1. Oregon ACCESS Inquiry Heather Williams heather.d.williams@state.or.us 541-548-2206 x 340

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

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

4. 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.

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

6. History  The Oregon ACCESS project was started in mid 1995.  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.

7. 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.

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

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

11. 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

12. 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

13. 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.

14. Login & Main Menu

15. Desktop Icons Production Training

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

34. Person Search Half the Battle!

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

36. 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!

37. 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.

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

41. Search Results

42. Interpreting the Person Search Results

43. 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

44. 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

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

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

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

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

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

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

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

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

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

56. Case Search

57. 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.

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

66. Active, Inactive, Archive

69. Creating a Person and Case in Oregon ACCESS

70. The Oregon ACCESS Case

71. Persons and Contacts Screen

78. Case Details

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

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

118. Oregon ACCESS Narrative

128. 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.

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

130. 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

131. Printing/Forms

141. Oregon ACCESS Reports