in the loop apocalypse! emergency preparedness scavenger hunt the medford sso safety committee has...

In this editionCoos Bay pie safe raffle 1 0611 buys hot meals 8Sending confidential email 2 EBT replacement website 9Free tax prep for low-income Oregonians 2 Donrsquot forget - new income and OHP 9Donrsquot forget - separate utilities 2 Party for a cause 9March CBC payment schedule 3 Pocket change 9Zombie Apocalypse Emergency 3 Checking in with ADRC 10 preparedness scavenger hunt Donrsquot forget - pursuit of asset agency errors 10March 2013 calendar of events 4 Behavior Support Services 11Did you see SNAP tips 4 Donrsquot forget - ID 12Donrsquot forget - Ctrl-Alt-Delete 4 Accuracy hint - housing cost 12OVERS reminder 4 Important information from HIG 13Donrsquot forget - narrate as you go 5 ADRC - just the facts 14Email contacts 5 Send in your petrsquos picture 14Fair housing - illegal ldquono petrdquo policies 5 What is Modernizationrsquos goal 15Forms update 6 PMDDT referral letter Q amp A 15January 2013 SNAP honor roll 6 MAA income - kids 16March 2013 training calendar 7 Donrsquot forget - AD coding 16SSA information security reminder 8 Donrsquot forget the Pickle 17

APD Field Services

In the LoopFebruary 2013

Coos Bay pie safe raffleThe Coos Bay APD Management Team is selling raffle tickets for a chance to win a beautiful pie safe All proceeds will go to the 2013 Governorrsquos Employees Food Drive which benefits the South Coast Food Share Pie safe only - other items in photo not included

Tickets are $100 each or 6 for $500 - you can buy them without being in North Bend but you will have to pick it up To purchase tickets contact

Jenny Sneddon 541-756-2017 x255 jennylsneddonstateorus Sandi Stevens 541 -888-7174 sandrastevensstateorusKaren Corrales 541-756-5500 x280 karencorralesstateorus

The pie safe is on display in the Broadway conference room and tickets will be sold from Feb 1st through Feb 28th with the drawing to be held on February 28th at 400 pm Donrsquot miss your chance

This beautiful pie safe is approximately 60 inches high and 36 inches wide and 12 inches deep Solid pine and handcrafted No two items are exactly alike so yours will be one of a kind If you found this in a store it would sell for $400 (Irsquom pretty sure I have the winning ticket just FYIkg)

Sending confidential emailWhy this needs attention

Various federal and state laws require DHS and OHA to secure email messages containing confidential information which are sent outside our agency To meet these obligations DHS and OHA use a separate email system which encrypts these messages This involves employees taking an extra step to ensure confidential messages are sent securely

Manually encrypt all outgoing confidential messages All confidential messages going outside of the agency - meaning not to DHS or OHA - such as AAA must be encrypted This includes messages containing text graphics and attachments

Avoid accidental disclosure Sending confidential information in an unsecured manner exposes that information to inappropriate disclosure This puts you and the agency at risk for fines and disciplinary action

To manually secure a message Begin the subject line with secure followed by a space Then type the subject of your message See example below

Reporting requirements Confidential messages sent in an unsecure manner even inadvertently or accidentally must be reported to dhsprivacyhelpstateorus

Employee resources Additional instructions for sending secure email and reporting a mistake can be found on the Information Security Office (ISO) intranet page

Information Security Office

Free tax preparation for low-income OregoniansMore than 140 sites across the state are now offering free tax preparation for low-income Oregonians You can refer clients to this web link for a list of free tax site locations by county wwwcashoregonorgtaxprepsiteshtm

The listings include the sitersquos business hours and contact information Most sites are open until April 15 2013 This resource is provided by CASH Oregon in partnership with AARP Tax-Aide

February 2013 Page 2

Klaus the Keeshond - Donna Butler Beaverton

Donrsquot forget Be sure to ask

if the utilities are included in the rent Clients are sometimes confused and acciden-tally mis-report

Past issues of In the Loop and the yearly indexes are on the Field Services web page wwwdhsstateorusspdtoolsfieldindexhtm

Zombie apocalypse Emergency Preparedness scavenger hunt The Medford SSO safety committee has been making our safety bulletin board in the office quite eye-catching - changing the decorations about once a quarter I am particularly proud of our autumn one Bobbi Graham did a fantastic job with it

We have also been trying to come up with ways to make safety fun On December 6 2012 we had a scavenger hunt based on the list on the CDC website for surviving a Zombie Apocalypse changing it up to fit our office

We handed out a sheet of 12 location clues to participants When they found the area they picked up a slip of the Emergency Preparedness Item put their name on the back of it and were entered into a drawing to win an Emergency Kit the safety committee put together

A fun time was had by all Congratulations to Ana Gonzalez for winning the basket

Diana Burney Medford SSO

March Community Based Care payment scheduleMarch payments for the APD DD and CEP Programs will issue the night of Friday March 1st and mail to providers the next business day which is the morning of Monday March 4th

Regular payment schedules are as follows

APD and DD payments process the night of the first of each calendar month and mail the next business day

CEP payments issue the night of the first business day of the month and mail the next business day

Direct Deposit (EFT) payments will also issue on the night of March 1st but rather than being mailed on Monday March 4th they will be sent to the Department of Treasury and out to individual banks for processing Banks are allowed to use up to three (3) banking days to process direct deposit payments which does not include weekends or holidays Please note DHS does not have any control of how and when individual banks process their direct deposit payments

Per the agreement signed by the provider to begin direct deposit of their payments the provider is required to confirm funds are available before making purchases out of their account DHS will not reimburse providers for overdraft charges due to insufficient funds

EFT payments should be available in provider accounts on or before 1159 pm of Wednesday March 6th Direct Deposit information and sign-up form Click hereKristen Hutton SPD Payment Support Unit

Bubba and Amos - Kate Hall Albany


Did you see SNAP tipsIn case you missed it here are some SNAP tips from last monthrsquos On Target

If a client does not mark the box yesno ldquodoes this person have an outstanding arrest warrantrdquo please do not pend for an answer

When a client is identified as self-employed please request their complete Federal tax return with all schedules attached Not every form will be needed but it is much better to make just one comprehensive pending request

If the client indicates they have no shelter expense please do not pend for items unrelated to eligibility ie ldquohow are you paying for a PO Boxrdquo or ldquohow are you meeting your basic needs with zero incomerdquo We only need to know how shelter is being paid with no reported income

If you use a clientrsquos e-mail address to request a pendable item please be sure to attach or mail the appropriate notice

If a worker attempts to contact the client but is unable to reach them it is a best practice to narrate the attempt the day it happens Also narrate what the pending items are what is questionable etc

TPQY can be used to verify citizenship (if born anywhere in the USA) and SS Do not pend for birth certificates or copies of SS cards if this verification is available on W204 as a result of a TPQY request

Check The Work Number before pending for pay stubs

March 2013International mirth month

Multiple Sclerosis awareness monthSave your vision month

Mar 1 - 7 Write a letter of appreciation weekMar 8 - 14 Universal womenrsquos week

Mar 18 - 24 Wellderly weekMar 1 Employee appreciation day

Mar 10 International day of awesomenessMar 13 K-9 veterans day

Mar 15 The Ides of MarchMar 16 St Urhorsquos day

Mar 17 St Patrickrsquos dayMar 20 Vernal equinox

Mar 21 World Down Syndrome dayMar 23National puppy day

Mar 25 National medal of honor dayMar 29 National day of unplugging

Mar 31 Easter

Donrsquot forget Keep our clientrsquos information safe When you leave your seat Ctrl-Alt-Delete

OVERS - reminderAs of January 28 2013 the birth and death screens on the mainframe vital statistics system moved to OVERS The screens affected are BBCN BBMN BDBN BDBD

To get access to the new screens fill out the online enrollment form After completing the form your manager will sign and fax it to the number on the top of the form Do not send it to Central Office

A recording of the training is on the DHS Learning Center If you have problems DO NOT call the DHS Service Desk Instead call the OVERS help desk 971-673-0279


Max - Chris Tratz Medford SSO

Fair housing ndash Illegal ldquono petrdquo policiesHousing providers (landlords shelters condo complexes etc) have the right to restrict pets or to prefer some types of pets over other types While housing providers may not allow pets they must allow aid animals needed because of an individualrsquos disability

