Oregon ACCESS Inquiry Heather Williams x 340

What this includes…  Overview of Oregon ACCESS inquiry, navigation, narrative, limited data entry, and printing functions  Geared toward non-eligibility staff!!

What this doesn’t include….  Medicaid Eligibility Training  Ongoing ACCESS Case Management  APS Training  CA/PS Training  CMS Integration

Objectives…. This presentation is designed to introduce: Oregon ACCESS Navigation. Searching for People and Cases in Oregon ACCESS. Viewing client and case data in Oregon ACCESS. Limited data entry in Oregon ACCESS. Narrating in Oregon ACCESS. Printing forms and reports.

Introduction ACCESS is an acronym for… Automated Computer Capture and Storage System

History  The Oregon ACCESS project was started in mid  Goal was to create a computer system to help automate the application and intake process.  Since 1995, Oregon ACCESS has evolved into a large-scale multifaceted case maintenance system.

Connections Oregon ACCESS is one of many computer systems that APD staff will encounter. It is connected to some, but not all, of the systems we may use.

What Oregon ACCESS does:  Data Storage Tool (Database)  Case Maintenance Support Tools  Many components

Forms Reports Resource Assessment APS Case Reports Call Narrative CA/PS OAA NAPIS Resource Directory Integration Screening Provider Ticklers

What Oregon ACCESS does NOT do:  It does not make Medicaid financial eligibility determinations  It does not issue medical, cash, or food benefits  It does not issue home care worker vouchers  It does not create CBC authorizations  It does not create NF authorizations  It does not communicate with the MMIS

Design  Can be used in the office or on field visits.  Accommodates many different working styles. Many ways to accomplish the same task Does not force a set pattern of data entry

Expectation of Use  It is the application system APD and AAA offices use to capture information about the clients we serve.  Integration with the Client Maintenance System (CMS) is the method that we use to transfer client information to the mainframe.

Login & Main Menu

Desktop Icons Production Training

At login… Depending upon your security rights and the way your computer is set up, you may see different things when you log in

Person Search Half the Battle!

Oregon ACCESS and Client Index (CI) are related Person exists in Client Index (CI) Person exists in Oregon ACCESS CI & OA – Registered records

Oregon ACCESS Registration If a person is known to CI AND known to Oregon ACCESS, the records can be “connected” through a process called Registration. Hey! I know you!

Oregon ACCESS Search First: Searches the CI Database Second: Searches Oregon ACCESS A new person record can only be added to Oregon ACCESS after both CI and Oregon ACCESS have been searched.

Person Search Criteria Search Criteria  Prime ID  SSN  Name – less = more! Sounds Like Search

Search Results

Interpreting the Person Search Results

Search Result Scenarios 1. The Person exists in both CI and Oregon ACCESS AND the records are registered. 2. The Person exists in both CI and Oregon ACCESS BUT the records are not registered. 3. The Person exists in CI but does not exist in Oregon ACCESS 4. The Person exists in Oregon ACCESS but does not exist in CI. 5. The Person does not exist in either CI or Oregon ACCESS

Person Search Result Scenarios Person Exists in CI Person Exists in OA If in both CI and OA is record registered? #1Yes #2Yes No #3YesNoN/A #4NoYesN/A #5No N/A

Person Search Scenario #1 – P erson exists in CI & OA AND records are registered.

Person Search Scenario #2 Person exists in CI and OA, but records are not registered – CI Search Results

Person Search Scenario #2 (continued) Person exists in CI and OA, but records are not registered – Oregon ACCESS Search Results

Person Search Scenario #3 Person exists in CI but not in OA – CI Search Results

Person Search Scenario #3 Person exists in CI but not in OA – OA Search Results

Person Search Scenario #4 Person exists in ACCESS but not CI – CI Search Results

Person Search Scenario #4 Person exists in ACCESS but not CI – OA Search Results

Person Search Scenario #5 Person does not exist in CI or OA – CI Search Results

Person Search Scenario #5 Person does not exist in CI or OA – OA Search Results

Case Search

The Oregon ACCESS Case Search function has the following limitations: Looks for Active Cases only Looks for Cases on which the person name entered is the Primary Applicant Only searches cases housed in the branch office into which the user is logged in.

Person Detail Screen  Complete a person search for CUP, TEA

Active, Inactive, Archive

Creating a Person and Case in Oregon ACCESS

The Oregon ACCESS Case

Persons and Contacts Screen

Case Details

Oregon ACCESS Client Assessment and Planning System This section of Oregon ACCESS is explained in the Oregon ACCESS CA/PS trainings

Employment Initiative Program is obsolete. This section of Oregon ACCESS is not currently used.

Oregon ACCESS Narrative

Narratives are an official part of the Case Record!! A client or client representative may ask to see the case narrative at any time. Narratives are often introduced in hearings.

Narrative Standards  Enter in chronological order  Complete narrative at the time of contact  Be objective and factual  Be descriptive, concise, complete

Narrative Standards (continued)  Check narrative for proper grammar and spelling  Do not include any information on HIV/AIDS  Do not include specific details of APS referrals – record that a referral was made  Be care with documenting domestic violence issues

Printing/Forms

Oregon ACCESS Reports