3_LIHEAP_OPUS_Sectio.. - Oregon DHS Applications home
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1. Language MAYAN GROUP 7 Transport NO E Race Check all that apply I African American C Don t Know I american Indian Alaska Native Refused I asian T Native Hawaiian or Pacific Islander Oregon Tribes I white gt Non Cash Benefits Check all that apply snap Oregon Health Plan MEDICARE C None Cwic VA Med Serv TANF Child Care Don t Know L TANF Trans L Other TANF Public Rental Assist Refused Other Health Ins other Source Temp Rental Assist Income Does this client have any income NONE ZERO INCOME STATEMENT Ej Zero Income Comments Required zero income comments should be entered here acters left spaces count Data Classification 3 Oregon Housing and Community Services Figure 2 5 Client New Screen 41 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 Client View The Client View screen will appear after a new client record is created or edited reference figure 2 6 Use this screen to review the accuracy of information entered from the New or Edit screens Note When you change the Does this Client have any income response to YES and save the New income button appears and the Zero Income Comment box disappears Viewing the HH View screen to verify information will be covered several times throughout this manual 2 IS Agency O2. VON Agency OHCS User TESTUSER Lae Client KOR SON OF RYNAR Timeout 18 40 0 Geen Energy Assistance Log Out Nn CLO n R S Housing and Community Services Client Program Y Fiscal Y ManagementY Reports Y Help v Version 3 0 4T Client Search Income amp Employer New View New Edit Income Fields marked with are required Residence Source STATE OF OREGON view Type UNEMPLOYMENT zi ae Amount 50 00 Frequency Monthly gt H hold Verified How Check Pay Stub gt Verified By TNU Verified Date 09 28 2012 EElmm dd yyyy ee x Income received in past 30 days Y Don t use this record when creating Payments J Mail Ph Update NCB Update Comments a Move F a srk 2000 characters left spaces count Merge HH Energy Education Employer Information View _ Kit Component New Phone Ext Address 1 Address 2 City State Zip 3 a Data Classification 3 Oregon Housing and Community Services Figure 2 11 Income amp Employer New Screen Click the Save button reference figure 2 11 and the Client View screen will appear next with the income added and displayed in the Income section reference figure 2 12 51 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 OPUS Energy Assistance Client Search View New Edit Residence View New Edit Household View Mail Ph Update NCB Up
3. Zero Income Comment block appears otherwise it is hidden Click the Save button Items marked with required responses to be selected Other items are optional and can be left blank 40 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 OPUS Energy Assistance Agency OHCS User TESTUSER Timeout 17 20 Log Out Oreton Housing and Community Client Program Fiscal Y Management Reports Help v Client Version 3 0 4T Search Client New View New Edit Client Information Fields marked with are required Residence rae l View First Name KOR Middle rg Last Name SON OF RYNAR suffix E DOB Jos 27 1972 Tlmm dd ad SSN SKOR092112 Gi mm dd yyyy Sys Create ID View Adult Id Verified M SSN Verification YES Ej Mail Ph Update NCB Update Commen Move Client to HH HH to Residence Merge HH Energy Education View Kit Component New 2000 characters left spaces count Phone 503 983 8888 503 555 1212 l EXT WORK y TvPe Primary Phone Mailing Address No Direction Street Name a Type Direction Unit a 2 C Ci ST Zip Code 4 County ENTERPRISE 97828 OR 97828 ENTERPRISE 7 WALLOWA Client Characteristics Gender l MALE Fl Ethnicity REFUSED Fi Education POST SECONDARY NO DEGREE Homebound X Disabled NO i Veteran YES
4. YES z _tonthly Annuar verified o a _Jonenrrovmenr stare or oreson 250 00 3 000 00 09 28 2012 yuo Type le ee Total 250 00 3 000 00 Data Classification 3 Oregon Housing and Community Services Figure 2 12 52 Client View Screen Updated Income ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 Residence Search A residence may exist in the database but may be linked to an old household record If a client is located at an old address or linked to another household go to Section 3 Move Client s to Unknown and follow the steps This process moves clients from an old residence record in order for you to use it for processing a new intake Note If a client is Active in another program enrollment possibly in another OPUS module for services the client cannot be moved from the HH without being exited from the other open enrollment The OPUS user can search other modules he she has access to or contact their agency s OPUS Administrator for assistance If the agency does not have access to another module and receives an error message The client cannot be moved due to another open enrollment contact OPUS Helpdesk opushelp hces state or us Residence New Setup While in the Client Search screen 1 In the address box type a street number and street name with spaces between as need