In these situations the animal is not legally a lsquopetrsquo and pet rent a pet fee or pet deposit associated with the animal may not be charged Similarly a higher security deposit or cleaning fee cannot be charged simply because of the animal For more information on this protected class visit wwwFHCOorgserviceanimalshtm

The Fair Housing Council is a nonprofit organization serving Oregon and South West Washington Anyone may call the Fair Housing hotline at 800-424-3247 ext 2 or visit wwwfhcoorgJo Becker Education and Outreach Coordinator

Tater and Abby - Chris Ellis APD Hearings


Email contactsYou asked for it ndash here again are some of the most requested email addressesService Desk dhsservicedeskstateorusCES cesdmapstateorusExceptions spdexceptionsstateorusHCW terminations hcwterminationsstateorusHearings (APD) apdhearingsstateorusICP icpspdstateorusMED medspdstateorusOHP medical medicalssp-policystateorusOPAR-HIG (TPR) tprreferralsstateorusOPAR-HIPP reimbursementshippstateorusQA team (waiver) QA-TeamSPDdhsohastateorusSNAP analysts snappolicystateorusStatewide QC qcunitstateorus5503 transfers 5503sspcasetransfersstateorus5503 Lead Workers 5503sspleadworkersstateorus

Need another email address What about a link Send an email to karenlgulliverstateorus and APD Field Services and Supports will be happy to help

Dexter and Godric - Eileen Riley Central Office

Donrsquot forget Narrating an intake phone call or action

yoursquove taken a week or two after it happens is creating more work for you When you have to recall what happened narration takes more time and has a better chance of being incomplete If you have ACCESS open to get a phone number or check information do not close until you have completed the narration Touch it once is your new motto

Forms updatePlease delete all copies of prior versions of these forms from your desktop and archives Use only current version going forward All current forms are on the DHS forms serverSDS 462S Medical Program Information (English versions only translations are

coming) is updated to include information about how the client can contact ADRC by phone or online The updated version of the 462A is coming soon and will have the same updates

DHS 709 Referral for PMDDT Medical Eligibility Decision has a new title (used to be ldquoSPD Medicalhellip) current income limits and updated information on the back to help SS offices make good referrals Please let your SS counterparts know

January 2012 SNAP honor roll100 Accuracy

0111 Baker City APD 100 1811 Klamath Falls APD 1000310 Canby APD 100 2518 Portland West ADS 1000313 Milwaukie APD 100 2911 Tillamook ADS 1000411 Warrenton ADS 100 3013 Hermiston APD 1000511 St Helens APD 100 3211 Florence AAA 1001211 John Day APD 100 3411 Hillsboro APD 1001311 Burns APD 100 3415 Tigard APD 1001517 Medford DSO 100 3617 McMinnville ADS 100

90 or Better Accuracy2411 Salem ADS 9778 2311 Ontario APD 93331513 Medford SSO 9600 3011 Pendleton APD 93332111 Toledo ADS 9600 1418 Portland South East ADS 92003417 Beaverton APD 9600 1717 Grants Pass DSO 92003515 Portland ADS 9600 2211 Albany ADS 92000911 Bend APD 9412 2711 Dallas ADS 92000811 God Beach APD 9333 2818 NorthNorth East Portland ADS 92002011 Lane LCOG 9333 3518 East Multnomah ADS 92002019 Cottage Grove ADS 9333

67 of all the APD and AAA offices are on the honor roll

Bailey and Sophie - Kristen Hutton Central Office

Want to see your area or project featured In the Loop Send your photos andor your stories to karenlgulliverstateorus and make the other branches envious


March 2013 training calendarMonday Tuesday Wednesday Thursday Friday

1

4 5Case management essentials (830 - 430)

6Case management essentials (830 - 430)


8Case management essentials (830 - 430)Ask diversity - Salem (830 - 1200)

11 12Advanced case management skills (830 - 430)

13Advanced case management skills (830 - 430)Basic Lean concepts 830 - 1200)

14Advanced in-home service planning (830 - 430)


18Cultural competency and diversity - Portland (830 - 400)

19Eligibility 101 (830 - 430)Oregon ACCESS basics (830 - 430) Cultural competency and diversity - Salem (830 - 400)

20Eligibility 101 (830 - 430)Oregon ACCESS basics (830 - 430) Cultural competency and diversity - Eugene (830 - 400)

