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1. Local office staff will submit a New User Form to PTC.Support@odhsoha.oregon.gov. These request forms can be found on the PTC website by clicking on AAA/APD Staff at the top left. From there, 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 creates a profile for the CER and links the CER to the consumer indicated on the form.
4. The PTC Support Team will send the CER their username, temporary password, and instructions to complete account setup.
5. The PTC Support Team emails the requestor notifying them the account has been created.

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1. If the local office was notified of the update by the CER, go to step 3.
2. If the local office was notified of the update via the Change Email/Phone report, case manager contacts CER to verify the updated information.
3. Case manager Staff member verifies and updates information in Oregon Access, if needed.
4. Case manager Staff member verifies and updates information in OR PTC DCI, if needed.
5. Case manager Staff member has information in ONE updated per local office procedures.
6. Case manager Staff member narrates what tasks were completed in Oregon Access.

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If more than two full business days 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 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 Maintenance Form.

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New pairings should be linked with authorizations in OR PTC DCI within two full business days of the voucher creation in Mainframe. If more than two 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 the left. From there, click New User Forms and open the Consumer Provider Profile Maintenance Form.

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1. Staff member completes 3.0 Time Entry for all the entries the consumer’s provider(s) have entered. This means pulling a batch containing all the provider’s entries and entering these entries into Mainframe with the voucher in 35 status, so it is ready to be paid.
2. Case manager notifies Eligibility of consumer’s passing per local office procedure. This should be done immediately, meaning do not wait for provider’s entries to be processed or paid. Refer to the Case Management Death Checklist Closing Procedures for Deceased Consumer resource on APD Staff tools.
3. Case manager contacts the provider and narrates all the tasks completed in Oregon Access.
4. Case manager closes the Service Plan in Oregon Access after the date of death is added in ONE by eligibility.
5. Case manager completes 546 form with prorated hours and requests voiding outstanding vouchers and ending ONGO. Case manager providers 546 form to voucher specialist.
6. Voucher specialist voids outstanding vouchers and ends ONGO in Mainframe.
7. Voucher specialist rejects outstanding authorizations in OR PTC DCI (these will match the vouchers which were voided in Mainframe).
   1. To reject an authorization:
      1. From the Authorizations Tab, click on Authorizations.
      2. Use the search filters to find the authorization you wish to reject.
      3. Click on the authorization. In the Authorization ID Reference column, you will see the voucher number. You can use this to identify the authorizations you want to edit.
      4. Click Actions.
      5. Select Reject Authorization.
      Case manager contacts the provider and narrates all the tasks completed in Oregon Access
      1. .
8. Case manager closes all auxiliary services and informs vendors as per policy. Refer to the Case Management Death Checklist Closing Procedures for Deceased Consumer resource on APD Staff tools.
9. Case manager closes the Service Plan in Oregon Access after the date of death is added in ONE by eligibility.Case manager narrates and transfers the case to EAU 8606 in Oregon Access, if applicable.
10. Local office staff email the PTC Support Team.
    1. Information to include in the email:
       1. Provider’s name
       2. Provider number
       3. Consumer’s name
       4. Prime number
       5. Last day the provider worked, if different from the consumer’s date of death
       6. If the consumer passed away, including date of death
       7. If the provider passed away, including date of death
       8. If the provider is no longer working as a provider, request their profile be inactivated
       9. If known, has the provider entered all their time and miles
    2. If any information is missing from the email, the PTC Support Team will reach back out requesting the information.
    3. Upon receiving the email, the PTC Support Team will unlink the pairing and inactivate the consumer’s profile.

See business process 3.3.0 Consumer Passes Away for more information.

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

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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 local office and a state staff member 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 PTC.Support@odhsoha.oregon.gov asking to unlock the profile with the following information. For providers, include the provider number and provider’s name. For consumers, 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.

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1. Navigate to the Employee (provider), Client (consumer), or Guardian (consumer employer representative) 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 (PTC.Support@odhsoha.oregon.gov).
   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.

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