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Contents

Disclaimer. 3

Consumer (Client) Profile Overview

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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.

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How are Consumer Profiles Created?. 3

Update Consumer Information.. 4

Consumer Information to Update. 4

View/Edit Consumer Details. 5

Consumer Basic Demographics Tab.. 6

Client Information Tab.. 8

Consumer Authentication Information Tab.. 8

Consumer Employer Representative (Guardian) Profile Overview... 9

Request the PTC Support Team Create a New CER Profile. 9

Consumer Employer Representatives get Guardian Profiles in OR PTC DCI. 10

Update Consumer Employer Representative Information.. 10

View/Edit Guardian Details. 11

Guardian Basic Demographics Tab.. 13

Guardian Authentication Information.. 14

Linking Client and Guardian Profiles. 14

Add or Remove Guardian.. 14

Linking a Guardian Profile to a Client Profile. 15

Unlinking a Guardian Profile and a Client Profile. 17

Provider (Employee) Profile Overview... 18

How to Create a Provider Profile. 18

Update Provider Information.. 18

View/Edit Provider Details. 19

Provider Basic Demographics Tab.. 20

Employee Information Tab.. 22

Provider Authentication Information Tab.. 23

Finding the Provider Number on the Employee Details Page. 24

State User Profile Overview... 25

How to Create and Update a State Profile. 25

Unlocking Profiles. 26

Authentication Details & Status. 28

Profile Authentication Status. 28

Reset Authentication Details. 28

Guidance Resources. 30

Disclaimer

The content found in this document is intended for staffusing the OR PTC DCI system.

Consumer (Client) Profile Overview

How 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 set up in Mainframe/DHR.

The consumer and provider profiles will be created by the PTC Support Team.

The authorization process is initiated by the

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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.

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Please do not send the APD 546 to the PTC Support Team.

If an authorization fails to go to OR PTC DCI, it goes to a queue for the PTC Support Team to fix

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. The queue will indicate if the consumer and/or provider associated

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with the authorization are not in OR PTC DCI

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; 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

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resend the authorization to OR PTC DCI.

If more than two full business days have passed since the

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voucher specialist created the voucher in DHR and the consumer has not been added to OR PTC DCI,

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local office staff can request the profile and associated account information be setup by the PTC Support Team by submitting a

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Consumer/Provider Profile Maintenance Form to PTC.Support@odhsoha.oregon.gov

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. Once the profile and associated account information has been created, the PTC Support Team will

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respond to the requestor.

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The voucher number and voucher created date

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are required fields on the Consumer/Provider Profile Maintenance Form. These request forms can be found on the PTC website ptc.oregon.gov by clicking

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AAA/APD Staff, then click New User Forms.

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See business process 1.3.1 Add a New Consumer

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for more details.

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Before submitting a request, check the system to make sure a profile does not already exist for that consumer.

Update Consumer Information

1. If the

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1. local office was notified of the update by the consumer:
   1. State
   User
   1. user updates information in Oregon Access and OR PTC DCI.
2. If the

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1. local office was notified of the update via the Change Email/Phone report:
   1. Case
   Manager
   1. manager contacts the consumer to verify the updated information.
   2. Case
   Manager
   1. manager makes sure information is in both Oregon Access and OR PTC DCI.
2. State

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1. user has information in ONE updated per

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1. local office procedures.
2. State

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1. user narrates in Oregon Access.

See business process 1.3.2 Update Consumer Information for more details.

Consumer Information to Update

Information Local Office local office staff may need to update on a consumer’s profile in OR PTC DCI:

• Consumer’s name
• Phone Primary phone number (primary, alternate, and mobile)this must be the consumer’s landline)
• Alternate phone number
• Mobile phone number
• Email address
• Address (if the consumer is moving to a new branch)

View/Edit Consumer Details

Updating consumer information happens from the Client Details screen.To view or edit consumer information:

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

   icon	false
   title	Note

   You must click save on each tab before moving to the next if making updates on multiple tabs.
9. Click Yes on the Confirmation Alert
   Image Removed.