21Eligibility 101 (830 - 1200)Core values - Salem (830 - 1200) Cultural competency and diversity - Roseburg (830 - 400)

22

25Ask diversity - Salem (100 - 430)

26 27CAPS basics (830 - 430)

28CAPS basics (830 - 430)

29Cultural competency and diversity - Eugene (830 - 400)

Dates and availability of classes are subject to change Please review availability on the DHS Learning Center

Dexter - Christy Woolard Medford SSO


SSA information security reminderA new security agreement is in development o give DHS and OHA staff access to real time SSA information so it is imperative we do not jeopardize our access rights Please read on for more information

The Social Security Administration (SSA) has a contract with DHS called a Computer MatchingData Exchange Agreement This agreement is the vehicle which allows DHSOHA to populate the SSA screens request TPQY updates and produce reports on View Direct relating to SSA matches This agreement also allows the Cost of Living Allowance (COLA) to be automatically updated to SNAP and Client Maintenance screens every January DHSOHA staff must comply fully with the agreement or risk losing access to SSA information for the entire department

To ensure we maintain compliance with the SSA Computer MatchData Exchange agreement it is also important to pay attention to narratives When you narrate you verified SSISSDISSB income or the SSN number etc narrate these were ldquoverified through Social Security Recordsrdquo never narrate these were verified through BEIN TPQY or any specific SSA screen The statement ldquoverified through Social Security Recordsrdquo does not address the specific vehicle which verified the income but gives enough information to allow the reader to know the income was verified

Also DO NOT print copies of the SSA screens Once the information is entered into either FSMIS or CMS (as long as it does not contain a notation it came from the SSA screens) it becomes DHSOHArsquos information and can be viewed by those authorized through DHSOHA Thank you all for your awareness and compliance with this important agreementQuality Assurance Unit

Kitterbugs - Carol Mauser The Dalles

0611 buys hot mealsOn February 13th the North Bend APD office 0611 held a Valentine auction and bake sale to raise money for Crossroads Community Cafeacute in North Bend Crossroads provides hot meals at only $150 each and accepts the EBT card North Bend staff is going to buy meal tickets to keep in the office and give to clients They raised

over $530 and had a ton of fun

Great job North Bend ndash love the creative thinking Thank you to Kelli McClellan for sending the photos and the information


EBT replacement websiteThe Oregon Trail Card (EBT) Replacement website has been updated with the latest information available httpwwwdhsstateoruscafebt-card-replacementhtm

FAQs are updated and the following changes have been madeThe FAQrsquos have been updated to address additional questions There is a new Huddle Hot

Topics also available in the Resource tab Please make sure this info is shared at your local branch huddles

There is a new exception for clients who have a police report which validates their card was stolen

As a reminder monthly updates are given by the project team to District and Program Managers Many local offices continue participating on a volunteer basis in a test period for the new process The purpose of the test period is to identify and resolve any issues before making the new process a statewide requirement The start date for the statewide requirement has not been set

If you have additional questions or feedback please let me know Thank you for the efforts in each of the local offices that are participatingMelissa Clark SS Field Services

Mia - Nicole Gustafson OPAR

Party for a causeAnn Melendy with the Oregon Home Care Commission puts on one heck of a shindig ndash or so says the Statesman Journal

On her own time Ann organized a benefit concert for the Marion-Polk Food Share featuring the band Blind Driver and Ty Curtis The show was so successful Ann is planning to do it again next year ndash they raised almost $1400 and collected over 250 pounds of food

Thanks Ann ndash you are amazing If you are in the Salem area watch the paper next year to see what Ann is up to

Blu - Janice Castle Central Office

Donrsquot forget Once a person is determined eligible for OHP reported changes in income do not effect their eligibility If ldquoBobrdquo receives OHP-

OPU and SNAP and turns in an 852 which shows he is now working OHP is not interested until its time to redetermine eligibility 461-115-0530

Pocket Change Change you can carry with you

How can you prepare for the upcoming change Remember ADKAR Desire The second build-ing block of change Once you understand why the change is needed (Awareness) the next step is making a personal decision to support and partici-pate in the change Desire is only achieved when the individual can say ldquoIrsquom in - how can I helprdquo

What builds desire Incentive belonging trust in leadership and fear of risk of not making the change Crystal Lehner Business Transition Project Coordinator


