Table of contents Search manual

I. About the Manual

  1. Introduction
  2. Acronyms

II. Financial

  1. Oregon Trail Card
    1. Overview
    2. eFunds Help Desk Telephone Numbers
    3. Responsibilities
    4. Ordering and Receiving Cards
    5. Security
    6. Physical Inventory
    7. Card Issuers
    8. Oregon Trail Card Issuance Log (AFS 248)
    9. Issuing the Oregon Trail Card - General Instructions
    10. Issuing the Oregon Trail Card When the Client or Alternate Payee Cannot Be Present
    11. PIN Reselection
    12. Replacing Lost/Stolen or Damaged Cards
    13. Conversion
    14. Record Retention
    15. Forms
    16. Contacts for Various EBT Issues
  1. Returned Checks and Medical IDs
    1. Returned checks/medical ID
    2. Releases
    3. Temporary Medical IDs
    4. Office Best Practices
  1. Special Cash Pay
    1. Computer Entry/SPL1
    2. Revolving Fund Checks
    3. Process and Security of Issuing Revolving Fund Checks
    4. Using Check Signing Machines - Internal Controls
    5. Custodian of the Signature Plate
    6. Activating the Machine
    7. Record of Designated Persons
    8. Log of Checks Issued, DHS 249A, Check Signer Control Log
    9. Management Review of Logs
    10. Ordering and Receiving Check Stock
    11. Security
  1. Canceling/Voiding Checks
    1. Canceling Checks
    2. Voiding Checks
  1. Replacement of Lost Checks
  1. Redeterminations
    1. Due Dates
    2. Reports
  1. Receipting Monies
    1. General Receipting and Depositing
    2. Receipting Client Pay-In
    3. Receipting Repayment for Past Assistance
    4. Receipting Repayment of Overpayment
    5. Receipting Trust and Agency (T & A) Accounts
    6. Receipting Monies for Adult Foster Home Fees
    7. Receipting Independent Choices Program (ICP) taxes
    8. Deposit Slips
    9. Receipting 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
  1. 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
  1. 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
  1. Security of Negotiables

III. Provider Payment Systems

  1. Criminal Records Checks
    1. State of Oregon Criminal Record Check
    2. How to Read a LEDS Report
    3. National Criminal Record Check
  1. 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

     

  2. 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. Earnings Statement vs. 1099's
    12. Print Remittance Advices
    13. Who to Call for Help

 

D.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 & Stolen Checks
    7. Forgery Packets
    8. Canceling Returned Provider Checks

IV. Case Records/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
    4. Interoffice Transfer of Files
    5. Request for files for Quality Control (QC) Audit
  2. Filing in the SPD 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

V. Mail & Shipping

  1. Mail
    1. Opening the Mail
    2. Mail Log
  1. State Shuttle Service

VI. 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 Receptionist
    1. WEBM,FIND
    2. WISH

VII. Procedures for State Offices

  1. Personnel (obsolete-use the DHS Human Resource intranet site)
  1. Purchasing
    1. Boise Cascade Using SPOTS (VISA)
    2. SPOTS (VISA)
    3. Visa
    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. Recording and Reporting Mileage
    3. In Case of Accident or Breakdown
    4. Changes to an Office’s Fleet
    5. Use of Private Cars on State Business
  7. Telephone Service Orders
  8. United Parcel Service (UPS)

VIII. Miscellaneous

  1. Ordering of Forms
    1. Using the FBOS System
    2. FBOS Order System Nuts and Bolts
    3. Ordering Translated Forms
  2. STEL--SPD Telephone Directory System - obsolete 9/4/2007
  3. Voter Registration
  4. Client Transportation
    1. Medical Transportation Overview
    2. Ambulance Transportation
    3. Non-Medical Transportation for Waivered Service Clients
  5. Personal Incidental Funds
  6. Adult Protective Services
  7. Public Disclosure Files
  8. Home Delivered Meals
  9. AFH Licensing Support

Additional resources:

If you have a disability and need a document on this Web site to be provided to you in another format, please contact the Office of Document Mangement (ODM) at 503-378-3486 or by e-mail at dhs.forms@state.or.us.
If you have questions about DHS or problems getting DHS services, send e-mail to dhs.info@state.or.us. If you have comments about this site, send e-mail to spd.web@state.or.us.
Oregon Department of Human Services
500 Summer St. NE E02, Salem, OR 97301-1073
Phone: (503) 945-5811
Toll-free: (800) 282-8096 (V/TTY)