Consumer Basic Demographics Tab

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

Consumer information is divided into tabs. Each tab contains different information you may need to update. The first tab is Basic Demographics. This tab contains the following:

1. First Name: Consumer’s first name
2. Last Name: Consumer’s last name 
3. Address: Consumer’s home address (only update if the consumer transferred branches)
4. If you change the home address, click :
   1. Click Search Location – this populates the GNIS field below.
   If you change the home address, select
   1. Time Zone: Select the correct time zone from the drop-down.
5. Phone, Alternate Phone, and Mobile Number: 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.
6. Email: Consumer’s email if they wish . This is required for the consumer to be able to login to log into the system. If Client Login is not enabled Support@odhsohathe consumer does not have an email address, Suspport@odhsoha.oregon.gov may must be used as a default email.Image Removed

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Client Information Tab

The second tab is Client Information. You will likely not update anything on this tab.

1. Client Id shows the consumer’s Prime Number
   Image Removed: The consumer’s prime number.

Consumer Authentication Information Tab

The third tab is Authentication Information.

1. Authentication Status: Defaults
   1. This defaults to Active if “Enable Client Login” is checked
   . Defaults
   1. and defaults to disabled if “Enable Client Login” is not checked.
   2. If a consumer is no longer receiving services, this
   should
   1. will be disabled by the PTC Support Team. Local office staff should not make this change; instead email the PTC Support Team that the consumer is no longer receiving services.
   2. If the consumer is locked out, this will show Locked. If the consumer must be unlocked,
   Local Office
   1. 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
   1. The consumer’s profile can remain locked, and the provider will still be able 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 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.

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the PTC Support Team.

Request the PTC Support Team

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Create a New CER Profile

1. Local Office Staff office staff will submit a New User form Form to Support@odhsoha.oregon.gov. These request forms can be found on the PTC website by clicking into the on 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”click New User Forms and then Consumer Employer Representative Profile Maintenance Form​.
2. Narrate the request was sent in Oregon Access.
3. The PTC Support Team adds creates a profile for the CER to the system and links them the CER to the consumer indicated on the form.
4. The PTC Support team Team will send the CER a their username, temporary password, and instructions to complete account setup.
5. Once the CER has been added, the The PTC Support Team narrates in Oregon Access, and emails the requestor to notify notifying them the account has been created.

See business process 1.4.3 Create New Consumer Employer Representative Account for more information.

Consumer Employer Representatives get Guardian Profiles in OR PTC DCI

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• 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

1. If the

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1. local office was notified of the update by the CER:
   1. Case
   Manager
   1. manager updates information in Oregon Access and OR PTC DCI.
2. If the

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1. local office was notified of the update via the Change Email/Phone report:
   1. Case
   Manager
   1. manager contacts CER to verify the updated information.
   2. Case
   Manager
   1. manager makes sure information is in both Oregon Access and OR PTC DCI.
2. Case

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1. manager has information in ONE updated per

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1. local office procedures.
2. Case

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1. manager narrates in Oregon Access.

See business process 1.4.2 Update Consumer Employer Representative Information for more details.

View/Edit Guardian Details

To update Guardian information, go to the Guardian details page.

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

Guardian Basic Demographics Tab

Here The Basic Demographics tab is where you can will find information you may need to update.

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

Guardian Authentication Information

Enter The Authentication Information tab shows if the CER’s profile is active or inactive.

1. Status: 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. 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 usernameshould match the status on the Basic Demographics Tab.

Linking Client and Guardian Profiles

Consumer employer representatives (Guardians) are given access to consumers (clients) by linking the Guardian CER’s profile to the consumer profileconsumer’s profile. A Guardian can be linked to more than one consumer, but a consumer cannot be linked to more than one Guardian. 

Add or Remove Guardian

When a consumer has a

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Consumer Employer Representative (CER), the CER will be added in the OR PTC DCI System using a Guardian Profile. This will give them the ability to view the authorization as well as sign off on time if they would like to.

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There will also be times when a consumer removes or changes their

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CER. In this scenario, the Guardian will need to be unlinked and potentially

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inactivated in

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OR PTC DCI

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if they are not a CER for any other consumers.

See business process 1.4.1 Add/Remove Consumer Employer Representative for more information.

