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Table of Contents


I. About the Manual VII.Mail and Shipping
II. Privacy and Security VIII. Receptionist
III. Financial Procedures IX. Voter Registration
IV. Provider Payment Systems X. Miscellaneous
V. Care Records/Hard Files XI. Procedures for State Offices
VI. Redeterminations XII. Additional Resources

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  1. About the Manual
    1. Introduction
    2. Acronyms

  2. Privacy and Security

    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
    1. Worker table
    2. Oregon ACCESS RACF guidelines
      1. Customer confidentiality and data security
      2. Passwords
    1. RACF manual

      3.  

  3. Financial procedures
    1. Oregon Trail Card
    2. Returned checks
      1. Returned checks
      2. Releases
      3. Revolving fund checks
      4. Voiding Revolving Fund checks
    3. Revolving fund checks
      1. Overview
      2. Responsibilities
      3. Revolving fund check stock
      4. Revolving fund check issuers access
      5. Removing and returning daily stock
      6. Issuing the check
      7. Process and security of issuing revolving fund checks
      8. Security
      9. Ordering and receiving check stock
      10. Internal controls
      11. Custodian of the signature plate
      12. Activating the machine
      13. Record of designated person
    4. Special Cash Pay
      1. Overview
      2. Requesting, authorizing, and issuing a payment
      3. Reason codes
      4. Creating an SPL record
      5. Computer entry for SPL1 payments
      6. SPL5 instructions
      7. DHS 249A, Stock Control log
      8. Management review of logs
      9. Ordering and receiving check stock
      10. Security
      11. Internal Controls
      12. Custodian of the signature plate
      13. Activating the machine
      14. Record of designated persons
    5. Check signing machines
      1. Internal controls
      2. Custodian of the signature plate
      3. Activating the machine
      4. Record of designated person
      5. Log of checks issued
    6. Replacement of lost checks
    7. Receipting monies
      1. General receipting and depositing
      2. Client pay-in
      3. Repayment for past assistance
      4. Repayment of overpayment
      5. Trust and Agency (T&A) accounts
      6. Adult Foster Home (AFH) fees
      7. Independent Choices Program (ICP) taxes
      8. Deposit slips
      9. Monies for other than client pay-in
      10. The WCMI screen
      11. Telephone numbers for assistance
      12. Receipting monies chart
      13. Commonly used receipting codes
      14. Receipting code matrix
    8. Client pay-in (SFMU)
      1. Setting up a monthly billing
      2. Changing future pay-in amount
      3. Changing current pay-in amount
      4. Refunds to the client
      5. Receipting procedures
    9. Trust and Agency (T & A) accounts
      1. Setting up a T & A account
      2. Accessing the special subaccount
      3. Accessing the maintenance subaccount
      4. Transferring to another field office
    10. Security of negotiables
    11. Direct deposit
      1. Direct deposit background
      2. How to sign up for direct deposit
      3. Direct deposit check redirects
      4. Removing customers from direct deposit
      5. Check registers and assistance summaries
      6. Replacement checks for direct deposit benefits
      7. Rejected direct deposits

       

  4. Provider Payment Systems
    1. Criminal Records Checks
    2. Client Employed Provider (CEP) payment system
      1. Overview
      2. Frequently used computer screens
      3. Application process for Homecare Workers
      4. Set-up and maintenance of HCW provider files on Oregon ACCESS
      5. Data entry of vouchers
      6. Forced vouchers
      7. FICA refunds
      8. Unemployment claims
    3. Community-Based Care (CBC) provider payment system
      1. Overview
      2. Frequently used mainframe screens
      3. Entering a new 512
      4. 512 action types
      5. Error messages when entering a 512
      6. Error messages when closing a 512
      7. Common 512 suspend messages
      8. Late payment requests
      9. Overpayment requests
      10. Underpayment requests
      11. Adjustment calculation
      12. Earnings statement vs. 1099s
      13. Print remittance advices
      14. Who to call for help
    4. Other provider payment related procedures
      1. Issuance of checks
      2. Garnishments
      3. Employment verifications
      4. W2s and 1099s
      5. Replacement of a lost check
      6. Replacement of destroyed, not received, or stolen checks
      7. Forgery packets
      8. Returned provider checks

       

  5. Case Records/Hard Files
    1. Files/Filing
      1. File etiquette and personal safety
      2. The order of sections in “hard files” or Master Case Records (MCRs)
      3. Mini-files - optional
      4. Interoffice transfer of files
      5. Request for files for Quality Control (QC) audit
    2. Filing in the Master Case Record (six part hard file)
    3. On-line transfers
      1. Interoffice transfer
      2. Transferring in a case or transfer within an office
      3. Receiving a transferred service case
    4. Record retention
    5. Archiving case files

     

  6. Redeterminations
    1. Due dates
    2. SNAP redeterminations
    3. Medicaid redeterminations
    4. View Direct reports

  7. Mail and Shipping
    1. Mail
      1. Opening the mail
      2. Mail log
    2. State shuttle service

     

  8. Receptionist
    1. Receptionist overview
      1. Responsibilities of the receptionist
      2. Duties of the Receptionist
      3. Dealing with hostile consumers
      4. Initial contact process
      5. Consumer comments or complaints
      6. Front desk receipt book
    2. Computer screens frequently used by the Receptionist

     

  9. Voter Registration
    1. Overview
    2. Procedures
      1. When to offer voter registration
      2. Paper applications
    3. Declinations
      1. Applications and reporting forms declination
      2. MSC 503 declination section
      3. 3. Declination retention
    4. Change of Address or Name
      1. By telephone
      2. By email
      3. In person
      4. By mail
      5. At the front desk
      6. During and interview or appointment
      7. Out of state
    5. Registration Forms
      1. MSC 500
      2. MSC 503
    6. Local Site Coordinators
    7. Retention
    8. Special Situations
      1. Persons with cognition issues
      2. Felony convictions
      3. Safety and security concerns
      4. Persons unable to write
      5. Signature stamps
      6. Customer or applicant complaints
    9. Resources

     

  10. Miscellaneous
    1. Ordering of forms
      1. Using the FBOS system
      2. FBOS order system - Nuts and bolts
      3. Ordering translated forms on FBOS
    2. Client transportation
      1. Medical transportation overview
      2. Ambulance transportation
      3. Non-medical transportation for waivered service clients
    3. Personal incidental funds
    4. Adult Protective Services complaint investigation reports
    5. Public disclosure files
    6. Home delivered meals
    7. AFH licensing support
    8. Medical cards

  11. Procedures for State Offices
    1. Purchasing
      1. Boise Cascade using SPOTS (VISA)
      2. SPOTS (VISA)
      3. Visa card
      4. Equipment repair
      5. Letterhead
      6. Business cards
    2. Inventory and disposing of office equipment
    3. Notary Public
    4. Postage meters
    5. Post Office Box
      1. New Post Office box
      2. Post Office box renewal
    6. State vehicles
      1. Overview
      2. Reserving vehicles
      3. In-case of accident or breakdown
      4. Changes to an office’s fleet
      5. Vehicle maintenance and care
    7. Telephone service orders
    8. United parcel service (UPS)

      XII. Additional resources: