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OACCESS Fundamentals

Specific toOPI Case Managers

andOPI/OAA Data Entry staff

Presented by

Rhonda BuedefeldtMarch 2010

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Table of ContentsPerson Search . . . . . . . . . .6 Add new person . . . . . .11 Review . . . . . . . . . . . . .17Client icon . . . . . . . . . . . . .18 Case details . . . . . . . . .19 Person tab . . . . . . . . . . 20 Address tab . . . . . . . . . 21 Contacts tab . . . .. . . . . 22Service Needs icon . . . . . .23OAA Summary tab . . . . . . 25 Review . . . . . . . . . . . . .26Nutrition tab . . . . . . . . . . . 27ADL/IADL . . . . . . . . . . . . .28Special Diet . . . . . . . . . . . 29 Review . . . . . . . . . . . . 30OAA Svc/FCSP tab . . . . . 31 Add new service . . . . . 32 Review . . . . . . . . . . . . .35

CAPS icon . . . . . . . . . . . . . . . . . . . 36Benefits icon . . . . . . . . . . . . . . . . . .39 Case Overview tab . . . . . . . . . . 41 Service tab . . . . . . . . . . . . . . . . 43 Review . . . . . . . . . . . . . . . . . . . 44Narrative icon. . . . . . . . . . . . . . . . . 45 Narration standards . . . . . . . 46,48 Sample Narrative. . . . . . . . . . . .52 What NOT to narrate . . . . . . . . .55Case closure . . . . . . . . . . . . . . . . . 57Data entry checklist . . . . . . . . . . . . 63OACCESS Application Choices . . .65Working away from the office . . . . 66Technical assistance resources . . .74Contacts . . . . . . . . . . . . . . . . . . . . .75

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Objectives

Identify OACCESS screens to complete for OPI Cases to be coded properlyReview Narrative expectationsUnderstand how OA coding impacts the broader work of the local AAA and SPD officesIdentify OACCESS screens to complete for accurate NAPIS data to be collected

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What we will not be covering

• OPI payment vouchers

• CAPS– Assessments– Service Planning

• OACCESS tools such as– Ticklers– Reports– Hot Keys

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Let’s Get

Started!

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Main Menu

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Person Search

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• Name (auto-filled)

• Gender

• DOB

• Marital Status

• Social Security Number

• Race/Ethnicity

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Review

• Person Search – Search by proper name or nickname– Do not create a new client file if one exists in

the Client Information System (CIS aka Mainframe aka Host Explorer aka Hummingbird)

– Indicate in the case file if the person has any alias names.

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Your Primary Icons

Client Icon

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Case Details

Three tabs require your attention

Person Address Contacts

Please complete as many cells with the information as you have available. Don’t under-estimate the value of information especially contacts and contact roles.

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Your Primary Icons

Service Needs

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Service icon

OAA Sumry tab

Nutrition tab

ADL/IADL tab

Special Diet tab

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Review

OAA Sumry tab

Last Review DateMonths to review# in HH Income levelStart date

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Screen print

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Review

NutrRsk/ADL tab

Nutrition RiskADL/IADL’sSpecial DietPhysician Info (if available)

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Moving on OAA Svc/FCGS tab

– All services on the OPI client service plan should be coded here

– Start Date– Authorized Units of Service– Information on this tab needs to be updated

each time a new service is provided – Monthly units of service provided can be

entered using this tab

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Review

OAA Svc tab/FCSP

All services on Svc Plan including OAA srvcsInformation & AssistanceCase Management or Case MonitoringPersonal Care/Homemaker ServicesHome Delivered MealCaregiver Services (if applicable)

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Your Primary Icons

CAPS (no tabs associated)

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CAPS

• Assessment must be done at least annually (not to exceed 12 months)

• Client Details – CMS Waivered Requirement

• Service Planning (allows payment to home-care workers and agencies via the SPD voucher/billing system)

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Need a break?

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Your Primary Icons

Benefits

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Benefits icon

Case Overview tab

Service tab

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Screen print

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Review

Benefits/Case Overview tab

Date of RequestOPI Box CheckedAssign Worker, Roles Applying For (Select PA)

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Review

Service tab

Case ActionStart DateOAR Citation (411-032) Monthly Fee

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Your Primary Icons

Narrative (no tabs associated)

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Narration Standards

1. Chronological Record

2. Time of Contact (or within 3 days)

3. Objective, Factual, Free of Personal Bias

4. Descriptive, Concise and Complete

5. Grammar, Spelling and Punctuation

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Narration

• Narration MUST be kept up to date and should be done at the time of contact or activity, or within at least 3 days.

• Narrate all contacts with client, family, provider agencies, home care workers, etc. Be brief but include who, what, where, when and how.

