XIV. Miscellaneous

10/11/2019

A.   Ordering forms

Order forms from the DHS|OHA Forms Distribution in Salem via DHR or mainframe using the Field Branch Ordering System (FBOS). All DHS, OHA, and AAA offices use the FBOS ordering and inventory system for printed forms . Designated staff in each office to order forms and brochures as needed.

The FBOS order system consists of three screens: FBOS, FREQ, and FBLD. The FBOS screens allow ordering of forms and show the order history for the branch to eliminate duplicate orders as it shows all backorders first.

o   An asterisk (*) denotes if the form is on back order.

o   Enter the form number and the total amount needed;

o   Press <Ctrl> to complete the order;

o   Order as many as seven items at one time.

o   Type the form number and press <Ctrl>;

o   Note: To find a form without the exact number, enter any number and page up or down until the form is located. If the form cannot be found, it may not be available for order. To check for available forms click here and it will take open the DHS|OHA Publication and Forms Server. The bottom of webpage will explain how to search for materials.

See APD Worker Guide A.2 for information on translations and alternate formats.

1.   Using the FBOS

To order forms:

·        Press F5 to reach the FREQ order screen;

·        Enter form prefixes (DHS, MSC, SDS), form numbers, form suffixes (optional), and quantities for forms;

o   Note: The form number is always 4 digits. Use leading zeroes for form numbers less than 4 digits, such as the SDS 0539A.

Place orders for the minimum quantity listed on the screen, or in multiples of 25 (100, 125, 150, and 250). An order of one (1) will receive one (1) publication or form not one (1) bundle.

·        Enter up to seven (7) forms on the FREQ screen;

·        Press <Enter>;

·        Titles of the requested forms will show on the screen and a message will appear asking if this order is correct. If the order is correct, enter I and press <Enter>;

·        The message, Forms Order Successfully Processed will appear at the bottom of the screen;

o   If there is a problem with the order, an error message will appear at the bottom of the screen and the cursor will jump to the problem;

o   Correct the error in the order if needed and press <Enter>;

o   Continue to correct the order until a message asking if this is the order to place (described above) appears;

·        If the message Form Number is Inactive appears on the bottom of the screen, review the message under the title of the form for the reason the form is inactive;

o   Renumbered forms display instructions to order ;

·        Forms not stored at the Distribution Center display Form Number Not Found and cannot be ordered on FBOS.

FBOS screens explained

Orders placed by the branch appear in four groups on the FBOS screen.

  1. Backorders - Backorder and the date the form was backordered appear under the form number. Backorders are for forms not available to ship and remain in place until received and entered on FBOS. When restocked, the form backorder automatically converts to an order by the FBOS system. Additional orders placed for a form on backorder lead to over ordering and shipping.
  1. Inactive forms - Inactive and the date of inactivation appear under the form number. An explanation will appear in the line under the form name:
  1. Current day orders - Orders placed today show Ordered on and today's date. This order is held by the computer until the end of the day, about 6:30 p.m., at which time all orders are batched and printed. The status of this order then changes to a pending order.
  2. Est Ship By - Directly below the form number is the Est Ship By date automatically entered by the computer as eight (8) days from the date the order is entered. These orders stay on the system for twelve (12) days after the estimated date.

Odd quantities on FBOS. An order for one (1) less than the quantity shipped is a convention which tells DHS Publications to ignore the order and shows the forms have already shipped.

The FBOS Accounting System is both an order system for branches and an inventory control system. The system must know what the actual inventory is to generate an order when the forms are available or a backorder when there are not enough forms to fill the order. When a form leaves the inventory it is deducted from the system.

2.   Filling rush orders

Occasionally a branch may need a form at once and they cannot wait for the processing time. 

The branch should call DHS Publications and request the forms ships immediately.

The branch should speak directly to a publications staff person for urgent needs. Try calling the front desk first then the distribution second.

3.   Ordering translated forms on FBOS

The translated order system requires a change in the form suffix. The form number and prefix remain the same. The first letter is kept, but the next two letters show the language.

The 2-letter designation for each language is two letters in the name of that language:

APD prints forms in Spanish, Russian, and Vietnamese as a standard practice. Most translated forms are not printed until an order is received, unless the need for it another language is clear.

Orders for other language forms are combined and printed every two (2) weeks. Orders placed at the beginning of the two-week period, will take about four (4) weeks to receive. FBOS will show the forms on backorder while waiting until the forms ship. This allows the branch to know what is on order and prevent over ordering.

Forms not stocked are shown as ship later under the form title. Local offices may receive orders for English language forms which will include ship later translated forms in the same order. Ship later forms ship separately .

