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Staff - Profile Management Guide.

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pdf

Contents

Disclaimer. 3

Consumer (Client) Profile Overview

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How to Create a Consumer Profile

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Update Consumer Information. 4

Consumer Information to Update. 4

View/Edit Consumer Details. 4

Consumer Basic Demographics Tab. 6

Client Information Tab. 7

Consumer Authentication Information Tab. 8

Consumer Employer Representative (Guardian) Profile Overview.. 9

To request the PTC Support Team create the new user: 9

Consumer Employer Representatives get Guardian Profiles in OR PTC DCI 10

Update Consumer Employer Representative Information. 10

View/Edit Guardian Details. 10

Guardian Basic Demographics Tab. 12

Guardian Authentication Information. 13

Linking Client and Guardian Profiles. 14

Add or Remove Guardian. 14

Linking/Adding a Guardian to a Client Profile. 14

Unlinking/Removing a Guardian from a Client Profile. 16

Provider (Employee) Profile Overview.. 17

How to Create a Provider Profile. 17

Update Provider Information. 18

View/Edit Provider Details. 18

Provider Basic Demographic Tab. 20

Employee Information Tab. 22

Provider Authentication Information Tab. 22

Finding the Provider Number. 23

State User Profile Overview.. 24

How to Create and Update a State User Profile. 24

Unlocking Profiles. 25

Authentication Details & Status. 26

Profile Authentication Status. 26

Reset Authentication Details. 27

Guidance Resources. 28

Disclaimer

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Consumers will only be added to OR PTC DCI once they have been approved for in-home services and worked with their Case Manager to hire an approved provider.

• The consumer and provider profiles will be created by the PTC Support Team. The PTC Support Team will receive a daily report of new

Consumer (Client) Profile Overview

How to Create a Consumer Profile

Consumers will only be added to OR PTC DCI once they have been approved for in-home services and worked with their Case Manager to hire an approved provider.

• The consumer and provider profiles will be created by the PTC Support Team. The PTC Support Team will receive a daily report of new consumer and provider combinations and 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 the APD 546 to enter the authorization in DHR to create the voucher. Authorization information will be sent in real time from DHR to OR PTC DCI once the voucher is created in DHR. If the authorization fails to go to OR PTC DCI, it goes to a queue for the PTC Support Team to fix those failures. The queue will indicate the consumer and/or provider associated to the authorization are not in OR PTC DCI, this will prompt the PTC Support Team to create all the necessary profiles, funding accounts, and service accounts related to that specific authorization. Once all those pieces are added, the PTC Support Team will have the ability to resend the authorization to OR PTC DCI.
• If more than two full business days have passed since the Voucher Specialist created the voucher in DHR and the consumer has not been added to OR PTC DCI, Local Office Staff can request the profile and associated account information be setup by the PTC Support Team by submitting a request form to Support@odhsoha.oregon.gov, Local Office Staff will narrate in Oregon Access the request was sent. Once the profile and associated account information has been created, the PTC Support Team will narrate and respond to the requestor.
• Please include the voucher number and voucher created date in your request. These request forms can be found on the PTC website by clicking into the AAA/APD Staff option at the top left: oregon.gov From there, scroll to the bottom and click “New User Forms.””

• See business process 3.1 Add Consumer Information for more details.

  Note
  icon false title Note
  Before submitting a request, check the system to make sure a profile does not already exist for that consumer

  See business process 3.1 Add Consumer Information for more details

  .

Update Consumer Information

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1. Click Clients from the left sidebar
2. Enter consumer information in search field(s)
3. Click Search to display results
4. Click on correct consumer from the results to access Client Details
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5. Click Actions
6. Select Edit Client from the drop-down
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7. Update information (for descriptions of information on each tab, see the next sections))

8. Click Save
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   Note
   icon false title Note
   You must click save on each tab before moving to the next if making updates on multiple tabs.

   Click Save
9. Click Yes on the Confirmation Alert
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Consumer Basic Demographics Tab

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1. Consumer’s first name
2. Consumer’s last name 
3. Consumer’s home address (only update if the consumer transferred branches)
4. If you change the home address, click Search Location – this populates the GNIS field below.
5. If you change the home address, select the correct time zone from the drop-down
6. Consumer’s primary phone number is their landline. If they do not have a landline number enter 000-000-0000. The alternate phone number and mobile number may also be updated.
7. Consumer’s email if they wish to be able to login to the system. If Client Login is not enabled Support@odhsoha.oregon.gov may be used as a default email.
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Client Information Tab

1. Client Id shows the consumer’s Prime Number
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Consumer Authentication Information Tab

1. Authentication Status: Defaults to Active if “Enable Client Login” is checked. Defaults to disabled if “Enable Client Login” is not checked. If a consumer is no longer receiving services, this should be disabled by the PTC Support Team. If the consumer is locked out

   , this will show Locked. If the consumer must be unlocked, Local Office staff can change this back to Active.