• Ensure all information narrated is objective and client focused.

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Narration, continued

• It is not necessary to duplicate any information already documented in CAPS. Refer the reader to the CAPS assessment for details.

• Document forms have been sent; forms have been returned.

• Document completed or pending referrals or other case actions.

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Narration, continued

• Document changes in plan or provider status.

• Document actions taken on the case. What did the worker agree to follow through on and what is the individual or representative going to do?

• Finally - remember to document all monitoring activities such as client visits and phone calls.

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Sample Narrative - OPI client fee calculation

• Client eligible for OPI Services with a SPL of 15. • OPI approved & service plan developed. • Total household income = $1,000/month from client’s

Social Security benefits. • Medical expenses=$200.00/month ($100 in Rx; $50 in

OTC meds; $50 in medical services for a total of $200). • Net income = $800.00/month ($1000-$200=$800). • Client fee based on net is $1.13 per hour. Service plan

includes 20 hours. • Total monthly client fee =$5.80/month (20 hours x

$1.13=$22.60)

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Narration - CAPS

Things related to CAPS that should be narrated:Date and location of assessmentWho was present or interviewedCollateral contacts and/or records reviewedIs client receiving appropriate care?List SPL (or if re-determination, new SPL)Please see xx/xx/xxxx Assessment for details.

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Narration –Visits & Phone Calls

Did the worker provide any information?

What action(s) was/were taken?

What did the worker agree to follow through on, and,

What does the client or representative need to do?

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What NOT to Narrate?

• HIV/AIDS

• Protective service details/outcomes

• Domestic violence allegations

• Anything not directly related to client/client care

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Need a break?

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Case Closure

• Person/Case details: Date of Death

• OAA Sumry tab: Zero out months to next review

• OAA Svc/FCSP tab:

– All services should have end date

reason the services have ended

• CAPS - End date

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Review of Case Closure

Case Overview - Remove yourself as worker

• Narrate – what you have done and why you have done it

• Inactivate Case• Send decision notice with Grievance

forms, if appropriate• Send notice to homecare worker

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Data Entry Checklist Person Details/ Case Details Fill in as completely as possible Contacts and Roles

Benefits/Case Overview tab Date of Request OPI Box Checked Assign Worker, Roles Applying For (Select PA)

Service tab Case Action Start Date OAR Citation Monthly Fee

CAPS Assessment Client Details Service Planning

Service NeedsOAA Sumry tabLast Review DateMonths to review# in HH Income levelStart date

NutrRsk/ADL tabNutrition RiskADL/IADL’sSpecial DietPhysician Info (if available)

OAA Svc tab/FCSPAll services on Svc PlanInformation & AssistanceCase Management or Case MonitoringPersonal Care/Homemaker ServicesHome Delivered MealCaregiver Services (if applicable)

Narration Complete

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Let’s talk a bit about OACCESS and the application options available to you.

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OACCESS ApplicationCitrix - Consolidated use only• OA is not installed on your desktop/laptop – it is accessed through

your internet browser and is available through a remote server (aka VPN).

Desktop – Consolidated use only• Desktops are stationary computers. OA is installed on your

desktop or you access via Citrix. Desktops offer “Consolidated” use only. (All case files are consolidated into the OA application – no remote use is available.)

Laptop – Consolidated and Remote use• To utilize your laptop both in-office and remotely you will need to

contact the DHS Service Desk (see Resources). If you utilize Citrix to access OA, please have your IP address available when you contact the Service Desk with your request for Remote access.

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Locating Your IP Address

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Working Away From the Office

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Select case files

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Technical Assistance Resources

State Unit on Aging websitehttp://www.oregon.gov/DHS/spwpd/sua/index.shtml

OPI Case Manager Manual http://www.oregon.gov/DHS/spwpd/sua/docs/opi-man.pdf

OPI Administrative Rules, Program Expectationshttp://www.dhs.state.or.us/spd/tools/cm/opi/index.htm

Assessment, Narration & CAPS toolshttp://www.dhs.state.or.us/spd/tools/cm/capstools/index.htm

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Resources, continued

SPD Staff Tools

http://www.dhs.state.or.us/spd/tools/index.htm

Prescription Assistance Linkhttp://www.rxhope.com/statepap/healthyoregon/clinks/main.asp

Health Topics & Medication Info

http://medlineplus.gov

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Contacts Program State Unit on Aging OPI Program Manager Elaine Young, 503.373.1726 elaine.young@state.or.us

OAA/NAPIS Program Analyst – OACCESS Specialist Rhonda Buedefeldt, 503.373.1854 rhonda.buedefeldt@state.or.us

DHS Service Desk503.945.5623servicedk@dhs.state.or.us

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Questions?

Comments?

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That’s all Folks

Have a marvelous evening