5. 503 988 8888 KOR SON OF RYNAR Data Classification 3 Oregon Housing and Community Services Figure 2 30 HH View Payments Client Vendor Screen 75 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 THIS 76 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2
6. A search can be completed by any of the fields provided SSN first name last name physical address system ID city or zip When a client has a system identification SYSID different from their social security number it might be beneficial to remove the SYSID from the search box and search only by the first and last name Advanced Search Additionally you can access Advanced Search features by clicking on the Advanced Search link reference figure 2 3A An advanced search can be completed utilizing system Identification SYSID First Name Last Name and or Telephone Number Ref reference figure 2 3B and 2 3C 35 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 OPUS Energy Assistance User TESTUSER Timeout 19 48 Log Out Reports Help v Agency OHCS Housing gg Community ervices Client Program Fiscal Y Management Client Search View New Edit Residence View New Edit Household View Mail Ph Update NCB Update Move Client to HH Version 3 0 4T Client Search Search Parameters at least one field required SSN SYSID First Name KOR Last Name SON OF RYNAR When you Click in Search Results Client s SSN Household Screen Client s Name Client Screen Residence Address Residence Screen Advanced Search A maximum of 100 results will be returned HH to Residence Merge HH Energy
7. Acct Total Income 3 000 00 19 of Poverty of OMI r Address o 999 PAGH ST ENTERPRISE OR 97828 1701 VORCHA AVE SPC 3 ENTERPRISE OR 97828 Total of Persons Make any changes HH Comments 503 988 8888 KOR SON OF RYNAR E 2000 characters left spaces count Data Classification 3 Oregon Housing and Community Services Figure 2 18 Household View Screen New Vendor Button 62 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 P S Agency OHCS User TESTUSER r U Client KOR SON OF RYNAR Timeout 18 57 i Energy Assistance Residence ENTERPRISE OR 97828 Log Out Or CL0 u 7 Housing nd Community Services Client Program Fiscal Y ManagementY Reports Help Client z Version 3 0 4T Search Client Vendor New View New Edit l Vendor Information Fields marked with are required Residence Client KOR SON OF RYNAR z View Name on Acct KOR SON OF RYNAR may may not be same as Client pow Account 999 KOR 97628 Vendor Heat Type PORTLAND GENERAL ELECTRIC Electric z Household view Mail Ph Update r Verification NCB Update Intake Worker TNU Date 09 28 2012 Elmm dd yyyy Type Copy of Bill z jove Client to HH HH to Residence 7 Merge HH Comments Comments for vendors if needed Energy Education View Kit Component New 1969 character
8. NCB Update ENTERPRISE 97828 y OR 97828 ENTERPRISE zj mee Move Residence Info Client to HH F HH to Residence Residence Type MFD Mobile z Residence Status Rent Heat not zj Merge HH p Energy Sources At least one source of energy must be selected Energy Education z View Mi Electric D Wood Primary Source ELECTRIC z Kit Component New 7 Natural Gas O Pellet T oil C Solar D Liquid Gas D Other Data Classification 2 Oregon Housing and Community Services Figure 2 13A Residence New Screen 4 When a residence is found in the database the address city and zip code will be displayed in the Search Results 5 Ifthe residence is not in the result list you ll see No Results Found A new residence can be created reference figure 2 13A When household members have not been found in the database click the New link under Client on the Left Nav Bar The goal is to find any records from the client s application first and find out which household members already exist in the database before creating new records reference figure 2 13B 54 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 OPUS kaiii Timeout 19 40 Energy Assistance Log Out Or cto n K Housing ang Communit Client Program Fiscal Y Management Reports Help v Version 3 0 3P_ Client Search Clien