Checking in with ADRCAging and Disability Resource Connection of Oregon or ADRCs are highly visible trusted entities that provide information and services related to aging and living with a disability ADRC services are available to seniors people with disabilities their families and caregivers

regardless of income

In 2012 the ADRC continued working with the ADRC pilot sites Area Agencies on Aging State Independent Living Council Centers for Independent Living and the ADRC Statewide Advisory Council to create the frame work for ADRCs in Oregon Over the course of the last year the following work was accomplished

ADRC Consumer Satisfaction survey for baseline metrics was completed by Portland State University

Consumer Based Standards with baseline performance metrics for the ADRC were drafted and ratified by the ADRC Statewide Advisory Council

Statewide ADRC toll free phone line was pilot-tested and will be rolled-out in January 2013 855-Ore-ADRC (673-2372)

Criteria for Fully Functioning ADRCs in Oregon are in final draft form and we expect the ADRC Advisory Council to ratify it in early 2013

Completed Options Counseling Manual for implementation including professional and service delivery standards as well as hiring amp performance tools

Trained an additional 45 Options Counselors (Central Valley Southern and Eastern Oregon) in preparation for statewide ADRCs

Trained 5 Options Counselor Train the Trainers in 4 geographic areas for sustainability of OC program

Oregon was one of 8 states awarded an Enhanced ADRC- Options Counseling grant from Administration on Community Living that will expand ADRC services statewide by 2015

If you would like more information brochures or to arrange a presentation on the ADRC please feel free to contact us

Kristi Murphy kristimmurphystateorus wwwADRCofOregonorg or call toll free 1-855-ORE-ADRC or 1-855 -673-2372

Bunny needs a homeThis little guy is an abandoned pet now living on the streets of Portland If you have room for this bunny in your life call Anita Acuna 503-988-5480 x26887

Donrsquot forget If there is an agency error for pursuit of assets on an OHP case you have to

wait until redetermination to fix it

February 2013 0

Mink - Tonya Vokral Ontario

Behavioral Support Services (BSS)Overview In the fall of 2012 Aging and People with Disabilities began providing Behavior Support Ser-vices (BSS) a new service designed for persons who live in home or community based care settings This service is available in Multnomah Clackamas Washington Columbia Douglas Jackson Josephine Curry Coos Lake and Klamath counties All other areas will begin the service by the spring of 2013 Behavioral Support Services are designed to help an individual maintain and attain a maximal level of emotional and social functioning Services will focus on developing supports in the personrsquos environment and improve interactions with caregivers in order to address a) challenging behaviors b) cognitive processing c) communication skills d) self help activities e) impulse control or f) adaptive skills

Access to the service Case managers authorize the amount duration and level of service based upon each personrsquos individual needs Referrals will be made by the case managers to agencies with a contract to deliver the Behavior Support Service The agency will assign the case to a Behavior Consultant who will develop a positive behavior support plan based on an assessment that they conduct The Behavior Consultant must provide the person and his or her caregivers with teaching coaching and how to revise this positive behavior support plan Up to 40 hours of service may be provided within a 120 day period and can be repeated within a 365 day period

Behavior Consultants are employees or subcontractors of an agency with a Department of Human Service contract to provide the service Agencies are selected through a competitive process Behavior Consultants must pass a competency evaluation provided by wwwotacorg Standards for the service will be maintained through competency evaluations professional service contract standards provider enrollment agreements and audits Program oversight will be provided through administrative case management functions existing Centers for Medicaid and Medicare Services (CMS) quality assurance requirements and review of payment expenditures

Eligibility criteria Persons with one or more of the following needs might benefit from this service Person has received or will receive a move out notice due to challenging behaviorsALF RCF AFH provider or a contracted Medicaid in home agency is requesting

assistance to address person behaviors which are disruptive to other residents or challenging for caregivers

Existing behavior plan for a person has been identified as inadequate not used or ineffective

Continued on the next page

Harley - Gina Bradshaw OPAR


Continued from the previous page

Person is in a new placement and has had a recent placement failure due to challenging behaviors

Person has been assigned a behavior add on or exceptional service rate to support caregivers who are expected to implement a behavioral plan

Person is receiving psychotropic medications for a behavior and has no behavior plan

