfer-In List