Supporting APD/AAA field structure by providing efficient, timely, and accurate information through superior customer service.

December 2018

In the LoopAPD Field Services

In this edition:Dear APD Staff & Partners 1 Form updates 7HCBS compliance - Memory Care 2 Three online courses requirement 8FAQ - Consumers in facilities 2 Use the new CI sheet 8Apply now for DHS Lean Academy 3Avoiding donation scams this season 4ONE system training 5NVRA - Addressing concerns 5January 2019 calendar of events 6Don’t forget - MSC 9093 6Integrated eligibility (IE) common terms 7

Dear APD Staff and Partners,This time of year marks an opportunity for many of us to celebrate the people who make our lives meaningful. I want you to know how thankful I am to work alongside you. I’m especially grateful for the kindness and commitment that you demonstrate in serving older adults and people with disabilities.

I know each of you faces multiple stresses at work in getting your job done as well as accommodating change. Because of your flexibility and skill, we’ve been able to make huge strides this year. I also want to acknowledge that all of us are impacted by the distressing events that go on around us in our communities and in our world. I want to express how grateful I am to work within a program focused on diversity, equity and inclusion. We all must strive to continuously ensure a safe and respectful work environment and to make certain that the consumers we serve are safe, supported and empowered.

Please know that every member of the APD leadership team recognizes that you are our program’s greatest strength. You make a difference in people’s lives every day, whether you are working directly with our consumers or you do a job behind the scenes that makes the delivery of services and supports possible.

Thank you for everything you do and for making Oregon a better place to live for older adults and people with disabilities.

Sincerely,

Ashley Carson Cottingham, Director, Aging & People with Disabilities

HCBS compliance – Memory careOne of the basic rights upheld by the Home and Community-Based Services (HCBS) and Settings rules is the right to privacy; door locks (bedroom/living unit) can facilitate this right. Oregon’s long-term care system has been in a period of transition learning about the rules and allowing time to adjust and comply. Below is an example of a positive outcome for a consumer.

The HCBS.Oregon email box recently received an email from the daughter of an elderly consumer. The assisted living facility (ALF) wanted to move the consumer into the memory care side of the facility due to an onset of dementia. However, there was no lock on the new unit’s door, which was a concern because the consumer is afraid someone will enter her room while she sleeps. The daughter asked if she could “require” the ALF to add a lock to the door in the memory care side.

We confirmed that a request for a lock is reasonable. Starting July 1, 2019, all community-based care facilities (including adult foster homes and memory care units) will need to have door locks in place for each bedroom/living unit as the default condition. At that time, facilities would be able to disable a lock only if:

1. There is a health or safety risk to the consumer; and 2. The consumer or his/her representative consents; and3. They have tried less intrusive strategies that did not work.

The daughter wrote back to tell us the facility agreed to put a lock on the door of the new room. It is a small victory with a big outcome. Win/win. The consumer retains her HCBS rights to privacy (via the door lock), and the facility has taken the first step toward full compliance with the HCBS right to privacy – which will be installing door locks on all bedroom/living unit doors in the memory care side of the facility.

We often hear about the negative stories and bad outcomes in our daily work. That is why it is important to also share the positive stories that occur every day.Long-term Care Policy Unit

December 2018 Page 2

FAQ - Consumers in facilitiesThe Case Management Tools website now includes a frequently asked questions (FAQ) document addressing common concerns on topics related to consumers in facilities, payment, and licensing questions sent to Central Office.

Scroll down to the Other links & tools section and click Facilities. The FAQ is located under the Tools header. See APD-IM-18-075 for details.

Mr. Hobbs - Cindy Pryor, Central

Office

Past issues of In the Loop and On Target and indices for both are on the APD Field Services web page: www.dhs.state.or.us/spd/tools/field/index.htm.

December 2018 Page 3Apply now for DHS Lean Academy

What is Lean Academy?Lean Academy is a 12-month commitment, during which participants stay in their current

positions while being trained and mentored to gain the skills of a Local Lean Expert. The focus is on the application of Seven-Step Problem Solving and Lean concepts.