   , this will show Locked. If the consumer must be unlocked, Local Office staff can change this back to Active.

   Note
   icon false title Note
   If the user shares the same first and last name as an existing user, the system will add a number behind the last name as part of their username. Ex: john.smith1

Consumer Employer Representative (Guardian) Profile Overview

Once a consumer has selected a consumer employer representative (CER) and 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 Support Team.

To request the PTC Support Team create the new user:

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1. Click Guardians from the sidebar
2. Enter Guardian information in the search fields
3. Click search
4. Click on the correct Guardian in the results. This will display the Guardian Details page where edits can be made.
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5. Click Actions
6. Select Edit Guardian from the drop-down
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7. Update information (for descriptions of information on each tab, see the next sections)
8. Click Save
9. Click Yes on Confirmation Alert
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Guardian Basic Demographics Tab

Here is where you can find information you may need to update.

1. Guardian’s First Name
2. Guardian’s Last Name
3. Guardian’s Primary, Alternative, and Mobile Phone number
4. Guardian’s email address
5. The unique ID for the consumer employer representative is the consumer's Prime Number with the number 1 at the end.
6. Status should be active if the Guardian is acting as a CER. If the Guardian has no consumers, this should be inactive.
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Guardian Authentication Information

Enter Authentication Information

1. Status should be active if the Guardian is acting as a

   CER. If the Guardian has no consumers, this should be inactive. This should match the status on the Basic Demographics Tab

   CER. If the Guardian has no consumers, this should be inactive. This should match the status on the Basic Demographics Tab.

   Note
   icon false title Note
   If the user has the same first and last name as an existing user the system will automatically add the appropriate number to the end of the username.

Linking Client and Guardian Profiles

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1. Click on Clients tab from the sidebar
2. Enter consumer information in search fields
3. Click search
4. Click on the consumer to go to their details page
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5. Click Actions
6. Select Edit Client from the drop-down
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7. Click on Client Information tab
8. Start typing the consumer employer rep’s name in the Guardian field and select from the options that appear
9. Click: Save
10. Click Yes on the Confirmation Alert
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The consumer and the Guardian profiles are now linked.

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1. Click on Client Information tab
2. Remove the CER’s name from the Guardian field
3. Click Save
4. Click Yes on the Confirmation Alert
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The consumer and the Guardian profiles are now unlinked.

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1. Provider profiles will be created by the PTC Support Team. The PTC Support Team will receive a daily report of new consumer and provider combinations and from these reports, they will be able to create all necessary profiles, funding accounts, and service accounts.
2. The authorization process is initiated by the Voucher Specialist using the APD 546 to enter the authorization in DHR to create the voucher. Authorization information will be sent in real time from DHR to OR PTC DCI once the voucher is created in DHR. If the authorization fails to go to OR PTC DCI, it goes to a queue for the PTC Support Team to fix those failures. The queue will indicate the consumer and/or provider associated with the authorization are not in OR PTC DCI, which will prompt the PTC Support Team to create all the necessary profiles, funding accounts, and service accounts. Once all those pieces are added, the PTC Support Team will have the ability to resend the authorization to OR PTC DCI.
3. If more than two full business day have passed since the Voucher Specialist created the voucher in DHR and the provider has not been added to OR PTC DCI, the Local Office can request the profile and associated account information be setup by the PTC Support Team by submitting a request form to Support@odhsoha.oregon.gov. The request form can be found on the PTC website by clicking into the AAA/APD Staff option at the top left: https://www.oregon.gov/dhs/APD/ORPTC/Pages/Staff.aspx From there, scroll to the bottom and click “New User Forms”

4. See business process

   2.1 Add a New Provider for more information

   2.1 Add a New Provider for more information.

   Note
   icon false title Note
   Prior to sending a request to have a Provider added to the system, ensure they do not already have a profile in the OR PTC DCI system.

Update Provider Information

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1. Click Employees from the left sidebar
2. Enter provider information in search fields
3. Click Search
4. Click on the correct provider from the results to display provider details page
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5. Click Actions
6. Select Edit Employee from drop-down
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7. Update new information (more details in the following sections)
8. Click Save
9. Click Yes on Confirmation Alert
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Provider Basic Demographic Tab

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1. Provider’s First Name
2. Provider’s Last Name
3. Provider’s Phone Number will be 000-000-0000 if they do not have one
4. Provider’s Email
   
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Employee Information Tab

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1. Employee Number field will list the provider Uni ID
2. Weekly Hours Available is the provider’s weekly cap, listed as 40 hours if they are not on the 50 Hour Cap List. This field is only changed by the PTC Support Team.

