Purpose: To explain how to use the Staff Profile Maintenance form to make changes to the OR PTC DCI profiles of local/program office staff members. Outcome: Management teams will understand how to use the Staff Profile Maintenance form to add, deactivate, modify, and reactivate staff profiles. Relevant Business Process: 1.5.1 State Managing PTC User Accounts As a manager, you may need to ask PTC Support to add, deactivate, modify, or reactivate your employee’s OR PTC DCI profile. To take any of these actions, you (or a staff member on behalf of your management team) will need to fill out the Staff Profile Maintenance form and email it to PTC.Support@odhsoha.oregon.gov. (Note: If a staff member is completing the form, the manager must be CC’d on the email for awareness.) The form can be located on the PTC website (ptc.oregon.gov) under the AAA/APD Staff tab and “New User Forms” heading. How to Know What Role or Permissions to RequestThere are three main roles a profile can have in OR PTC DCI. A role dictates what actions a user can take in OR PTC DCI. A single profile cannot have more than one role over a cost center (branch). Supervisor Role: This is the most common role for staff using OR PTC DCI. Users with this role can:
Payroll Team Role: The only function of the payroll team role is to create and download the payroll batch report for a cost center (branch). The payroll batch report contains all entries submitted by providers in a cost center during a set period of time. Profiles with this role cannot view or edit entries or authorizations. Offices may create a shared payroll team profile. Staff will be able to have their own, separate profile with the supervisor role and can log in to the shared payroll team profile when the payroll batch report needs to be created. Auditor Role: The auditor role allows users to view entries and pull reports from the system. Users with this role cannot take any action on entries in the system. This role is great for fraud units, OHCC staff, policy staff or others who need to review actions that have been taken, but not create or edit entries or authorizations. The Authorization Admin permissions can be added to this role to allow users to view authorizations. Permissions: At this time, there is one permission set that can be requested. The Authorization Admin permission set allows users to view and edit authorizations. It can be added to the supervisor or auditor role. Adding a Staff ProfileWhen a new staff member starts on your team and needs access to OR PTC DCI, you will need to submit a Staff Profile Maintenance form for their profile to be created.
Deactivating a Staff ProfileWhen a staff member leaves your team and they previously had access to OR PTC DCI, you will need to submit a Staff Profile Maintenance form to PTC Support to deactivate their profile. This is crucial to ensure that only authorized personnel have access to OR PTC DCI.
Modifying a Staff Member’s AccessIf a staff member moves from one team or branch to another, their role or cost center may need to be modified in OR PTC DCI.
Reactivating a Staff ProfileIf a staff member returns to a role that requires access to OR PTC DCI, their profile will need to be reactivated.
Then, fill in the “Staff User Roles” section indicating which roles/cost centers they need access to.
Change Email/Phone ReportThe Change Email/Phone Report is generated each month by DCI. Users who have been identified by their management team to be a recipient of the report will receive it via the messaging module in OR PTC DCI on or around the first of the month. The report lists all email addresses and phone numbers that have been updated by providers, consumers or Consumer Employer Representatives in OR PTC DCI in the last month. Follow the business processes below to update user information across all State systems:
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