Limitations Behavioral Support Services cannot be provided under the following circumstancesThe person is receiving a Medicaid home based service or a monthly service payment

which duplicates the BSS service The person has an unstable health condition that requires an immediate intervention by a

licensed medical professional The behavior is causing an immediate danger to the resident other residents or caregivers

and has been referred to APS law enforcement or 911 emergency servicesThe person employees his or her caregivers as Client

Employed Providers and does not want the Behavior Consultant to work with them

The person resides in a nursing facility or is in a hospital

ReferralsIn Home agencies AFH ALF RCF providers community nurses physicians guardians or families can make a request for service by calling the office where the persons case manager works and ask for a Behavior Support Service Request for Service form and then providing the required information to the persons case manager

Questions or concerns about this program can be directed to Linda Woelke lindawoelkestateorus or 503-945-5446

Frankie - Jillian Johnson Oregon City

Donrsquot forget Picture ID (driverrsquos license state ID card) is NOT an

eligibility requirement There are many ways of verifying a clientrsquos identity without a DMV issued card Please try another option before holding up benefits for a card the applicant may not have or be able to get WG B1

Accuracy hint ndash housing costWant to know one of the easiest ways to avoid shelter costs errors Here it is If the client didnrsquot move DO NOT change their shelter cost without an explanation

Some clients are confused by what we are asking and may report the total rent when they have HUD or a roommate Or they may report what it costs them every month including some utilities

Avoid the error and a client overpayment by asking a question


Important information from HIGClients are required to report when they arebecome covered by other insurance or when their coverage changes or ends Itrsquos important for MMIS be updated with the most recent information so clients donrsquot have problems accessing services

To ensure timely and accurate processing of referrals please review the following important reminders from HIG

Please fill out the MSC415H completely Every section on the form is important especially your name phone number and the case number When HIG receives incomplete forms it delays processing and in some cases wersquore unable to process because we donrsquot have enough information

Please wait at least 30 days before sending another referral (MSC415H) Some referrals take longer to process due to verification rules set by the insurance companies Sending duplicate referrals creates additional work which delays processing time frames

For ldquorushrdquo requests use the MSC0156 or the MSC415H and tell us why you need rush processing Examples would be ldquoclient needs medicationrdquo ldquoclient has doctorrsquos appointment todayrdquo ldquoclient is pregnantrdquo Both forms can be emailed directly from the forms server HIG usually processes ldquorushrdquo requests the same day they are received Email rush referrals to REFERRALS TPR or tprreferralsstateorus

Adding the 0-7 coding on OR ACCESS tells HIG if itrsquos ok to pursue the private insurance It does not prevent auto enrollment or disenroll a client from a CCO For assistance with enrollment contact CES or HIG if the enrollment is related to TPL

Send clear copies of the front and back of the insurance cards when possible Insurance cards usually have important information that can make the verification process faster

Referrals you should not send to HIG

Donrsquot send a MSC415H for Medicare Advantage plans This information is received from Social Security and is loaded directly into MMIS

Donrsquot send requests for HIPP reimbursements for Medicare recipients Medicare clients are not eligible for HIPP even if they have employer-sponsored or private health insurance

IMPORTANT information about contacting HIG

When using email please send to REFERRALS TPR or tprreferralsstateorus Do not send to OPAR HIG The OPAR HIG address sends to the entire team This causes extra steps for you and for HIG HIG staff is specifically assigned to the REFERRALS TPR in-box each day and it is the email address that should be used

Email REFERRALS TPR or outside Outlook tprreferralsstateorus Phone 503-378-6233 For HIPP questions or information Reimbursements HIPP or outside Outlook reimbursementshippstateorusCarolyn Thiebes Policy Analyst OPAR

Mr Charles ldquoCharlierdquo Holstein - Michael Palmer EAU


ADRC ndash just the factsThe first contact to make for answers related to aging or living with a

physical disability

The ADRC has a statewide researchable database with over 6000 resources wwwADRCofOregonorg and a statewide toll free number 1-855-ORE-ADRC (1-855-673-2372)

Currently Four ADRC Pilot Sites covering 13 Oregon Counties Lane CountyLinn Benton and Lincoln CountiesMarion Polk Yamhill Clatsop and Tillamook CountiesMultnomah Washington Clackamas and Columbia Counties

