09/14/2020

Table of Contents   

  1. About the manual
  2. Case files
  3. CA View
  4. Department of Corrections
  5. Financial procedures
  6. Fraud, waste,or abuse of State resources
  7. Mail and shipping
  8. Privacy and security
  9. Provider Payment Systems
  10. RACF
  11. Service animal
  12. Voter Registration
  13. Procedures for State Offices
  14. Miscellaneous
  15. Additional Resources

I. About the Manual
Introduction
II. Case Files
    1. Paper and electronic files
      1. Paper files
      2. Electronic files
      3. Terminology
      4. EDMS
      5. EDMS: Resolving the ethnicity hole fill issue
    2. Archiving
    3. Case transfers
      1. Transferring a case to another branch or worker
      2. Transferring in a case
      3. Receiving a transferred service case
    4. Retention
III. CA View
    1. User guide
    2. Training presentation
    3. Report selection list screen
IV. Department of Corrections
    1. Re-entry and placement teams
    2. Responsibilities
      1. Department of Corrections (DOC)
      2. APD Central Office
      3. Field offices+
      4. OHP
    3. Re-entry process
    4. Known challenges
      1. Delayed referral to the local office
      2. Essential medical records are not included
      3. Required placement is not in the area
      4. Medical cannot start of the release date
      5. The release date is moved back (delayed)
V. Financial procedures
    1. Oregon Trail Card (EBT)
    2. Receipting and depositing monies
      1. Manager responsibilities and separation of duties
      2. Acceptance of cash, checks, and money orders
      3. Review of receipting and depositing practices
      4. APDRS
      5. Receipt code descriptions
    3. Returned, voided, or lost checks
      1. Returned checks
      2. Voided checks
      3. Replacement of lost checks
    4. Revolving fund checks
      1. Responsibilities
      2. Ordering and receiving check stock
      3. Removing and returning daily stock
      4. Issuing checks
      5. Canceling and voiding checks
    5. Special Cash Pay
      1. Requesting, authorizing, and issuing a payment
      2. Creating an SPL record
      3. Computer entry for SPL1 payments
      4. SPL5 instructions
    6. Check signing machines
      1. Internal controls
      2. Using the machine
      3. Log of checks issued
    7. Client pay-in Cookbook
    8. Resources
VI. Fraud, waste, or abuse of State resources
    1. By consumers or providers
    2. By state employees
    3. SOS waste hotline
VII. Mail and shipping
    1. Office mail procedures
    2. USPS
    3. Postage meters - state offices only
    4. Post office boxes
    5. State shuttle service
VIII. Privacy and security
    1. Reporting a privacy or security incident
    2. Secure email
    3. Original documents left by consumers
      1. Dealing with unclaimed documents
      2. Addresses for common documents left behind
      3. Other documents
    4. Address confidentiality program (ACP)
    5. Passwords
      1. Password guidelines
      2. Tips for staff
      3. Changing passwords in DHS data systems
    6. Resources
IX. Provider Payment Systems
    1. Criminal Records Checks
    2. Community-Based Care (CBC) provider payment system
      1. Frequently used mainframe screens
      2. Entering a new 512
      3. 512 action types
      4. Error messages
      5. Adjusting payments
    3. Client Employed Provider (CEP) payment system
    4. Resources
X. RACF
    1. Oregon Access sub-administrator procedures
      1. Rights in Oregon ACCESS
      2. Accessing the Worker tab of the Maintain Security Profile screen
      3. Adding and maintaining worker/user information and access
      4. Reassigning a caseload
    2. Worker table
    3. Oregon ACCESS RACF guidelines
    4. RACF Manual
XI. Service animals
XII. Voter Registration
    1. Procedures
      1. When to offer voter registration
      2. Assisting potential registrants
      3. Acting on the consumer response
      4. Phone interview
      5. Case manager specific
    2. Declinations
      1. DHS forms as declinations
      2. Declination section of the SEL 503
      3. Declination retention
    3. Change of address
    4. Registration forms
      1. SEL 500
      2. SEL 503
      3. SEL 500LP
    5. Local Site Coordinators
      1. Local expert
      2. Mailing completed cards
      3. Reporting on the SEL 504
    6. Special Situations
      1. Persons with cognition issues
      2. Persons who are unable to write
      3. Signature stamps
      4. 24B renewals for SNAP
      5. Authorized representatives and third-parties
      6. Felony convictions
      7. Safety and security concerns
      8. Consumer or applicant complaints
      9. Non-citizens
      10. Audits and reviews
    7. Resources
XIII.Procedures for State Offices
    1. Purchasing
      1. Office supplies
      2. SPOTS VISA card
      3. Corporate travel cards
      4. Equipment
      5. Stationary
    2. Disposing of office equipment
    3. Notary Public
    4. State vehicles
      1. Guidelines
      2. Permanently assigned vehicles
      3. Renting a vehicle
      4. Voyager cards
      5. Personal vehicle use
    5. Telephone service orders
    6. Flag procedures
    7. Posters and announcements
    8. Central Office drop-in cubicle reservations

XIV. Miscellaneous
    1. Ordering forms
      1. Using the FBOS
      2. Filling rush orders
      3. Ordering translated forms on FBOS
    2. Medical transportation services program
    3. Medical cards
    4. Request for audit or review files
    5. Outlook
      1. Recalling an Outlook email message
      2. Adding or changing phone numbers in Outlook
      3. Creating a contact from a received email
      4. Ignoring all email in a conversation
      5. How to use Directory Update to enter your manager's name
    6. Guide of useful LGBTQIA+ terminology
    7. Service Desk requests via website
XV. Additional Resources
    1. APD Field Services
    2. APD worker guide
    3. APD technical assistance guide
    4. DHS travel site
    5. DHS local office directory
    6. Oregon Vital Events Registration System (OVERS)
    7. Payroll
    8. Self Sufficiency Field Business Procedures Manual
    9. Secretary of State voter registration site
    10. State employee search