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Disclaimer
The content found in this document is intended for staff using =
the OR PTC DCI system.
=
Consumer (Client) Profile Overview
H=
ow are Consumer Profiles Created?
Consumers will only be added to OR PTC DCI once they have been approved =
for in-home services and have an active service plan with authorizations se=
t up in Mainframe/DHR.
The consumer and provider profiles will be created by the PTC Su=
pport Team.
The authorization process is initiated by the voucher specialist using t=
he 546 to enter the authorization in DHR to create the voucher. Authorizati=
on information will be sent in real time from DHR to OR PTC DCI once the vo=
ucher is created in DHR. Please do not send the 546 to the PTC Support Team=
.
If an authorization fails to go to OR PTC DCI, it goes to a queue for th=
e PTC Support Team to fix. The queue will indicate if the consumer and/or p=
rovider associated with the authorization are not in OR PTC DCI; this will =
prompt the PTC Support Team to create all the necessary profiles, funding a=
ccounts, and service accounts related to that specific authorization. Once =
all those pieces are added, the PTC Support Team will resend the authorizat=
ion to OR PTC DCI.
If more than two full business days have passed since the voucher specia=
list created the voucher in DHR and the consumer has not been added to OR P=
TC DCI, local office staff can request the profile and associated account i=
nformation be setup by the PTC Support Team by submitting a Consumer/Provider Profile Maintenance Form to =
PTC.Support@odhsoha.oregon.gov. Once the profile and as=
sociated account information has been created, the PTC Support Team will re=
spond to the requestor.
The voucher number and voucher created date are required fields on the <=
a class=3D"external-link" href=3D"https://www.oregon.gov/dhs/APD/ORPTC/Docu=
ments/ConProForm.pdf" rel=3D"nofollow">Consumer/Provider Profile Maintenanc=
e Form. These request forms can be found on the PTC website ptc.oregon.gov by clicking AAA/APD Staff, then cli=
ck New User Forms.
See business process 1.3.=
1 Add a New Consumer for more details.
- If the local office was notified of the update by the consumer, go to s=
tep 3.
- If the local office was notified of the update via the Change Email/Pho=
ne report, case manager contacts the consumer to verify the updated informa=
tion.
- Case manager verifies and updates information in Oregon Access, if need=
ed.
- Case manager verifies and updates information in OR PTC DCI, if needed<=
/li>
- State user has information in ONE updated per local office procedures.<=
/li>
- State user narrates what tasks were completed in Oregon Access.
See business process 1.3.2 Update Consumer Information for more details.
Information local office staff may need to update on a consumer=E2=80=99=
s profile in OR PTC DCI:
- Consumer=E2=80=99s name
- Primary phone number (this must be the consumer=E2=80=99s landline)
- Alternate phone number
- Mobile phone number
- Email address
- Address
View/Ed=
it Consumer Details
Updating consumer information happens from the Client Details screen.
- Click Clients from the left sidebar.
- Enter consumer information in search field(s).
- Click Search to display results.
- Click on the correct consumer from the results to access the Client Det=
ails.
- Click Actions.
- Select Edit Client from the drop-down.
- Update information (for descriptions of information on each tab, see th=
e next sections).
- Click Save.
- Click Yes on the Confirmation Alert.
Con=
sumer Basic Demographics Tab
Consumer information is divided into tabs. Each tab contains different i=
nformation you may need to update. The first tab is Basic Demographics. Thi=
s tab contains the following:
- First Name: Consumer=E2=80=99s first name
- Last Name: Consumer=E2=80=99s last name
- Address: Consumer=E2=80=99s home address
- If you change the home address:
- Click Search Location =E2=80=93 this populates the GNI=
S field below.
- Time Zone: Select the correct time zone from the drop-=
down.
- Phone, Alternate Phone, and Mobile Number: Consumer=E2=
=80=99s primary phone number is their landline. If they do not have a landl=
ine number, enter 000-000-0000. The alternate phone number and mobile numbe=
r may also be updated.
- Email: Consumer=E2=80=99s email. This is required for =
the consumer to be able to log into the system. If the consumer does not ha=
ve an email address, PTC.Support@odhsoha.oregon.gov mus=
t be used as a default email.