Linking

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a Guardian Profile to a Client Profile

To link a consumer profile to a Guardian profileCER to their consumer:

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

The consumer and the Guardian CER profiles are now linked.

Unlinking

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a Guardian

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Profile and a Client Profile

1. Click on the Client Information tab.
2. Remove the CER’s name from the Guardian field.
3. Click Save.
4. Click Yes on the Confirmation Alert
   Image Removed.

The consumer and the Guardian profiles 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 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

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so the PTC Support Team

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can fix

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the failures. The queue will indicate if the consumer and/or provider associated with the authorization are not in OR PTC DCI, which will prompt the PTC Support Team to create

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the necessary profiles, funding accounts, and service accounts. Once all

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pieces are

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created, the PTC Support Team will

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resend the authorization to OR PTC DCI.

If more than two full business

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days have passed since the

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voucher specialist created the voucher in DHR and the provider has not been added to OR PTC DCI, the

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local office can request the profile and associated account information be setup by the PTC Support Team by submitting a request form to PTC.Support@odhsoha.oregon.gov. The request form can be found on the PTC website at ptc.oregon.gov by clicking

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AAA/APD Staff

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from the menu on the left. From there, click New User Forms and open the Consumer Provider Profile Maintenance Form.

See business process 1.2.1 Add a New Provider for more information.

Update Provider Information

1. If the

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1. local office was notified of the update by the provider:
   1. State
   User
   1. user updates information in Oregon Access and OR PTC DCI.
2. If the

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1. local office was notified of the update via the Change Email/Phone report:
   1. State
   User
   1. user contacts provider to verify the updated information.
   2. State
   User
   1. user makes sure information is in both Oregon Access and OR PTC DCI.

See business process 1.2.3 Update Provider Information for more information.

View/Edit Provider Details

1. Click Employees from the left sidebar.
2. Enter provider the provider’s information in search fields.
3. Click Search.
4. Click on the correct provider from the search results to display the provider details page
   Image Removed.
5. Click Actions.
6. Select Click Edit Employee from drop-down
   Image Removed.
7. Update new information (more details in the following for descriptions of information on each tab, see the next sections).
8. Click Save.
9. Click Yes on the Confirmation Alert
   Image Removed.

Provider Basic

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Demographics Tab

Information The Basic Demographics tab has a lot of provider information you may update and to note on the Employee Details page:need to update.

1. First Name: Provider’s First Name
2. Last Name: Provider’s Last Name
3. Address: Provider’s Physical Address
4. Phone, Alternate Phone Number will be 000-000-0000 if they do not have oneProvider’s Email
   Image Removed

Employee Information Tab

Enter provider data for all required fields. 

1. , and Mobile Number: Provider’s Primary, Alternate, and Mobile Phone Numbers
2. Email: Provider’s Email Address

Employee Information Tab 

1. Employee Number: The provider’s Uni ID.
2. Weekly Hours Available: The provider’s weekly cap. This is
3. Employee Number field will list the provider Uni ID
4. 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.
5. Cost Center: Providers will are always be listed in the Provider Default Cost Center EU – 0001 (do not 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: This is Active when the provider is working or can work. It will say Locked if the provider is locked out. A Local Office local office staff member may change this from Locked to Active if needed.
   Image Removed

   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.
      Image Removed
   3. The Homecare Worker number or Personal Care Attendant number are displayed here.
      Image Removed

   Staff User Profile Overview

   How to Create and Update a Staff User Profile

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

   ...

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

   ...

   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.
   1. 1. This may display locked if the provider has never logged into the system or has not done so for a long time. This may be because they are using the 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.

   Finding the Provider Number on the Employee Details Page

   You can find the provider’s HCW or PCA number on the provider’s profile.

   1. Navigate to the provider’s Employee Details page.
   2. Click on Custom Fields towards the bottom of the screen.
   3. The provider’s HCW and/or PCA number are displayed.

   State User Profile Overview

   How to Create and Update a State 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 account setup once their account has been created.

   If the request is to modify or close an account, a manager should complete 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 actions have been taken.

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

   See business process 1.5.1 Managing State Profiles

   ...

   for more information.

   Unlocking Profiles

   A User’s Profile user’s profile will be locked if they enter their password incorrectly 5 times within a 24-hour period. If an account is locked, the User will receive an email notification stating their account was locked.user will receive an email notification stating their account was locked.