9. 0 4T Search Client Search View New Edit l Search Parameters at least one field required SSN SYSID Address fVORCHA Unit ie Apt B First Name City ENTERPRISE Last Name Zip I Show Residence Info only Household When you Click in Search Results View Client s SSN Household Screen Adv Mail Ph Update area an Seen NCB Update Client s Name Client Screen Residence Address Residence Screen yt to HH A maximum of 100 results will be returned HH to Residence Merge HH Search Results Eneray Education View Kit Component New First Name Wear Address Unit Data Classification 3 Oregon Housing and Community Services Figure 2 13 Client Search Residence New Search No Results Found OPUS Agency OHCS User TESTUSER Timeout 18 29 0 Energy Assistance Log Out ret 0 K Y Housing gig Community vices Client Program Fiscal Y Management Reports Help v Client E Version 3 0 4T Search Residence New View New Edit l Physical Address Residence PO Box is not a valid residence address View HOMELESS is not a valid address If no permanent address enter physical location where they sleep under street name e g a Oak St Bridge at 3rd St Super Center Parking Lot on Main 34 miles past mile post marker 35 on Hwy 166 No Direction Street Name Type Direction Unit Household fi 701 z VORCHA AVE z zl z Mi er Ci St Zip Code 4 County
10. 09 21 1912 Age 101 SSN Verification YES Adult ID Verified YES Household Conmiok View z Mail Ph Update NCB Update Move Client to HH HH to Residence Merge HH Phone 503 988 8888 Type WORK Edit Energy Education Phone Ext Type CELL z view Kit Component New gt Mailing Address 999 PAGH ST ENTERPRISE OR 97828 County WALLOWA gt Client Characteristics Gender MALE Disability NO Ethnicity REFUSED Veteran YES Education POST SECONDARY NO Language MAYAN GROUP DEGREE Homebound UNKNOWN Race REFUSED Seisan Tribe Edit Client View Household l Non Cash Benefits N_ Oregon Health Plan Cv MEDICARE 9 In wic 7 rv Cl ly VA Med Serv IN TANF Child Care NTaMr Trans IN Other TANF SPavtccrents Assist 7 Other Health Ins IN Other Source IN Temp Rental Assist l Payments This Household Sorted by Name then Auth click header to change secondary sort l Payments Previous Household Sorted by Name then Auth click header to change secondary sort r Income Employer Setting to None None Zero Income Don t Know or Refused will delete all income Does this client have any income YES z Data Classification 3 Oregon Housing and Community Services Figure 2 9C Client View Screen Reflecting Non Cash Benefits changes 49 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classificat
11. 3 0 4T Payment Search Payment New View P i New Fields marked are required Edit Client Name Age Income SSN Verified Adult ID Payment Other HH KOR SON OF RYNAR 101 3 000 00 Y N KANG SON OF AROK 99 1 200 00 N y N APC CCN LP14 WAL LIHEAP 2014 a Applicant Information Select Applicant KOR SON OF RYNAR gt Intake Date 10 29 2013 Eikmm dd yyyy HH Income 4 200 00 Intake Worker TNU Eligible in HH 1 Subsidized N Energy Type ELECTRIC a Refer for Weatherization Overide Children Blocking O Non Energy Services Energy Related Advocacy Payment Eligibility Statu ACCEPTED Payment Information Type SelectPayment Type Ef Wana auth Name on Acct Acct Vendor Amount Account Status Primary PORTLAND GENERAL YES Spal Jo co J CURRENT KOR SON OF RYNAR I999 KOR 97828 Direct Pay po CURRENT 00 lagency poo E CURRENT z Total 0 00 Balancel 0 00 _ Comments E Hoia save Data Classification 3 2000 characters left spaces count Oreaon Housina and Community Services tuts E Payment NEW micro Figure 2 24 Payment New Screen Load Button and Eligibility Status 68 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 22 S Agency OHCS User TESTUSER U Client KANG SON OF AROK Timeout 17 45 x A Energy Assistance Re
12. ID jove Client to HH SSN Sys JSKANG121213__ Search HH to Residence g Search Merge HH OPUS will search the database to find this client before creating a new record Energy Education View Kit Component New Possible Pre Existing Client Matches SSN First Name Last Name DOB No Results Found Add New Member Data Classification 3 Oregon Housing and Community Services Figure 2 15A Client Search New Add new HH member search 57 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 Add Clients to Household continued 9 S Agency OHCS User TESTUSER Jar Client KOR SON OF RYNAR Timeout 17 55 Energy Assistance Log Out Nn CLO Z Housing ang Community ervices Client Program v Fiscal Y ManagementY Reports Help v Version 3 0 4T Client e Search Client New View New Edit l Client Information Fields marked with are required Residence E View First Name KANG Middle aed Last Name SON OF AROK suffix xj DOB 212 1913 TElmm dd yyyy SSN Sys SKANG121213 Create ID Household View Adult Id Verified M SSN Verification No Comments Mail Ph Update NCB Update Move Client to HH HH to Residence Merge HH Energy Education 2000 characters left spaces count View Kit Component New Phone Primary Phone gt OR enter new number below Primary Phone 503 555 1212 ext HOME Z tv