ADRCs Statewide by 20152013 adding 2 additional sites2014 adding 2 additional sites2015 add final site

Core Services of the ADRCInformation referral and awarenessOptions counseling and assistanceAccess to public and privately funded long term care programsPrevention and early intervention (Health Promotion)Transition support

2012 OverviewTotal number of calls received 49864Referral to Medicaid 7398Referral to Options Counseling 1514Other public 8000Website visits 91720

Send in your petrsquos picture Show off your pet Send in photos of your pet to Karen Gulliver (karenlgulliverstateorus)

and see your best friend in the APD newsletter Share the pet you love the one you lost the furry friend who is always happy to see you

All newsletter recipients are welcome to send in photos - every furry hairy scaly feathery two four or no legged friend is welcome

Chloe and Katie - Amber Villanueva Canby


What is Modernizationrsquos goalModernization is a DHS project with the intent of elevating services DHSOHA provides through renovation of computer programs and processes The goal of Modernization is to ser-vice the gap between important programs Oregon families need and the technology required to provide those programs efficiently and effectively

Whatrsquos next The new Siebel system and client application portal will be rolled out at the end of summer 2013 Business Transition its ana-lysts and trainers will be in the field in the next few months recruiting field liaisons promoting field trainers conducting User End Testing preparing the field for the changes to come and supporting the roll out of the new Oracle product Crystal Lehner Business Transition Project Coordinator

Tootsi and Annie - Arlene Combs CMU

PMDDT referral letter Q amp AAPD-AR-13-006 included a standardized letter to be used for initial contact for clients referred to your office for PMDDT Here are some questions wersquove received about the letter

1 My own letter is fine ndash do I have to use this oneYes you do Wersquove discovered there are dozens of versions of a contact letter used by field offices and our clients are not always treated equitably because of these differences Your local office letter may be great but APD and DHS are trying to standardize the client experience so everyone is treated the same in every office This letter has been vetted and approved by APD policy DHS communication APD Hearings and the DHSOHA transfers work group Please get rid of every local version of a contact letter and use only the approved version

2 Can I edit the letter to make it shorterfit my situationuse other wordingNo You may not make any changes to this letter This is an approved form and must be used in its original format and its entirety

3 Can I get it in SpanishRussianNot right now but very soon This form letter will be added to the DHS form server and get translated into the standard languages If you have a need in the meantime contact Karen Gulliver karenlgulliverstateorus

4 Why did we need thisOther than the lack of standardization see above several offices were experiencing hearings issues because of the content of their contact letter We also found some of the local letters do not meet DHS language requirements some are violating the program rules etc By using this letter you are not going to lose a hearing based on your contact letter and we know every client is given the same message and the same expectations

Thank you Look for this letter to be added to the DHS forms server as SDS 690


Donrsquot forget Clients who are determined disabled by PMDDT are entitled to an uncapped shelter deduction just like the SSI recipients This means the system will not

cap or ignore the shelter cost for a disabled client To make sure your client receives the full deduction add an ldquoADrdquo household type code here If this person who is entitled to the AD code had the HH code ldquoADrdquo all of his shelter costs could be used as a deduction SNAP Worker Guide F 25 Step 7

MAA income screening - kidsKids who receive MAA and have earned income can have their earnings excluded from the MAA eligibility calculation if they areToo young to be in school Under 18 and in grade 12 or lower part time and are not working full time orUnder 19 and or parents under 18 and in grade 12 or under full time

Child support for the child is counted but partially disregarded This means the first four children in a family who have child support can have a $50 disregard off the support child 5 does not get a disregard It looks like this

Child 1 SUP $75 = $25 countable SUP Child 2 SUP $75 = $25 countable SUP Child 3 SUP $45 = $0 countable SUP Support before disregard $195 after disregard $50

Do you remember our disabled parent who received full SSI from last month Using the same scenario and applying the required disregard their real income looks like this

Mom SSI $710 ndash not counted EML $400 ndash not counted Child SUP $ 85 ndash $50 disregard = $35 Countable MAA income $35

Do you have to code this Absolutely not The reason you care is so you can make accurate referrals to your Self Sufficiency partners and make sure clients are in the correct programs Remember - you cannot put a person into the wrong medical program If the clients are eligible for MAA they cannot have anything other than MAA Be careful with those kids