The second tab is Client Information. You will likely not update anythin=
g on this tab.
- Client Id: The consumer=E2=80=99s prime number.
The third tab is Authentication Information.
- Authentication Status
- This defaults to Active if =E2=80=9CEnable Client Login=E2=80=9D is che=
cked and defaults to disabled if =E2=80=9CEnable Client Login=E2=80=9D is n=
ot checked.
- If a consumer is no longer receiving services, this will be disabled by=
the PTC Support Team. Local office staff should not make this change; inst=
ead email the PTC Support Team that the consumer is no longer receiving ser=
vices.
- If the consumer is locked out, this will show Locked. If the consumer m=
ust be unlocked, local office staff can change this back to Active. The con=
sumer=E2=80=99s profile can remain locked, and the provider will still be a=
ble to enter time. To unlock a profile, see Unlocking Profiles.
Consumer Employer Representative (Guardian) Profile=
Overview
Once a consumer has selected a Consumer Employer Representative (CER) an=
d completed all the proper documentation, the CER will need to be added to =
the OR PTC DCI System. The CER will be added to the system by the PTC Suppo=
rt Team.
Request the PTC Support Team Create a New CER Profile
- Local office staff will submit a New User Form to PTC.S=
upport@odhsoha.oregon.gov. These request forms can be found on the PTC website by clicking o=
n AAA/APD Staff at the top left. From there, click New User Forms and then =
Consumer Employer Representative Profi=
le Maintenance Form=E2=80=8B.
- Narrate the request was sent in Oregon Access.
- The PTC Support Team creates a profile for the CER and links the CER to=
the consumer indicated on the form.
- The PTC Support Team will send the CER their username, temporary passwo=
rd, and instructions to complete account setup.
- The PTC Support Team emails the requestor notifying them the account ha=
s been created.
See business process 1.4.3 Create New Consumer Employer Representative =
for more information.
Consumer Employer Representatives get Guardian=
Profiles in OR PTC DCI
A Guardian Profile can:
- View their assigned consumer(s).
- View authorizations for their consumer(s).
- View entries for their consumer(s).
- Sign off on entries on behalf of the consumer(s).
- Access the messaging module.
Update Consumer Employer Representative Information
- If the local office was notified of the update by the CER, go to step 3=
.
- If the local office was notified of the update via the Change Email/Pho=
ne report, case manager contacts CER to verify the updated information.
- Staff member verifies and updates information in Oregon Access, if need=
ed.
- Staff member verifies and updates information in OR PTC DCI, if needed.=
- Staff member has information in ONE updated per local office procedures=
.
- Staff member narrates what tasks were completed in Oregon Access.
See business process 1.4.2 Update Consumer Employer Representative =
Information for more details.
View/Ed=
it Guardian Details
- Click Guardians from the sidebar.
- Enter Guardian information in the search fields.
- Click Search.
- Click the correct Guardian in the results. This will display the Guardi=
an Details page where edits can be made.
- Click Actions.
- Select Edit Guardian from the drop-down.
- Update information (for descriptions of information on each tab, see th=
e next sections).
- Click Save.
- Click Yes on the Confirmation Alert.
Guardian Basic Demographics Tab
The Basic Demographics tab is where you will find information you may ne=
ed to update.
- First Name: Guardian=E2=80=99s First Name
- Last Name: Guardian=E2=80=99s Last Name
- Phone, Alternate Phone, Mobile Number: Guardian=E2=80=
=99s Primary, Alternative, and Mobile Phone Number
- Email: Guardian=E2=80=99s email address
- Profile Reference: The unique ID for the consumer empl=
oyer representative is the consumer's Prime Number with the number 1 at the=
end.
- Status: Status should be active if the Guardian is act=
ing as a CER. If the Guardian has no consumers, this should be inactive.
The Authentication Information tab shows if the CER=E2=80=99s profile is=
active or inactive.
- Status: Status should be active if the Guardian is act=
ing as a CER. If the Guardian has no consumers, this should be inactive. Th=
is should match the status on the Basic Demographics Tab.
Linking Client and Guardian Profiles
Consumer employer representatives (Guardians) are given access to consum=
ers (clients) by linking the CER=E2=80=99s profile to the consumer=E2=80=99=
s profile. A Guardian can be linked to more than one consumer, but a c=
onsumer cannot be linked to more than one Guardian.