13. N Other Source IN Temp Rental Assist Payments This Household Sorted by Name then Auth click header to change secondary sort Name Amount Chk No Chk Date Auth Type Status Payments Previous Household Sorted by Name then Auth click header to change secondary sort Income Employer Setting to None None Zero Income Don t Know or Refused will delete all income Does this client have any income YES E New Income Total 0 00 0 00 Data Classification 3 Oregon Housing and Community Services Figure 2 16 Client View HH member added view The Client View screen will appear reference figure 2 16 If changes need to be made click the Client Edit link in the left Nav Bar or the Edit Client button Make the necessary changes and click Save Changes button More clients can be added to the household as necessary by repeating the same steps If all the clients have been added to the household proceed to the Household View screen to finish the client intake process see next section for this process 60 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 Where did the RED ICONS go Active Client and Physical Residence The RED Icons have been replaced with the Client display and the Residence display at the top of the screen The client shown indicates the last active client
14. OF Cf One R NT Housing an ge Services Client Y Program Fiscal Y ManagementY Reports Help Y Version 3 0 4T Payment Search Payment New iew be Fields marked are required Edit Client Name Age Income SSN Verified Adult ID Payment Other HH KOR SON OF RYNAR 101 3 000 00 x N KANG SON OF AROK 99 1 200 00 N Y N APC CCN LP14 WAL LIHEAP 2014 gt Applicant Information Select Applicant KOR SON OF RYNAR 7 Intake Date fi0 29 2073 T mm dd yyyy HH Income 4 200 00 Intake Worker TNU s Eligible in HH 2 Subsidized N Energy Type ELECTRIC i Refer for Weatherization Overide Children Blocking 0 Non Energy Services Energy Related Advocacy Oregon Housing and Community Services Figure 2 23 Payment New APC Select and Load Data Classification 3 Once the household is accepted and can receive services payment complete a Payment New by selecting or entering the following fields fields marked are required Applicant Intake Date defaults to today s date but can be overridden if different Your initials will be displayed in the Intake Worker s box can be overridden if actual intake worker is different from person inputting the data Weatherization check box check the box if the household is recommended Non Energy Services Energy Related Advocacy Payment Type Refer to program requirements Energy Type Authorization numbers can be taken from the applicat
15. Section 2 Client Intake New Data Classification 2 2 Client name birth date SYSID SSN is already filled in from being entered on the Client Search New screen Complete the rest of the new client information Fields marked with require responses to be selected There are several buttons with dropdown arrows for different choices m Title salutation if necessary m Legal first name middle name last name 7 Review social security number or system identification number for accuracy 7 SSN Verification This is to describe if the SSN is full or don t know don t have or refuse for system identification m Client Comments Box One phone number extension and type m Mailing Address The first client created for a household type their mailing address in provided boxes For subsequent clients the select from drop down menu will display previous mailing addresses Street number Street direction S N NE NW etc Street name Street type Ave Lane etc Unit type Apt Unit PO Box etc Enter an apt number or PO Box number City or Zip Code Gender Disabled Veteran Ethnicity Language Education Homebound Transportation if Homebound set to YES Race Oregon Tribe Option if Native American has been selected Non Cash benefits client receives Does this client have any income None Yes None Zero Income Statement Don t Know Refus
16. Services Figure 2 25 Payment New Any adjustments made one section will disable Note On the Payment New screen if there is an adjustment in the Applicant Information or in Payment Information without loading a New APC or issuing a new payment one of the two sections will disable reference figure 2 25 The Payment View screen will appear next Verify all information entered is correct This step is considered to be a final review step for intake workers The Payment View screen displays the OPUS generated authorization number or the authorization number from the application 69 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 22 Agency OHCS User TESTUSER BF Client KOR SON OF RYNAR Timeout 11 00 amp Energy Assistance Residence ENTERPRISE OR 97828 Log Out ret On KA Housing ag Community Tvices Client Program Fiscal Y ManagementY Reports Help v 7 i 7 E i Version 3 0 4T Payment View APC CCN LP14 WAL LIHEAP 2014 Edit Payment PAYMENT REPORTS intake Disclaimer Notice of Action Noincome Payment Receipt Note Click on the blue diamond to view the report definitions Many report definitions reference Attachment A Click to view attachment Client Name Age Income SSN Verified Adult ID Payment Other HH KOR SON OF RYNAR 101 3 000 00 a N KANG SON OF AROK 99 1 200 00 N App