Get to know the screening criteria for MAA and familiarize yourself with the standards chart MSC 5530 If you have questions ask an analyst or review the MAA worker guide

Puppy -Tammy Bersin OPAR


Patches - Janet Morse Central Office

Have a question about Voter registration Ask your local coordinator or call IM or email Karen Gulliver 503-569-7034 karenlgulliverstateorus

Donrsquot forget the Pickles

If you are determining eligibility for OSIPM benefits donrsquot forget to consider the Pickle Amendment policy

Almost every January Social Security recipients receive a Cost of Living Allowance (COLA) increase to their benefits This COLA is applied to the individualrsquos SSBSSDI benefits before being applied to their SSI benefits This means over time an individualrsquos SSDI will increase while their SSI decreases and eventually the individualrsquos SSI may stop completely Even though the individual no longer has SSI and their SSBSSDI is over the income standard for OSIPM the client may have protected eligibility for OSIPM under a portion of Public Law known as the ldquoPickle Amendmentrdquo Congress provided for the Pickle exception because they realized that a client who was formerly eligible for SSI could not obtain or afford medical coverage just because of a small increase in income

In order for the client to meet the Pickle requirements for OSIPM all of the following must be met

The individual must currently be receiving SSB or SSD The individual must have received SSI payments and become ineligible for those

payments after April 1977 (The COLA increase is not the only reason a clientrsquos SSI may have ended)

The individual must have been receiving SSI and been eligible for SSB in the same month prior to losing the SSI

The individualrsquos current income would be within the SSI standard if the cost of living adjustments (COLA) were deducted from the current SSB income That is after the individualrsquos SSB income is ldquoPickledrdquo the total amount of the Pickled SSB (rounded down because SSB amounts are only paid in even dollar amounts) plus the individualrsquos other income does not exceed the current SSI standard plus $20

The individual meets all other financial (resource limit) and non-financial criteria for OSIPM

APD OSIPM Worker Guide 9 Protected Eligibility details how to determine eligibility for Pickles and other protected groups It even has a demonstration of how to verify Pickle eligibility using the mainframe screens

If it turns out that the client is not eligible as a Pickle remember to look at all other programs (including OPU) before closing or reducing benefits with timely notice

OHA Office of Client and Community Services

Bear - Maria Mendoza Ontario


Sending confidential emailWhy this needs attention

Various federal and state laws require DHS and OHA to secure email messages containing confidential information which are sent outside our agency To meet these obligations DHS and OHA use a separate email system which encrypts these messages This involves employees taking an extra step to ensure confidential messages are sent securely

Manually encrypt all outgoing confidential messages All confidential messages going outside of the agency - meaning not to DHS or OHA - such as AAA must be encrypted This includes messages containing text graphics and attachments

Avoid accidental disclosure Sending confidential information in an unsecured manner exposes that information to inappropriate disclosure This puts you and the agency at risk for fines and disciplinary action

To manually secure a message Begin the subject line with secure followed by a space Then type the subject of your message See example below

Reporting requirements Confidential messages sent in an unsecure manner even inadvertently or accidentally must be reported to dhsprivacyhelpstateorus

Employee resources Additional instructions for sending secure email and reporting a mistake can be found on the Information Security Office (ISO) intranet page

Information Security Office

Free tax preparation for low-income OregoniansMore than 140 sites across the state are now offering free tax preparation for low-income Oregonians You can refer clients to this web link for a list of free tax site locations by county wwwcashoregonorgtaxprepsiteshtm

The listings include the sitersquos business hours and contact information Most sites are open until April 15 2013 This resource is provided by CASH Oregon in partnership with AARP Tax-Aide

February 2013

Klaus the Keeshond - Donna Butler Beaverton

Donrsquot forget Be sure to ask

if the utilities are included in the rent Clients are sometimes confused and acciden-tally mis-report

Past issues of In the Loop and the yearly indexes are on the Field Services web page wwwdhsstateorusspdtoolsfieldindexhtm
































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26 27CAPS basics (830 - 430)






























































































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Mar 31 Easter





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26 27CAPS basics (830 - 430)






























































































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26 27CAPS basics (830 - 430)





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February 2013


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in the loop apocalypse! emergency preparedness scavenger hunt the medford sso safety committee has...

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