Table of Contents

08/25/2017
I. About the Manual VIII. Voter Registration
II. RACF IX. Miscellaneous
III. Financial Procedures X. Procedures for State Offices
IV. Provider Payment Systems XI. Privacy and security
V. Case Files and Archiving XII. Reporting Fraud, Waste, or Abuse of State Resources
VI. View Direct XIII. Department of Corrections
VII. Mail and Shipping XIV. Additional Resources

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  1. About the Manual

    Introduction

  2. 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
      1. Customer confidentiality and data security
      2. Maintaining user passwords
    4. RACF Manual

  3. Financial procedures
    1. Oregon Trail Card
    2. Receipting monies
      1. General receipting and depositing
      2. Consumer pay-in
      3. Repayment for past assistance
      4. Repayment of overpayments
      5. Trust and Agency (T&A) accounts
      6. Monies for Adult Foster Home fees
      7. Independent Choices Program (ICP) taxes
      8. Deposit slips
      9. Monies for other than consumer pay-in
      10. The WCMI screen
      11. Telephone numbers for assistance
      12. Receipting monies chart
      13. Commonly used receipting codes
      14. Receipting code matrix
    3. Returned or voided checks
      1. Returned checks
      2. Releases
      3. Revolving fund checks
      4. Voiding revolving fund checks
    4. Revolving fund checks
      1. Overview
      2. Responsibilities
      3. Revolving fund check stock
      4. Revolving fund (RF) 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
    5. 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
    6. 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
    7. Replacement of lost checks
    8. Client pay-in Cookbook
    9. Direct deposit
      1. Signing up for direct deposit
      2. Canceling direct deposit
      3. Verifying enrollment through Oregon ACCESS
      4. Challenges with direct deposits

       

  4. Provider Payment Systems
    1. Criminal Records Checks
      1. CRIMS
      2. BCU
    2. Client Employed Provider (CEP) payment system
      1. Overview
      2. Frequently used mainframe screens
    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
      6. Adjusting payments
      7. Earnings statement vs. 1099s
      8. Print remittance advicesQuery selections in EDMS
      9. Resources

       

  5. Case files and archiving
    1. Case files - paper and electronic
      1. Overview
      2. The paper case file
      3. The electronic case file
      4. Terminology
      5. Using EDMS
      6. Query selections in EDMS
      7. Sensitive document storage
      8. Searching document types in EDMS
      9. Preparing a case file for scanning
      10. Scanning into EDMS
      11. Resolving the ethnicity hole-fill issue
      12. EDMS Resources
    2. Archiving
      1. Overview
      2. Electronic file storage
      3. Paper file storage
      4. Closed, denied, or deceased file archiving
      5. Archive boxes
      6. Sending boxes to DHS Record Archives
    3. Retention

  6. View Direct
    1. Overview
    2. Entering the View Direct system
      1. Logging into the system
      2. Locating a report
    3. Navigation
    4. Printing
    5. Reports
      1. Report ID
      2. View Direct report list

  7. Mail and Shipping
    1. Office mail procedures
    2. USPS
    3. Postage meters - state offices only
    4. Post office boxes
    5. State shuttle servce

     

  8. Voter Registration
    1. Procedures
      1. Who can complete a registration card
      2. When to offer voter registration
      3. Assisting potential registrants
      4. Acting on the consumer response
      5. Phone interview
      6. Case manager specific
    2. Declinations
      1. DHS forms as declination
      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 experts
      2. Mailing completed cards
      3. Reporting on the SEL 504
    6. Special situations
      1. Persons with cognition issues
      2. Persons 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 concerns
      9. Non-citizens
      10. Audits and reviews
    7. Resources

     

  9. Miscellaneous
    1. Ordering forms
      1. FBOS
      2. Using the FBOS
      3. FBOS screen explained
      4. Filling rush orders
      5. Ordering translated forms on FBOS
    2. Transportation
    3. Adult Protective Services complaint investigation reports
      1. Community APS Report
      2. Facility APS report
      3. Adult Foster Home (AFH), Assisted Living Facility (ALF) and Resident Care Facility (RCF)
      4. Change of conclusion
      5. Corrective action amended complaint report requests
    4. Public disclosure files
      1. Maintaining files
      2. Disposition of investigation
      3. Abbreviations
    5. Medical cards
    6. Case transfers
      1. Interoffice transfer
      2. Transferring files to another branch
      3. Transferring in a case
      4. Receiving a transferred service case
    7. Request for audit or review files

  10. 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. 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
    7. Flag procedures
    8. Posters and announcements

  11. Privacy and security
    1. Original identity documents left by customers
      1. Overview
      2. Dealing with unclaimed documents
      3. Addresses for common documents left behind
      4. Other documents
    2. Passwords
      1. Password guidelines
      2. Changing passwords in the DHS data systems
    3. Address confidentiality program (ACP)

  12. Reporting Fraud, Waste, or Abuse of State Resources
    1. By consumers or providers
    2. By state employees
    3. SOS waste hotline

  13. Department of Corrections
    1. Re-entry and placement teams
    2. Responsibilities
    3. Re-entry process
    4. Known challenges

  14. Additional Resources
    1. DHS travel site
    2. DHS payroll
    3. Self Sufficiency Field Business Procedures Manual
    4. Computer Guide
    5. APD/AAA Field Office Listing
    6. DHS local office directory
    7. Oregon Vital Events Registration System (OVERS)
    8. Secretary of State voter registration site
    9. State employee search
    10. APD worker guide
    11. APD Field Services