17. Update Move Client to HH HH to Residence Merge HH Energy Education View Kit Component New Advanced Client Search Search Parameters at least one field required Version 3 0 4T SSN SYSID I First Name Last Name Phone 5039990000 a portion of phone number numbers only no When you Click in Search Results Client s SSN Household Screen Client s Name or Phone Number Client Screen A maximum of 100 results will be returned Search Results CE SWORF040365 WORF SON OF MOGH 503 999 0000 Data Classification 3 Oregon Housing and Community Services Figure 2 3C Advanced Client Search Screen Search Results Note Search Results are displayed for the first 100 records randomly matching the criteria you enter in a given search A list resulting of up to 100 individual result records are generated randomly If specific search criteria entered will result in a more than 100 matches utilize a redefined search result and narrow down the list generated Fields marked are required 37 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 Client Search New The Client Search New screen finds possible matches using the required search fields reference figure 2 4 Setup On the Client Search New screen 1 Enter required fields without wild cards with legal first name last name SSN SID and
18. date of birth DOB reference figure 2 4 The Create ID button will automatically create an SID to search for a client who may be assigned a system ID versus a SSN System ID is created by OPUS or can be manually done SYSID sequence is as follows S first 5 letters of the client s first name month day year MMDDYY of client s birth date 2 Click the Search button The search button becomes activated when information is typed into any of the boxes If No Results found is displayed the client can be added as a new client to the OPUS database reference figure 2 4A OPUS Agency OHCS User TESTUSER BE imeout 19 19 Ala Energy Assistance og Out Ovetont aaa yy Housing an a tAbAN Services Client Y Program v Fiscal Y Management Y Reports Help Y Client Search New Version 3 0 4T New Client Information Fields marked with are required wildcards will be removed B 9 21 1912 CEkmm dd yyyy KOR i SON OF RYNAR Residence First Name View New Last Name Edit SSN Sys Search Household View gt i Mail Ph Update OPUS will search the database to find this client before creating a new record E o o NCB Update re Move Client to HH HH to Residence Merge HH Energy Education View Kit Component New Data Classification 3 Oregon Housing and Community Services Figure 2 4 Client Search New Note OPUS utilizes several different way
19. intake worker initials This will allow future agency OPUS users to follow the record s when staff turn over takes place 71 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 22 S Agency OHCS User TESTUSER CN es Client KANG SON OF AROK Timeout 19 41 BN Energy Assistance Residence ENTERPRISE OR 97828 Log Out W ip Housing oon Services Client Y Program Y Fiscal Y ManagementY Reports Y Help Y Version 3 0 4T Payment Search Payment New View 5 3 New Fields marked are required Edit Client Name Age Income SSN Verified Adult ID Payment Other HH KOR SON OF RYNAR 101 3 000 00 N KANG SON OF AROK 99 1 200 00 N Yy N APC CCN LP14 WAL LIHEAP 2014 gt a Applicant Information Select Applicant KOR SON OF RYNAR gt ca Intake Date 10 29 2013 T2lmm dd yyyy HH Income 4 200 00 Intake Worker TNU bg Eligible in HH 1 Subsidized N Energy Type ELECTRIC z efer for Weatherization Vv Overide Children Blocking m Non Energy Services Ei Energy Related Advocacy O Payment Eligibility Status ACCEPTED Payment Information Type Select Payment Type zi Manual Auth s Name on Acct Nendor Amount Account Status Primary AGES PORTLAND GENERAL YES RECTE ooo CURRENT a KOR SON OF RYNAR 999 KOR 97828 Direct Pay boo CURRENT 00 FRN ho s CURRENT zj Total 0 00 Balances 0 00 2000 charact
20. record added accessed and the residence shows the active physical residence created for household reference figure 2 17 H User TESTUSER Client KOR SON OF RYNAR Timeout 19 53 0 Energy Assist i 7828 ergy Assistance Residence ENTERPRISE OR 97828 Log Out ret TE Housing an ZONK Services Client Y Program v Fiscal Y Management Y Reports v Help v Client 3 Version 3 0 4T Search Household View View New Edit Household Click SSN SYSID will open the Client View Screen Hover over code for full version Residence re seve tee Toe ea Tr scores rorsororanan wowsted EEEE Mail Ph Update New Client NCB Update To Remove a Client one at a time Remove Client s from Household Move Select client under the R column above then Click this button reps his EA To Remove Household Click this button Move Entire Household to Unknown Merge HH Figure 2 17 Household View Screen Red Icons Client Vendor New Setup On the Household View screen click the New Vendor button in the Client Vendor section reference figure 2 18 The Client Vendor New screen will appear reference figure 2 19 Type or Select fields marked are required Select the Applicant s name Enter the Name on the Account this may may not be the Applicant Client s Account number Vendor Name Verify by Intake Worker initials Verification Date Verification Type Comments for Vend