   Staff who need their account unlocked can contact the PTC Support Team at PTC.Support@odhsoha.oregon.gov. They must email from their own email address and include their name and OR/P Number. The PTC Support Team does not accept third party requests to unlock staff profiles.

   Providers, consumers, and CERs External Users can have their account unlocked in the following ways:

   • A locked profile will automatically unlock after 24 hours. If they need to use the system right away, the Local Office local office may be able to assist.
   • The User user can contact the Local Office local office and a State User state staff member with the Supervisor Role over the individual’s Cost Center can to unlock the account.
   • If their account status is disabled/terminated, email the PTC Support Team at Support@odhsoha.oregon.gov asking them to unlock the profile 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 unlockfollowing information. For providers, include the provider number and provider’s name. For consumer, include the prime number and consumer name. For CER’s include the CER’s name and 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 respond via email to the requestor letting them know the actions could not be taken.

   See business process 1.5.3 Unlock an Account for more informationa Profile for more information.

   Prior to unlocking a profile, you much verify the user’s identity, as other users may have their same name.

   To unlock a profile:

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

   If the individual does not know their PIN and/or Password these can also be reset in the Authentication Information in the next sections, see Reset Authentication Details section.

   Authentication Details & Status

   Profile Authentication Status

   A Useruser's authentication status determines if a user can access OR PTC DCI. 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 status can only be changed by a PTC Support staff member.
   • Locked: The User cannot log into OR PTC DCI. This status is set by the system when a User is locked out due to entering their password incorrectly 5 times. A State User with the appropriate role and/or permission can unlock the profile.

   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.

   Note
   icon false title Note
   Resetting Authentication Information will remove the PIN, meaning they must go into OR PTC DCI and set a new one upon logging in.

   Reset Authentication Details

   determines if a user can access OR PTC DCI. 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 status can only be changed by the PTC Support Team.
   • Locked: The user cannot log into OR PTC DCI. This status is set by the system when a user is locked out due to entering their password incorrectly 5 times in a row within a 24-hour period. A state user with the appropriate role can unlock a provider’s, consumer’s, or CER’s 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 updated in Oregon Access for consumers or a note added in OR PTC DCI for providers and consumer employer representatives.

   Reset Authentication Details

   You may need to reset a profile if someone no longer knows their login information. Only use this method if they do not know their password and if the Forgot Password option is not working for them. Resetting Authentication Information will reset the security question and remove the PIN. The provider will be prompted to set a new security question upon logging in. They will not be prompted to create a new PIN. However, the provider will need 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 PIN, they will not be able to use the landline and will have to use their full password to log into the mobile app.

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

      Note
      icon false title Note
      Make sure the user has an active email address in OR PTC DCI before resetting the authentication details.

   5. Click Authentication Information

   6. Click Reset
      Image Removed

      Note
      icon false title Note
      Resetting Authentication Information will trigger an email to User to reset their password, PIN, and security question.

   Guidance Resources

   ...

   1. profile page by clicking the tab corresponding with the profile type and searching for the individual in question.
   2. Verify the user has a valid email on their profile, meaning it is not the PTC Support email.
      1. If they do not have a valid email on file, you cannot reset their authentication details. You will need to contact the user, get a valid email address for them, and update their profile. At that point, you can reset their authentication details.
   3. Click Actions.
   4. Click Edit Employee for providers, Edit Client for consumers, or Edit Guardian for CERs.
   5. Click Authentication Information.
   6. Click Reset.

   Guidance Resources

   Resources can be found on the DCI Help Center.

   ...

   • Quick Reference Guides – These are short documents intended to help guide Users users through common system tasks which will be faced regularly.
   • Computer Based Trainings (CBTs) – These are online modules intended to allow Users users a more engaging experience as Users users click through the operations as the trainer is narrating the steps.
   • E-Learning Modules – Such as this course, these Guides – These are longer courses documents which cover many system functions and walk users through what the screens look like as well as the fields that will need to be filled out.
   • Business Processes – These explain the steps to complete different tasks, including the steps within Mainframe, OA, and OR PTC DCI. 

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