Add or Remov=
e Guardian
When a consumer has a Consumer Employer Representative (CER), the CER wi=
ll be added in the OR PTC DCI System using a Guardian Profile. This will gi=
ve them the ability to view the authorization as well as sign off on time i=
f they would like to. There will also be times when a consumer removes or c=
hanges their CER. In this scenario, the Guardian will need to be unlinked a=
nd potentially inactivated in OR PTC DCI if they are not a CER for any othe=
r consumers.
See business process 1.4.1 Add/Remove Consumer Employer Representative=
a> for more information.
Linking a Guardian Profile to a Client Profile
To link a CER to their consumer:
- Click on Clients.
- Enter consumer information in search fields.
- Click Search.
- Click on the correct consumer in the search results.
- Click Actions.
- Click Edit Client in the drop-down.
- Click the Client Information tab.
- Start typing the CER=E2=80=99s name in the Guardian field and select th=
e appropriate CER from the drop-down options that appear.
- Click Save.
- Click Yes on the Confirmation Alert.
The consumer and the CER profiles are now linked.
Unlinking a Guardian Profile and a Client Profile
- Click the Client Information tab.
- Remove the CER=E2=80=99s name from the Guardian field.
- Click Save.
- Click Yes on the Confirmation Alert.
The consumer and CER are now unlinked.
Provider (Employee) Profile Overview
How =
to Create a Provider Profile
Provider profiles will be created by the PTC Support Team. The PTC Suppo=
rt Team will receive a daily report of new consumer and provider combinatio=
ns. From these reports, they will be able to create all necessary profiles,=
funding accounts, and service accounts.
The authorization process is initiated by the voucher specialist using t=
he 546 to enter the authorization in DHR to create the voucher. Authorizati=
on information will be sent in real-time from DHR to OR PTC DCI once the vo=
ucher is created in DHR. If the authorization fails to go to OR PTC DCI, it=
goes to a queue so the PTC Support Team can fix the failures. The queue wi=
ll indicate if the consumer and/or provider associated with the authorizati=
on are not in OR PTC DCI, which will prompt the PTC Support Team to create =
the necessary profiles, funding accounts, and service accounts. Once all pi=
eces are created, the PTC Support Team will resend the authorization to OR =
PTC DCI.
If more than two full business days have passed since the voucher specia=
list created the voucher in DHR and the provider has not been added to OR P=
TC DCI, the local office can request the profile and associated account inf=
ormation be setup by the PTC Support Team by submitting a request form to <=
a class=3D"external-link" href=3D"mailto:PTC.Support@odhsoha.oregon.gov" re=
l=3D"nofollow">PTC.Support@odhsoha.oregon.gov. The request form can be =
found on the PTC website at ptc.oregon.gov by clicking AAA/APD Staff from the menu on the left. =
From there, click New User Forms and open the Consumer Provider Profile Mai=
ntenance Form.
See business process 1.2.=
1 Add a New Provider for more information.
- If the local office was notified of the update by the provider, go to s=
tep 3.
- If the local office was notified of the update via the Change Email/Pho=
ne report, state user contacts the provider to verify the updated informati=
on.
- Case manager verifies and updates information in Oregon Access, if need=
ed.
- Case manager verifies and updates information in OR PTC DCI, if needed<=
/li>
- State user adds a note in OR PTC DCI specifying what tasks were complet=
ed.
See business process 1.2.3 Update Provider Information for more information.
View/Ed=
it Provider Details
- Click Employees.
- Enter the provider=E2=80=99s information in search fields.
- Click Search.
- Click the correct provider from the search results to display the provi=
der details page.
- Click Actions.
- Click Edit Employee from drop-down.
- Update new information (for descriptions of information on each tab, se=
e the next sections).
- Click Save.
- Click Yes on the Confirmation Alert.
Pro=
vider Basic Demographics Tab
The Basic Demographics tab has a lot of provider information you may nee=
d to update.