21. Cii ST Zip Code 4 County JENTERPRISE 97828 gt oR 97828 ENTERPRISE gt enon Client Characteristics Gender Mae J Disabled NO z Ethnicity REFUSED E Veteran YES Education Post SECONDARY NO DEGREE Language MAYAN GROUP gt Homebound gt Transport NO w Race Check all that apply I African American C Don t Know T american Indian Alaska Native Refused I Asian I Native Hawaiian or Pacific Islander Oregon Tribes I white l 7 ee Non Cash Benefits Check all that apply gt snap Oregon Health Plan Grevicare none wic A Med Serv TANF Child Care Don t Know TANF Trans Other TANF Public Rental Assist Refused ther Health Ins Other Source Temp Rental Assist i T a Save Changes Data Classification 3 Oregon Housing and Community Services Figure 2 9B Client Edit Screen Non Cash Benefits 48 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 9 21 S Agency OHCS User TESTUSER Client KOR SON OF RYNAR Timeout 19 51 Energy Assistance Log Out Client Y Program Y Fiscal Y Management Reports Help v Housing ag Community vices Version 3 0 4T Client Search Client View View New Select Another Client in HH KOR SON OF RYNAR Go Edit Resi ve l Client Information babi Name KOR SON OF RYNAR SSN SYS ID SKORO92112 Edit DOB
22. Classification 3 Oregon Housing and Community Services Figure 2 14 Household View Screen Adding New Client to HH Setup On the Household View screen 1 On the Left Nav Bar under Client click the New link The Client New screen will appear If the client s HH member is not listed click Add New Member reference figure 2 15A 56 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 Add Clients to Household continued Some household information will be previously entered due to the first client enrolled such as address home phone number Drop down menus are available to select from for subsequent household member s entered or you can manually enter new mailing addresses or phone numbers for each individual OPUS Agency OHCS User TESTUSER E Ax Client KOR SON OF RYNAR Timeout 19 54 Energy Assistance Log Out reto K KS Housing ghd Community Client Program Fiscal Y Management Reports Help v rvices Client Version 3 0 4T Search Client Search New View New Edit Current Household Members Residence f Name Gender Age View S KOR SON OF RYNAR M 101 New Edit Household New Client Information Fields marked with are required wildcards will be removed View Mail Ph Update First Name KANG pop fi2 12 1913 CEkmm dd yyyy NCB Update m Last Name SON OF AROK be Create
23. Education View Kit Component New Data Classification 3 Oregon Housing and Community Services Figure 2 3A Client Search Screen OPUS Energy Assistance User TESTUSER Timeout 19 44 Log Out Housing an Community ervices Help v Agency OHCS Client Program Y Fiscal Y Management Y Reports Y Client Search View New Edit Residence View New Edit Household View Mail Ph Update NCB Update Move Client to HH HH to Residence Merge HH Energy Education View Kit Component New Version 3 0 4T Advanced Client Search l Search Parameters at least one field required SSN SYSID Last Name First Name Phon J5039990000 3 portion of phone number numbers only no When you Click in Search Results Search Client s SSN Household Screen Client s Name or Phone Number Client Screen A maximum of 100 results will be returned Data Classification 3 Oregon Housing and Community Services Figure 2 3B Advanced Client Search Screen 36 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 OPUS Energy Assistance Agency OHCS User TESTUSER r Timeout 19 57 0 togon U CLONES Housing GUS Benes Client Program Y Fiscal Y Management Reports Y Help v Client Search View New Edit Residence View New Edit Household View Mail Ph Update NCB
24. HCS User TESTUSER Client KOR SON OF RYNAR Timeout 19 39 Energy Assistance Log Out Or G AONE EE BAN sas each Client Client Program v Fiscal Y Management Reports Help v Version 3 0 4T Search Client View View New Select Another Client in HH KOR SON OF RYNAR 7 Go Edit Resi Bence Client Information ve Name KOR SON OF RYNAR SSN SYS ID SKORO92112 ede DOB 09 21 1912 Age 101 SSN Verification YES Adult ID Verified YES Household c View omments Mail Ph Update NCB Update Move Client to HH HH to Residence Merge HH Phone 503 988 8888 Type WORK Edit Delete Energy Education Phone CEs Type CELL E View Kit Component New Mailing Address 999 PAGH ST ENTERPRISE OR 97828 County WALLOWA Client Characteristics Gender MALE Disability NO Ethnicity REFUSED Veteran YES Education POST SECONDARY NO Language MAYAN GROUP DEGREE Homebound UNKNOWN Race REFUSED Oregon Tribe Edit Client View Household Non Cash Benefits N _ SNaP N Oregon Health Plan N MEDICARE N WIC N_ VA Med Serv N TANF Child Care N TANF Trans N Other TANF IN Public Rental Assist IN Other Health Ins IN Other Source N Temp Rental Assist Payments This Household Sorted by Name then Auth click header to change secondary sort Name Amount Chk No Chk Date Auth Type Status Payments Previous Household Sorted by Name then Auth