The program provides six days of classroom training (see application for details) and one-on-one mentorship with an Office of Continuous Improvement Lean Leader, in the participant’s workplace, as the Seven-Step Problem Solving process is applied to a problem, which has been identified locally. The training begins in March 2019. Participants must be able to attend all six days of classroom training in order to complete the program.

Participants will spend up to 12 months supporting the implementation of a local process improvement effort, identified by the participant, their leadership and work team.

There are no salary or position restrictions to Lean Academy applicants, but permanent status with DHS or Shared Services is a requirement.

One-on-one mentorship and guidance from an OCI Lean Leader are provided throughout the academy.

Here is what one Lean Academy participant said: “I would say that the Lean Academy taught me to be a champion of change in the many roles we play as DHS employees. It was a way to practice and fine-tune my change management abilities while ultimately creating a better product for our consumers.” - Stephanie Porter

After the program: As a graduate of Lean Academy, Local Lean Experts will have the opportunity to independently support local process improvement events. Graduates should anticipate dedicated time for process improvement support, in addition to the duties of their current positions, as allowed by local leadership.

Please note: Local Lean Experts will not be considered Lean Leaders after the Lean Academy and will not be offered a pay differential. Local Lean Experts stay in their current positions and maintain their current job titles after completion of the program.

How to apply: Review the requirements of the application and submit by the deadline below.

1. Complete the Lean Academy Application and all required components.2. You must have manager approval, including time to attend ALL classes, complete the

identified process improvement project, and meet with Lean Leaders as necessary. This includes approval of travel time and costs if applicable.

3. Identify a problem for improvement in your area or unit which is sponsored and approved by leadership, (see application for further details).

4. If you applied for Lean Academy previously, you must reapply.

Please send applications and questions to OCI Director-Lean Academy. You can also visit our website at OCI Lean Academy.

Walter - Carrie Rohlik,

Warrenton

Avoiding donation scams this seasonThis season has unleashed a whole new array of scammers who try to take advantage of your generosity.

“If you’re planning to make a charitable donation on Giving Tuesday this year, do it carefully. We don’t want you to fall victim to a scam,” says Oregon Attorney General Ellen Rosenblum. “Here are some valuable tips.”

Take charge. Instead of responding to unsolicited requests, seek out the organizations you want to support. This is the single most important thing you can do to protect yourself from charity scammers.

Beware. Solicitations that look like an invoice are not to be trusted - especially when they’re from an unfamiliar organization thanking you for your previous support and asking you to give more.

Watch out for impostors. Be suspicious of charities that use names or logos that look like well-known organizations. They may be bogus.

Never wire money or give cash contributions. And always make checks payable to the charity, not the person collecting your donation.

Research. Only give to registered charities. You can look up any legitimate charity on the Oregon Department of Justice’s online database of charities. You can also use that database to find out how much of your donation will go to the charity’s actual purpose. Or you can check Charity Navigator to learn more about any charity worth your support.

Understand. Donations made through a crowdfunding site like IndieGoGo, Kickstarter, and GoFundMe may not be tax-deductible. In addition, this type of giving is not regulated or subject to financial reporting and disclosure requirements, so there is no guarantee your donation will be spent appropriately.

Reduce calls from charity scammers. Have your telephone number listed in the National Do Not Call Registry. Register online or call 1-888-382-1222 from the number you want to register. And while you’re at it, reduce your junk mail by registering with the Mail Preference Service online and paying $1.

Review. Some charities will sell your name for marketing purposes. Read the fine print of any nonprofit with which you’re unfamiliar.

Report. If you suspect fraud this holiday season, call the Oregon Department of Justice at 971-673-1880 or file a complaint online.

In short, please take the time to give wisely this holiday season. The vast majority of Oregon’s charities are honorable and do excellent work. However, some would like to take advantage of your good intentions. For more information on how to donate confidently to worthy and well-run organizations, visit the Oregon Department of Justice’s Wise Giving Guide.