3. Providers will always be listed in the Provider Default Cost Center EU – 0001 (do not

   change this)

   change this)

   Note
   icon false title Note
   The Provider Uni ID can be found on the PRV8 screen in Mainframe.

Provider Authentication Information Tab

1. Authentication Status is Active when the provider 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 needed.
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Finding the Provider Number

You can find the provider or PCA number from the Employee profile.

1. On the provider’s Employee Profile page.
2. Scroll down to Custom Fields and click on that tab.
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3. The Homecare Worker number or Personal Care Attendant number are displayed here.

Finding the Provider Number

You can find the provider or PCA number from the Employee profile.

1. On the provider’s Employee Profile page.
2. Scroll down to Custom Fields and click on that tab.
3. The Homecare Worker number or Personal Care Attendant number are displayed here.

State User Profile Overview

How to Create and Update a State User Profile

Staff profiles are created and maintained by the PTC Support Team.

1. 
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Staff User Profile Overview

How to Create and Update a Staff User Profile

Staff profiles are created and maintained by the PTC Support Team.

• To request new staff Access, a manager will need to complete the Staff Profile maintenance request form and submit it to Support@odhsoha.oregon.gov. The new user will receive an email from support@dcisoftware.com to complete account setup once their account has been created.
• If the request is to modify or close an account, a manager will complete the Staff Profile maintenance request form and submit it to Support@odhsoha.oregon.gov. Once the request has been processed the PTC Support Team will email the requestor to let them know the actions have been taken.

• The Staff Profile Maintenance Form can be found on oregon.gov under AAA/APD Staff by clicking New User Forms.

  Note
  icon false title Note
  It is the Manager’s responsibility to: Request access to OR PTC DCI from the PTC Support Team for all new staff members who require access. Notify the PTC Support Team as soon as a staff member no longer needs access, so the PTC Support Team can deactivate their account

• To request new staff Access, a manager will need to complete the Staff Profile maintenance request form and submit it to Support@odhsoha.oregon.gov. The new user will receive an email from support@dcisoftware.com to complete account setup once their account has been created.
• If the request is to modify or close an account, a manager will complete the Staff Profile maintenance request form and submit it to Support@odhsoha.oregon.gov. Once the request has been processed the PTC Support Team will email the requestor to let them know the actions have been taken.
• The Staff Profile Maintenance Form can be found on oregon.gov under AAA/APD Staff by clicking New User Forms

  . See business process 5.1 State Managing PTC User Accounts for more information.

Unlocking Profiles

A User’s Profile will be locked if they enter their password incorrectly 5 times. If an account is locked, the User will receive an email notification stating their account was locked.

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• 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 DCI Help Center at 1-855-565-0155to assist.
• The User can contact the Local Office and a State User with the Supervisor Role over the individual’s Cost Center can unlock the account.
• If their account status is disabled/terminated, email the PTC Support Team at Support@odhsoha.oregon.gov asking them to unlock with the information listed on the “Information Needed for PTC Support Requests” sheet on the PTC website (found in the Materials and Resources section on the right of the AAA/APD Staff page to unlock.
  • 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 respond via email to the requestor letting them know the actions could not be taken.

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1. Navigate to the Employee (provider), Client (consumer), or Guardian (consumer employer representative) profile page
2. Click Unlock
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If the individual does not know their PIN and/or Password these can also be reset in the Authentication Information in the next sections.

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A State User with the Supervisor Role or the PTC Support Team can update an individual’s Authentication Status. If the status of an individual is updated, it needs to be updated in Oregon Access for consumers or a note added in OR PTC DCI for providers and consumer employer representatives.

The next section will show resetting the Authentication information in the event a user has forgotten their login information.

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Reset Authentication Details

1. Navigate to the Employee (provider), Client (consumer), or Guardian (consumer employer representative) profile page
2. Click Actions

3. Click Edit Employee (

   provider), Client (consumer), or Guardian (consumer employer representative)

   provider), Client (consumer), or Guardian (consumer employer representative)
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   Note
   icon false title Note
   Make sure the user has an active email address in OR PTC DCI before resetting the authentication details.

4. Click Authentication Information

5. Click Reset
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   Note
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   Resetting Authentication Information will trigger an email to User to reset their password, PIN, and security question.

Guidance Resources

The OR PTC Team has developed several resources to help guide your journey through this new system as there will be many new processes and best practices to make the system function smoothly.

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