Orders for the pre-printed or stocked forms in translation are shipped with the English language order. Pre-printed forms are identified by a symbol, either an asterisk (8) or ampersand (&), in front of the form title.

For more information on how to order a publication in other formats or languages, please visit the Publications and Design Section Project Request page.

B.   Medical transportation services program

All information of medical transportation is on the Oregon Health Authority webpage.

C.   Medical cards

The MMIS system generates medical identification cards, or medical IDs, when a consumer becomes eligible for Medicaid or CHIP benefits. DAS Distribution Services in Salem print and mail cards.

Follow the steps outlined in the MMIS cheat sheet to print a replacement card.

Tips: When talking with the consumer about the medical card:

·        A yellow envelope from the State will have information about the Medicaid benefits for which the consumer qualifies.

·        Inside the yellow envelope is a white piece of paper with a bunch of Xs on it.

·        On the top left-hand corner of the paper with the Xs, is the consumer’s Medicaid card.

·        Recipients will need to show the card to medical providers to verify coverage. Possession of a medical card does not guarantee coverage.

D.   Requests for audit or review files

Files requested for a review or audit must be processed and sent to the requestor by the timeframe specified in the request. Cases not received by the date on the email request are marked missing and cited as in error.

If there are any questions about the audit or review, contact the requestor immediately to prevent late files.

When time allows, scan materials related to the request into EDMS; see Case file for instructions. Notify the requestor when the EDMS scan is complete.

Should a reviewer need any material in a paper archive file, complete a DHS 6628, DHS Record Archives Document Request Form and send to the email address on the form.

E.   Outlook

1.   Recalling an Outlook message

When an email is sent in error, sent to the wrong person or group, or incorrectly sent to all staff, the sender can recall the message. Recalled messages will disappear out of the recipient’s inbox in Microsoft Outlook. Please follow these steps:

1.    DO NOT send another email apologizing for sending the email by accident;

2.    Go into the sent items folder and find the email to recall;

3.    Open the email to be recalled, find the Move >Actions button and click Recall this message;

4.    Choose Delete unread copies of this message; consider unchecking the box which says Tell me if recall succeeds of fails for each recipient to avoid multiple notifications.

2.   Creating a contact from a received email

Email received from senders outside of the DHS email network may be used to create a new contact in Outlook without retyping.

·        Right click on the person’s name as it appears in the email you received to open a window;

·        Click on Add to Outlook Contacts;

·        Fill in any additional information not already captured in open the contact information dialog box;

·        Click Save & Close in the upper right corner.

3.   Ignoring all email in a conversation

When included in an email conversation or email thread erroneously which causes a chain of email, instead of adding to the chain by requesting removal the best practice is to ignore the conversation.

To ignore:

Note: If the Don’t show this message again check box in the Ignore Conversation dialog box was previously selected, step 3 will not appear.

To stop ignoring a conversation:

  1. In the Deleted Items folder, click any message in the conversation;
  2. On the Home tab, in the Delete group, click Ignore again (see above);
  3. Click Stop Ignoring Conversation.

The conversation will move back to the Inbox along with any future messages. Only messages still appearing in the Deleted Items folder may be recovered.

Note: If the Don’t show this message again check box in the Stop Ignoring Conversation dialog box was previously selected, step 3 will not appear.

Questions?

Non-Technical – Contact Records Department, DHS and OHA Office of Human Resources, at Records.HR@dhsoha.state.or.us.

F.    Guide of useful LGBTQIA+ terminology

G.   Service Desk requests via website

Instead of waiting on hold to contact the DHS Service Desk, staff can send a request for help via their website. The website allows staff to explain the help they need and enter the assistance queue without waiting on the phone during busy call times.

DHS staff have a link to the website on their desk tops or it can be accessed directly.

Locating the shortcut. To use the DHS Service Desk request on a DHS desktop:

·       Locate the DHSOHA Shortcuts folder;

·       Choose the Service Desk Portal option;

·       A page will open with CA Service Dessk Manager in the top left corner; this is the DHS Service Desk website.

DHS Service Desk web address. The website address can be use by both DHS and AAA staff: https://servicedesk.dhsoha.state.or.us/CAisd/pdmweb.exe.

A page will open with CA Service Dessk Manager in the top left corner; this is the DHS Service Desk website.

Using the website to make a request. After the site opens, add a Service Desk request by clicking File > New Incident. When the form open, work through the boxes and provide as much information as possible.

Boxes with a symbol in the corner, either a magnifying glass or a plus sign (+), will provide more information when clicked; be as accurate as possible.

When the form is complete, click on Save in the upper right.