December 2018 Page 4

Sydney - Nicki Volz,

McMinnville

December 2018 Page 5

NVRA – Addressing concernsThe Oregon Elections Department recently received a series of claims against Department of Human Services regarding our treatment of non-English speakers, non-citizens, and how we handle cards – all claims were proved to be unfounded. However, the claims did bring to light the public’s concern and involvement with the voter registration process and the importance of maintaining the great work you all do every day.

Continued on the next page

ONE system trainingIt has been clear through survey results, eligibility summit questions and comments, and feedback from the field staff are interested in receiving thorough training in the integrated ONE system and on new programs they will be working with. The IE Project has a dedicated training team working for months with a highly-experienced training development team from our contracted system integrator, Deloitte, to develop a comprehensive training plan to prepare workers to work with programs new to them and to use the integrated ONE system at implementation.

Oregon is scheduled to receive integrated ONE system implementation in a waved fashion, beginning with the pilot and ONE upgrade in Fall 2019. Prior to receiving system training, staff will be receiving cross-program and cross-policy training, which we’re calling 101 training. This will start with an assessment to determine staff’s program and policy knowledge. The results will be used to create individualized training plans. Program and policy trainings will be conducted live through distance learning using SmartBoards and Adobe Connect to present information via live webinars. This will allow staff to attend from local offices and individual worker computers.

Following 101 training, staff will receive integrated ONE system training, referred to as 201 training, starting approximately 2 months prior to system implementation. 201 training will consist of a series of Web-Based trainings, practicing using integrated ONE in a training environment, and attending in-person instructor-led training in their areas.

Following system implementation, staff will continue to receive additional, targeted training on an as-needed basis through 301 training on advanced topics and more specialized use of certain components of the integrated ONE system.

101 training: Cross-train workers in policy and programs for SNAP, CASH programs, ERDC, and medical assistance to determine financial eligibility.

201 training: Trains workers to use the Integrated ONE system and related business processes.

301 training: Covers advanced policy topics and common user challenges related to policy, program, or system functionality.

Gustav - Karen Kaino, Central Office

December 2018 Page 6Continued from the previous page

Applicants and recipients are not required to complete a voter registration card – they are always able to opt out; FSAM. XIII. A. 3. Acting on consumer response

o The NVRA requires staff to ask every applicant or recipient if they want to register vote each time they apply or reapply for any benefit, or change their address regardless of how often it happens; FSAM. XIII. A. 1. When to offer voter registration

Make sure completed voter registration cards are mailed to your local county Elections office no later than the 5th calendar day after they are completed; FSAM. XIII. E. 2. Mailing completed cards

o The day the card is completed is the 1st day; FSAM. XIII. E. 2. Mailing completed cards

o Mail cards using only the MSC 516 envelope; FSAM. XIII. E. 2. Mailing completed cards

If the consumer needs assistance completing the voter registration card, be over-the-top careful about how you read the various political parties to make sure there is no chance of any favoritism; FSAM. XIII. F. 5. Authorized representatives and third-parties

o Let the consumer know they can choose Not a member of a party if they are unsure;

Non-English speakers are treated exactly the same as all other applicants – just like for all other forms and procedures,

If any consumer has a complaint about the process or wants justification for why we ask about voter registration, please give them an · MSC 585 – Oregon Secretary of State Elections Division Contact Information.

January 2019 Clean up your computer month

Financial wellness monthVolunteer blood donor month

Jan. 2 - 8: Someday we’ll laugh about it week Jan. 6 - 12: Lose weight/Feel great week

Jan. 19 - 27: Snowmobile safety week

Jan. 1: New Years Day - CLOSEDJan. 8: War on poverty dayJan. 15: Humanitarian day

Jan. 17: International mentoring dayJan. 21: Martin Luther King Jr Day - CLOSED

Jan. 22: Answer your cat’s questions dayJan. 25: Fun at work dayJan. 28: Data privacy day

Jan. 31: Inspire your heart with art day

Don’t forget! All new benefit applicants or their representatives should be

given the MSC 9093, Estates Recovery Program, brochure. Take a moment to explain what the brochure is and address any fears they may have; guidance is available in the APD Worker Guide, D.5 Interactions with the Estate Administration Unit. Don’t forget to narrate!