- First Name: Provider=E2=80=99s First Name
- Last Name: Provider=E2=80=99s Last Name
- Address: Provider=E2=80=99s Physical Address
- Phone, Alternate Phone, and Mobile Number: Provider=E2=
=80=99s Primary, Alternate, and Mobile Phone Numbers
- Email: Provider=E2=80=99s Email Address
- Employee Number: The provider=E2=80=99s Uni ID.
- Weekly Hours Available: The provider=E2=80=99s weekly =
cap. This is listed as 40 hours if they are not on the 50 Hour Cap List. Th=
is field is only changed by the PTC Support Team.
- Cost Center: Providers are always lis=
ted in the Provider Default Cost Center EU =E2=80=93 0001 (do not change th=
is).
- Authentication Status: This is Active when the provide=
r is working or can work. It will say Locked if the provider is locked out.=
A local office staff member may change this from Locked to Active if neede=
d.
- This may display locked if the provider has never logged into the syste=
m or has not done so for a long time. This may be because they are using th=
e landline only. The provider will not be able to claim time via the OR PTC=
DCI fob or OR PTC DCI Mobile App while their account is locked. For how to=
unlock a profile, go to =
Unlocking Profiles.
Finding the Provider Number on the Employee Details Page=
h2>
You can find the provider=E2=80=99s HCW or PCA number on the provider=E2=
=80=99s profile.
- Navigate to the provider=E2=80=99s Employee Details page.
- Click on Custom Fields towards the bottom of the screen.
- The provider=E2=80=99s HCW and/or PCA number displays.
Change Prov=
ider Status
There are many situations that can result in a provider=E2=80=99s status=
changing. Statuses used in OR PTC DCI are active, inactive, and terminated=
. Examples of situations where a status change is needed are:
- A provider is terminated because their provider number expired. This re=
sults in a change from active to terminated.
- A provider decides they no longer want to be a provider for anyone. Thi=
s results in a change from active to inactive.
- A provider returns to work after an extended time off. This results in =
a change from inactive to active.
- A provider is reinstated after previously being terminated. This result=
s in a change from terminated to active.
When a provider status changes:
- Email the PTC Support Team requesting the status change. Include what t=
he status needs to be changed to. If the status change involves an unlink o=
r relink, include the additional information for those processes as well (s=
ee Linking, Unlinkin=
g, and Relinking Providers and Consumers for more information).
- The PTC Support Team will make the necessary changes to the provider=E2=
=80=99s profile. Local office staff do not change statuses in OR PTC DCI.=
li>
- The PTC Support Team will respond to the requestor that the status chan=
ge was made.
- The staff member who requested the change should narrate the steps take=
n in Oregon Access.
For the specific situation where a provider number was terminated and is=
now being reinstated, there are a few additional steps:
- Staff member changes the provider=E2=80=99s status in Oregon Access to =
Approved to Work.
- Staff member checks in OR PTC DCI to determine the provider=E2=80=99s p=
rofile status.
- Navigate to the provider=E2=80=99s profile.
- There are three separate places where the provider status is shown. All=
three must show Active for a provider to be active.
- Under Basic Demographics is Status. This can show as either Active or I=
nactive.
- Under Other Details is Employment Status. This can show as Active, Susp=
ended, Terminated, Extended Leave, or Inactive. Currently the state is only=
using Active, Terminated, and Inactive.
- Under Other Details is Authentication Status. This can show as Active, =
Locked, or Disabled.
Based on the work done in step two, select the option below (three, four=
, or five) that fits your scenario.
- If the provider=E2=80=99s profile is terminated or inactive in either S=
tatus or Employment Status, a status change is needed.
- An unlink or relink may also be needed, see Linking, Unlinking, and Relinking Providers and=
Consumers for more information.
- After determining if an unlink or relink is needed, email the PTC Suppo=
rt Team that the provider has started working again and a status change is =
needed. Include the date of reinstatement and any information needed for an=
unlink or relink, if applicable.
- If the provider=E2=80=99s profile is active in all three places, the st=
atus change is not needed.
- An unlink or relink may still be needed, refer to Linking, Unlinking, and Relinking Provide=
rs and Consumers for more information.
- After determining if an unlink or relink is needed, email the PTC Suppo=
rt Team according to the process for unlinking or relinking, if applicable.=
- If Status and Employment Status say Active, but Authentication Status s=
hows Locked, you can unlock the profile for the provider. A status change i=
s not needed.
