OACCESS Fundamentals

1. OACCESS Fundamentals Specific to OPI Case Managers and OPI/OAA Data Entry staff Presented by Rhonda Buedefeldt March 2010

2. Table of Contents CAPS icon . . . . . . . . . . . . . . . . . . . 36 Benefits icon . . . . . . . . . . . . . . . . . .39 Case Overview tab . . . . . . . . . . 41 Service tab . . . . . . . . . . . . . . . . 43 Review . . . . . . . . . . . . . . . . . . . 44 Narrative icon. . . . . . . . . . . . . . . . . 45 Narration standards . . . . . . . 46,48 Sample Narrative. . . . . . . . . . . .52 What NOT to narrate . . . . . . . . .55 Case closure . . . . . . . . . . . . . . . . . 57 Data entry checklist . . . . . . . . . . . . 63 OACCESS Application Choices . . .65 Working away from the office . . . . 66 Technical assistance resources . . .74 Contacts . . . . . . . . . . . . . . . . . . . . .75 Person Search . . . . . . . . . .6 Add new person . . . . . .11 Review . . . . . . . . . . . . .17 Client icon . . . . . . . . . . . . .18 Case details . . . . . . . . .19 Person tab . . . . . . . . . . 20 Address tab . . . . . . . . . 21 Contacts tab . . . .. . . . . 22 Service Needs icon . . . . . .23 OAA Summary tab . . . . . . 25 Review . . . . . . . . . . . . .26 Nutrition tab . . . . . . . . . . . 27 ADL/IADL . . . . . . . . . . . . .28 Special Diet . . . . . . . . . . . 29 Review . . . . . . . . . . . . 30 OAA Svc/FCSP tab . . . . . 31 Add new service . . . . . 32 Review . . . . . . . . . . . . .35

3. Objectives • Identify OACCESS screens to complete for OPI Cases to be coded properly • Review Narrative expectations • Understand how OA coding impacts the broader work of the local AAA and SPD offices • Identify OACCESS screens to complete for accurate NAPIS data to be collected

4. What we will not be covering • OPI payment vouchers • CAPS • Assessments • Service Planning • OACCESS tools such as • Ticklers • Reports • Hot Keys

5. Let’s Get Started!

6. Main Menu

7. Person Search

10. Name (auto-filled) • Gender • DOB • Marital Status • Social Security Number • Race/Ethnicity

17. 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.

18. Your Primary Icons Client Icon

19. 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.

23. Your Primary Icons Service Needs

24. Service icon OAA Sumry tab Nutrition tab ADL/IADL tab Special Diet tab

26. OAA Sumry tab Last Review Date Months to review # in HH Income level Start date Review

27. Screen print

30. NutrRsk/ADL tab Nutrition Risk ADL/IADL’s Special Diet Physician Info (if available) Review

31. 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

35. OAA Svc tab/FCSP All services on Svc Plan including OAA srvcs Information & Assistance Case Management or Case Monitoring Personal Care/Homemaker Services Home Delivered Meal Caregiver Services (if applicable) Review

36. Your Primary Icons CAPS (no tabs associated)

37. 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)

38. Need a break?

39. Your Primary Icons Benefits

40. Benefits icon Case Overview tab Service tab

41. Screen print

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

44. Service tab Case Action Start Date OAR Citation (411-032) Monthly Fee Review

45. Your Primary Icons Narrative (no tabs associated)

46. 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

48. 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.

49. 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.

50. 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.