Abigail - Debi Quaint, Burns

Past issues of In the Loop and indices are on the APD Field Services web page: www.dhs.state.or.us/spd/tools/field/index.htm.

December 2018 Page 7

Form updatesPlease delete all copies of the prior versions of these forms from your desktop and archives and use only the current version going forward. All current forms are available on the DHS Forms Server.

DHS 0094, DHS Branch/Cost Center Request Form, is updated based on request

MSC 3010, Authorization for Disclosure, Sharing and Use of Individual Information , is now on the forms server as a fillable PDF. The previous authorization fprm, MSC 2099, will be replaced wiht this form. Please look for a transmittal addressing this form.

Integrated eligibility (IE) common termsVEC: The Virtual Eligibility Center (VEC) will be an interconnected group of call centers, currently processing centers, located throughout the state that determine financial eligibility for: Medical; Supplemental Nutrition Assistance Program (SNAP); Temporary Assistance for Needy Families (TANF) and Temporary

Assistance for Domestic Violence Survivors (TA-DVS); Employment Related Day Care (ERDC); Refugee Cash and Refugee Medical; Cover All Kids.

The processing centers being established today will become VEC sites once integrated ONE rolls out. When this happens, these sites will begin determining financial eligibility for the benefits listed above.

SFO: Store Front Offices, known currently as open office and/or local branches. This will be how we differentiate between the two places customers can apply for our programs, either through a VEC or an SFO. There will also be locations that have both.

Applicant Portal: This is one of the two portals in the integrated ONE system. The Applicant Portal, or AP, is just like an online application, and is one place where customers and community partners can apply for benefits. They can also view correspondence and upload any documents needed in response to an RFI, which can be seen in the Worker Portal in real time once submitted.

Worker Portal: This is one of the two portals in the integrated ONE system. The Worker Portal, or WP, is similar to CAPI, and is where eligibility staff will enter an application and manage cases.

Toby - Janice Castle, Central

Office

Looking for a transmittal? Try typing Transmittal + keywords in the Google Custom Search box on the staff tools webpage.

December 2018 Page 8

Three online courses requirementThree online courses are required learning for all staff to ensure as state employees we are committed to creating and maintaining a workplace where we treat all people with fairness, dignity, and respect as well as living the DHS value of stewardship of our resources.

By taking these courses you are helping to create environments and relationships which promote safety in the workplace and an awareness of the diverse backgrounds and experiences we each bring to the workplace.

It is vital that where we work is a place everyone is respected and safe from discrimination and harassment in any form. Take the three online courses by December 31, 2018. Register and take each course using the links provided in the table below.

Course Link Notes DAS – Maintaining a Harassment Free and Professional Workplace

go.usa.gov/xQQUM If you have taken the DHS|OHA - HR - Creating and Maintaining a Respectful, Harassment and Discrimination Free Workplace - C03643 since January 1, 2018 you do not have to take this course.

DHS|OHA - Preventing Sexual Harassment

go.usa.gov/xPK5X If you have taken the DAS - CHRO - Preventing Sexual Harassment since January 1, 2018 you do not have to take this course.

DHS|OHA - HR - Fraud Detection and Prevention

go.usa.gov/xn9XYThis must be run in Firefox or Edge; Internet Explorer won’t work.

If you have taken this course since January 1, 2018 you do not have to take this course.

If you experience technical issues with any of the above online courses please access the Technical Tips at the this link.

Use the new CI sheetForm MSC 2991, Continuous Improvement (CI) Sheet, has been with an additional page of instructions and the removal of the drawing requirements.

Please use the WORD version which appears on the DHS Forms Server. The Governance Team has learned the version on the Governance Team intranet webpage, which is a PDF, will not allow full expansion of the fields. The intranet page version will be updated as soon as possible. Please dispose of old versions of this form.Look for updates on the APD and AAA CI sheets on the intranet page!

Schroeder - Sarah Hansen, Central Office