- An unlink or relink may still be necessary, see Linking, Unlinking, and Relinking Providers=
and Consumers for more information.
- After determining if an unlink or relink is necessary, email the PTC Su=
pport Team according to the process for unlinking or relinking, if applicab=
le.
This process is shown in the business process 1.2.2 Change Provider Status.
Linking, Unlinking, and Relinking Providers and Consume=
rs
Lin=
king Providers and Consumers
Providers and consumers are linked by the PTC Support Team. The PTC Supp=
ort Team will receive a daily report of new consumer and provider combinati=
ons (this includes both providers and consumers that have profiles and thos=
e that do not). These reports are generated from all vouchers created for p=
airings that were not previously connected. This means to start this proces=
s; the local office must create vouchers for the pairing. =
From these reports, the PTC Support Team creates funding and service accoun=
ts and sends all vouchers to OR PTC DCI, thus creating authorizations.
New pairings should be linked with authorizations in OR PTC DCI within t=
wo full business days of the voucher creation in Mainframe. If more than tw=
o full business days have passed since the voucher was created in Mainframe=
, the local office can request this by submitting the Consumer/Provider Profile Maintenance Form to PTC.Support@odhsoha.oregon.gov. The request form=
can be found on the PTC website at ptc.oregon.gov by clicking AAA/APD Staff from the menu on th=
e left. From there, click New User Forms and open the Consumer Provider Pro=
file Maintenance Form.
U=
nlinking Providers and Consumers
When a provider and consumer are no longer working together for any reas=
on, the PTC Support Team must be notified. The PTC Support=
Team needs to unlink the pair and, depending on the situation, potentially=
inactivate a profile.
Reasons a provider and consumer need to be unlinked:
- Either the consumer or provider passed away.
- The provider=E2=80=99s credentials expired.
- The consumer moved to a facility.
- The provider was terminated.
- The consumer has left the country (United States) for more than 30 days=
, meaning services have been closed.
- The provider is no longer providing care to the consumer for any reason=
.
The only way the PTC Support Team knows a pairing needs to be unlinked a=
nd thus appropriate action is taken in OR PTC DCI, is if they are notified =
via email by the local office. It is critical the local office relays this =
information to ensure appropriate action is taken. The PTC Support Team is =
not automatically notified when providers and consumers need to be unlinked=
, nor is this information automatically sent to OR PTC DCI from any legacy =
system.
Process for =
Unlinking
- Case manager completes the 546 and 4105.
- Case manager narrates the provider=E2=80=99s last day worked in OA.
- Case manager provides 546 to voucher specialist.
- Voucher specialist voids outstanding vouchers and ends the ONGO in Main=
frame.
- Voucher specialist rejects any outstanding authorizations in OR PTC DCI=
. The authorizations rejected should correlate with the vouchers voided in =
Mainframe.
- To reject an authorization:
- From the Authorizations Tab, click on Authorizations.
- Use the search filters to find the authorization you wish to reject.
- Click on the authorization. In the Authorization ID Reference column, y=
ou will see the voucher number. You can use this to identify the authorizat=
ions you want to edit.
- Click Actions.
- Select Reject Authorization.
- For more information on rejecting authorizations, see the Authorization Management Guide.
- Voucher specialist then emails the PTC Support Team to notify them the =
provider is no longer working for the consumer.
- Information to include in the email:
- Provider=E2=80=99s name
- Provider number
- Consumer=E2=80=99s name
- Prime number
- Last day the provider worked
- If the provider passed away, including date of death
- If the consumer passed away, including date of death
- If the provider is no longer working as a provider, meaning their profi=
le should be inactivated
- If the consumer is no longer receiving services, meaning their profile =
should be inactivated
- If known, has the provider entered all their time and miles
- If any information is missing from the email, the PTC Support Team will=
reach back out requesting the information.
- Upon receiving the email, the PTC Support Team will unlink the pairing =
and inactivate profiles as needed.
- Voucher specialist narrates what actions were taken in Oregon Access.=
li>
- Voucher specialist verifies all information is correct in Mainframe and=
OR PTC DCI, meaning that all vouchers and authorizations are voided/reject=
ed as needed and the ONGO was ended.