25. N TANF Trans IN Other TANF N Public Rental Assist ly Other Health Ins N Other Source IN Temp Rental Assist _ Payments This Household Sorted by Name then Auth click header to change secondary sort eme ren ere _ oreowe rone vee our l Payments Previous Household Sorted by Name then Auth click header to change secondary sort Income Employer Setting to None None Zero Income Don t Know or Refused will delete all income Does this client have any income YES z n souree emp nontnty Annual vented pate tast30 pavs exude Data Classification 3 E L ooo Sees Oregon Housing and Community Services Figure 2 10 Client View New Income Button 50 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 2 On the Income and Employer Screen reference figure 2 11 Type or Select Source such as employer s name Verified Date Type of the income i e SSI Income received in past 30 days Amount Don t Use This Record Creating Payments Frequency Enter Comments as needed Verified How Employer Information amp address Verified By who follow steps as required Click the Save button the Client View screen will re appear with the income displayed If the client has an employer you can enter this information by following the same steps done for income reference figure 2 11
26. New Edit Update Mailing Address for Household Choose an address from menu OR enter a new one below Residence View physical location where they sleep under street name e g New P O BOX 1701 ENTERPRISE OR 97828 i n l st ker 35 H 166 Edit RES 1 01 E FEDERATION WAY ENTERPRISE OR 97828 par apt arn 5 3 s Type Direction Unit Household z z zf View r gl Ci ST Zip Code 4 County Mail Ph Update epi Select One E OR Select One H Move Update Mailing Address Client to HH HH to Residence Modify Phones for Household Add HH will add the phone to all clients in the household Delete HH will delete all phone for all Merge HH clients in the household Energy Education WORF SON OF MOGH View Kit Component New Phone 503 999 0000 Type CELL Edit Delete Phone 800 555 9422 Type HOME Edit Delete Phone Ext l Type CELL E Add HH Delete HH ALEXANDER ROZHENKO Phone 800 555 9422 Type HOME Edit Delete Phone Ext Type CELL Add HH Delete HH K EHLYR WORF Phone 800 555 9422 Type HOME Delete Phone Ext l Type CELL Rabe T KURN SON OF MOGH Phone 503 000 9999 Type HOME Edit Delete Phone Ext Type CELL E Add HH Delete HH Data Classification 3 Oregon Housing and Community Services Figure 2 8B Household Mail and Phone Update Screen Update HH Mailing Address You can add or delete additional telephone nu
27. RGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 Note Household Comments are shown in all Program Modules regardless where entered It is strongly suggested to enter the Date followed by comments and completed by intake worker initials This will allow future agency OPUS users to follow the record s when staff turn over takes place Click the Save button The Household View screen will blink while the database is saving the information then the screen will remain steady Household New Payment Confirms Qualification Ensure that you have an active Client and Residence prior to proceeding reference figure 2 17 red circled icons otherwise you will get a general OPUS error and you will not be able to reach the screen reference figure 2 21 ERROR An Error Occurred on page opustest program lieap oea payment_new jsp at 10 10 2012 09 33 AM The error message is Residence Id is not valid or Household is not in a residence Go to OPUS HomePage Client Search Data Classification 3 Figure 2 21 New Payment Residence Error Message NOTE Check current year LIHEAP and OEAP Operations Manual for program requirements This process is to initiate anew payment This step is only completed once ALL household residence income and vendor information has been verified and or updated The OPUS database calculates the income sources compared with formulas under the Paym
