Page History

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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.Case manager closes the Service Plan in Oregon Access after the date of death is added in ONE by eligibility.
9. 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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