See business process 2.6.2 End Authorization, Expiration, T=
erminations of Provider for more information.
Process for Unlinking if the Consumer Passed Away
- Staff member completes 3.0 Time =
Entry for all the entries the consumer=E2=80=99s provider(s) have enter=
ed. This means pulling a batch containing all the provider=E2=80=99s entrie=
s and entering these entries into Mainframe with the voucher in 35 status, =
so it is ready to be paid.
- Case manager notifies Eligibility of consumer=E2=80=99s passing per loc=
al office procedure. This should be done immediately, meaning do not wait f=
or provider=E2=80=99s entries to be processed or paid. Refer to the Case Management Death Checklist Closing Procedures =
for Deceased Consumer resource on APD Staff tools.
- Case manager contacts the provider and narrates all the tasks completed=
in Oregon Access.
- Case manager closes the Service Plan in Oregon Access after the date of=
death is added in ONE by eligibility.
- Case manager completes 546 form with prorated hours and requests voidin=
g outstanding vouchers and ending ONGO. Case manager providers 546 form to =
voucher specialist.
- Voucher specialist voids outstanding vouchers and ends ONGO in Mainfram=
e.
- Voucher specialist rejects outstanding authorizations in OR PTC DCI (th=
ese will match the vouchers which were voided in Mainframe).
- To reject an authorization:
- From the Authorizations Tab, click on Authorizations.
- Use the search filters to find the authorization you wish to reject.
- Click on the authorization. In the Authorization ID Reference column, y=
ou will see the voucher number. You can use this to identify the authorizat=
ions you want to edit.
- Click Actions.
- Select Reject Authorization.
- Case manager closes all auxiliary services and informs vendors as per p=
olicy. Refer to the Case Management Death Ch=
ecklist Closing Procedures for Deceased Consumer resource on APD Staff =
tools.
- Case manager narrates and transfers the case to EAU 8606 in Oregon Acce=
ss, if applicable.
- Local office staff email the PTC Support Team.
- Information to include in the email:
- Provider=E2=80=99s name
- Provider number
- Consumer=E2=80=99s name
- Prime number
- Last day the provider worked, if different from the consumer=E2=80=99s =
date of death
- If the consumer passed away, including date of death
- If the provider passed away, including date of death
- If the provider is no longer working as a provider, request their profi=
le be inactivated
- If known, has the provider entered all their time and miles
- If any information is missing from the email, the PTC Support Team will=
reach back out requesting the information.
- Upon receiving the email, the PTC Support Team will unlink the pairing =
and inactivate the consumer=E2=80=99s profile.
See business process 3.=
3.0 Consumer Passes Away for more information.
Determining if a Provider and Consumer have been Unlinked=
There are two ways the PTC Support Team unlinks a provider and consumer =
pairing.
- Add an end date to the service accounts but leave the funding accounts =
and service accounts active. This method is used when the provider has not =
yet claimed all their hours or miles and therefore, has 365 days to claim t=
his time. To allow the provider to claim their hours or miles, we do not in=
activate. Adding an end date prevents the provider from claiming time after=
that date, thus preventing them from claiming time after they stopped work=
ing. Once the 365 days pass, the PTC Support Team will complete the unlinki=
ng process by inactivating the service accounts and funding accounts.
- Inactivate the service accounts and funding accounts. This prevents the=
provider from claiming any time or miles. This process is completed when t=
he PTC Support Team is notified of the need for an unlink and is told the p=
rovider has claimed all their hours and miles.
Therefore, to determine if a provider and consumer pairing was unlinked,=
you must review both active and inactive funding and service accounts on t=
he profile.
To Check if an End Date Exists on the Service Account
- Navigate to the consumer=E2=80=99s profile in OR PTC DCI.
- Click Accounts.
- Scroll down to see the accounts with Account Type: Employee Service. Fi=
nd the two (one for mileage and one for hourly) service accounts for the pr=
ovider in question under the Employee/Client/Program Name/Vendor Name colum=
n. Click on the hourly service account with the correct provider=E2=80=99s =
name. This will open the service account.
- Look to see if there is an end date in the Account Details section. It =
would be listed after Max Units Per Punch. If you see End Date listed, then=
there is an end date on the service account. If you do not see End Date li=
sted, there is not an end date on the service account.
To Check if the Service Account and Funding Account =
are Inactive
- Navigate to the consumer=E2=80=99s profile in OR PTC DCI.
- Click Accounts.
- Scroll down to see the accounts with Account Type: Employee Service. Fi=
nd the two (one for mileage and one for hourly) service accounts for the pr=
ovider in question under the Employee/Client/Program Name/Vendor Name colum=
n. If the service account is inactive, it will not appear on this list.
- To verify if the service account and funding accounts are inactive, use=
the filter criteria. In the drop-down labeled Select Status (this is likel=
y automatically set to Active), choose Inactive.
- Click Search.
- Scroll down to see the accounts with Account Type: Employee Service. Fi=
nd the two (one for mileage and one for hourly) service accounts for the pr=
ovider in question under the Employee/Client/Program Name/Vendor Name colum=
n. If the service account is on this filtered list, the pairing has been fu=
lly unlinked.
R=
elinking Providers and Consumers
When a provider and consumer who were previously unlinked begin working =
together again, the PTC Support Team must be notified. The PTC Support Team=
needs to relink the pair and, depending on the situation, potentially reac=
tivate a profile.
The only way the PTC Support Team knows a pairing needs to be relinked a=
nd thus appropriate action is taken in OR PTC DCI, is if they are notified =
via email by the local office. It is critical the local office relays this =
information to ensure appropriate action is taken. The PTC Support Team is =
not automatically notified when providers and consumers need to be relinked=
, nor is this information automatically sent to OR PTC DCI from any legacy =
system.
If the PTC Support Team is not notified that the provider and consumer a=
re working together again, the provider will not be able to claim time in O=
R PTC DCI.
Process for =
Relinking
- Local office creates vouchers and sets up the ONGO in Mainframe.
- Check OR PTC DCI to see if the pairing was previously unlinked.
- Does the provider and consumer pairing have active funding and service =
accounts (both hourly and mileage)? If no, they were unlinked.
- Is there an end date added on the service accounts (either hourly or mi=
leage)? If yes, they were unlinked.
- See Determining if a Pr=
ovider and Consumer have been Unlinked for how to answer these question=
s in OR PTC DCI.
- If the pairing was previously unlinked, email the PTC Support Team stat=
ing the provider has started working for the consumer again.
- Information to include in the email:
- Provider=E2=80=99s name
- Provider number
- Consumer=E2=80=99s name
- Prime number
- Date the provider began working again
- If any information is missing from the email, the PTC Support Team will=
reach back out requesting the information.
- Upon receiving the email, the PTC Support Team will relink the pairing.=
Once this is done, the PTC Support Team will respond to the email to notif=
y the requestor the process is complete.
- If the pairing was not previously unlinked (based on research in step 2=
), the pairing is already connected properly.
See business process 1.1.5 Relinking a Provider and Consumer for more information=
.
State U=
ser Profile Overview
How to Create and Update a Staff Profile
Staff profiles are created and maintained by the PTC Support Team.
To request new staff access, the =
Staff Profile Maintenance Form must be completed and submitted to PTC.Support@odhsoha.oregon.gov. The new user will receive an=
email from ORPTCSupport@dcisoftware.com to complete acco=
unt setup once their account has been created.
If the request is to modify or close an account, a manager should comple=
te the Staff Profile Maintenance request form and submit it to PTC.Support@odhsoha.oregon.gov. Once the request has been processed=
, the PTC Support Team will email the requestor to let them know the action=
s have been taken.
The Staff Profile Maintenance Form can be found on ptc.oregon.gov under AAA/APD Staff by clic=
king New User Forms.
See business process 1.5.1 Managing State Profiles for more information.
Unlocking Prof=
iles
A user=E2=80=99s profile will be locked if they enter their password inc=
orrectly five times within a 24-hour period. If an account is locked, the u=
ser will receive an email notification stating their account was locked.
Staff who need their account unlocked can contact the PTC Support Team a=
t PTC.Support@odhsoha.oregon.gov. They must email from =
their own email address and include their name and OR/P Number. The PTC Sup=
port Team does not accept third party requests to unlock staff profiles.
Providers, consumers, and CERs can have their account unlocked in the fo=
llowing ways:
- A locked profile will automatically unlock after 24 hours. If they need=
to use the system right away, the local office may be able to assist.
- The user can contact the local office and a state staff member with the=
Supervisor Role over the individual=E2=80=99s Cost Center can unlock the a=
ccount.
- If their account status is disabled/terminated, email the PTC Support T=
eam at PTC.Support@odhsoha.oregon.gov asking to unlock =
the profile with the following information. For providers, include the prov=
ider number and provider=E2=80=99s name. For consumers, include the prime n=
umber and consumer name. For CER=E2=80=99s include the CER=E2=80=99s name a=
nd the prime number of the consumer they are connected to.
- If the PTC Support Team determines it is appropriate, they will unlock =
the account and the account holder will receive a notification.
- If the PTC Support Team determines it is not appropriate, they will res=
pond via email to the requestor letting them know the actions could not be =
taken.
See business process 1.5.3 Unlock a Profile for more information.
Prior to unlocking a profile, you must verify the user=E2=80=99s identit=
y, as other users may have the same name.
To unlock a profile:
- Navigate to the Employee (provider), Client (consumer), or Guardian (co=
nsumer employer representative) profile page.
- Click Unlock.
If the individual does not know their PIN and/or Password these can also=
be reset in the Authentication Information, see Reset Authentication Details section.=
Authentication Details & Status
Prof=
ile Authentication Status
A user's authentication status determines if a user can access OR PTC DC=
I. For each profile type, the following Authentication Statuses exist:
- Active: The user can log in and access OR PTC DCI. New=
profiles default to a status of active.
- Disabled: The user cannot log into OR PTC DCI. This st=
atus can only be changed by the PTC Support Team.
- Locked: The user cannot log into OR PTC DCI. This stat=
us is set by the system when a user is locked out due to entering their pas=
sword incorrectly five times in a row within a 24-hour period. A state user=
with the appropriate role can unlock a provider=E2=80=99s, consumer=E2=80=
=99s, or CER=E2=80=99s profile.
A state user with the Supervisor Role or the PTC Support Team can update=
the Authentication Status. If the status is updated, it needs to be update=
d in Oregon Access for consumers or a note added in OR PTC DCI for provider=
s and consumer employer representatives.
Reset=
Authentication Details
You may need to reset a profile if someone no longer remembers their log=
in information. Only use this method if they do not know their password and=
if the Forgot Password option is not working for them. Resetting Authentic=
ation Information will reset the security question and remove the PIN. The =
provider will be prompted to set a new security question upon logging in. T=
hey will not be prompted to create a new PIN. However, the provider will ne=
ed to set a new PIN if they use the landline option or if they use the PIN =
to log into the OR PTC DCI Mobile App. If the provider does not set a new P=
IN, they will not be able to use the landline and will have to use their fu=
ll password to log into the mobile app.
- Navigate to the Employee (provider), Client (consumer), or Guardian (co=
nsumer employer representative) profile page by clicking the tab correspond=
ing with the profile type and searching for the individual in question.
- Verify the user has a valid email on their profile, meaning it is not t=
he PTC Support email (PTC.Support@odhsoha.oregon.gov).
- If they do not have a valid email on file, you cannot reset their authe=
ntication details. You will need to contact the user, get a valid email add=
ress for them, and update their profile. At that point, you can reset their=
authentication details.
- Click Actions.
- Click Edit Employee for providers, Edit Client for consumers, or Edit G=
uardian for CERs.
- Click Authentication Information.
- Click Reset.
Guidance Resou=
rces
Resources can be found on the DCI Help Center.
The resources available consist of:
- Quick Reference Guides =E2=80=93 These are short docum=
ents intended to help guide users through common system tasks they may face=
regularly.
- Computer Based Trainings (CBTs) =E2=80=93 These are on=
line modules intended to allow users a more engaging experience as users cl=
ick through the operations as the trainer is narrating the steps.
- Guides =E2=80=93 These are longer documents which cove=
r many system functions and walk users through what the screens look like a=
s well as the fields that will need to be filled out.
- Business Processes =E2=80=93 These explain the steps t=
o complete different tasks, including the steps within Mainframe, Oregon Ac=
cess, and OR PTC DCI.
Related articles=
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