28. Section Two Client Intake New New household records are created in this section From there a household HH can be enrolled in agency programs services and household transactions Client Search 34 Advanced Client Search 35 Client Search New 38 Client New 39 Client View 42 Household Mail and Phone Update 44 Non Cash Benefits Update 47 Income amp Employer 50 Residence Search 53 Residence New 54 Verifying Data on Views 55 Add Clients to Household 56 Active Client and Physical Residence 61 Client Vendor New 61 Household Summary 64 Household New Payment Confirms Qualification 65 Payment Links 71 Denying A Payment 71 Household View 74 Energy Education See Section 4 Kits Components See Section 4 All SSNs throughout this manual have be covered for confidentiality purposes even though the test database was used 33 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 Client Search There are two types of client search screens Client Search and Client Search New When to use each specific Search Screen Client Search Use the Client Search screen to find current records in the OPUS database Client Search New Use the Client Search New screen during a client intake session Setup Log in and start from Message of the Day Screen 1 Click the Client Search link on the left nav bar or pass your cursor over Client on the ma
29. _Edit Delete Phone fp03 999 0000 C Ext Type cel E Add HH Delete HH ALEXANDER ROZHENKO Phone 800 555 9422 Phone 503 888 8888 Type HOME Ext Type CELL E K EHLYR WORF Phone 800 555 9422 Type HOME Phone 800 555 9422 Ext Type CELL E Add Add HH Delete HH KURN SON OF MOGH Phone 503 000 9999 Type HOME Edit a Phone CS Ext Ss Te CELL Ej aati HH Delete HH Data Classification 3 Oregon Housing and Community Services Figure 2 8C Household Mail and Phone Update Screen Modify HH Phone Numbers 46 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 Client Non Cash Benefits Update To update the non cash benefits from the Client View screen click the Edit link located on the Left Nav Bar under Client or the Edit Client button located in the Client Characteristics section of the Client View screen reference figure 2 9A 2 S Agency OHCS User TESTUSER Client KOR SON OF RYNAR Timeout 18 14 Energy Assistance Log Out Client y _ Program Fiscal v Management Reports Help v Client E _ Version 3 0 4T Search Ic lient View View Select Another Client in HH KOR SON OF RYNAR Go l Client Information Residence bedi Name KOR SON OF RYNAR SSN SYS ID SKORO92112 ew Edit DOB 09 21 1912 Age 101 SSN Verification YES Adult ID Ver
30. am assistance Setup On the Client View screen Use the Left Nav bar click the Household View Link the Household View screen will appear or scroll over Client in the top navigational bar and HH view will appear reference figure 2 30 This screen is organized as follows HH Members information top section Payments below client section Vendors left side under payments section Income Summary right side under payments section Household Summary right side under income summary section Addresses left side under vendor section Phone numbers left side under address section HH Comments right side under household summary section In the Payment section under HH Members energy assistance records the payments current and previous households have received listed by date This screen is mainly a view only screen except for the section in the middle of the screen Household Summary section This section needs to be completed to qualify household for assistance 74 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 2 S Agency OHCS User TESTUSER U Client KOR SON OF RYNAR Timeout 19 38 Energy Assistance Residence ENTERPRISE OR 97828 Log Out r Ch On R 2 Vices Client Program Fiscal Y ManagementY Reports Help v Client z Version 3 0 4T Search Household View View Ne eae l Househ
31. arch New screen Complete the rest of the new client information Fields marked with require responses to be selected There are several buttons with dropdown arrows for different choices 7 Title salutation if necessary m Legal first name middle name last name suffix 7 Review social security number or system identification number for accuracy m SSN Verification This is to describe if the SSN is full or don t know don t have or refuse for system identification 7 Client Comments Box 7 One phone number extension and type m Mailing Address The first client created for a household type their mailing address in provided boxes For subsequent clients the select from drop down menu will display previous mailing addresses Street number Street direction S N NE NW etc Street name 39 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 Street type Ave Lane etc Unit type Apt Unit PO Box etc Enter an apt number or PO Box number City or Zip Code Gender Disabled Ethnicity Veteran Language Education Homebound Transportation if Homebound set to YES Race Oregon Tribe Option if Native American has been selected Non Cash benefits client receives Does this client have any income None Yes None Zero Income Statement Don t Know Refused If None Zero Income Statement is selected a required
32. click header to change secondary sort Income Employer Setting to None N ow or Refused will delete all income Does this client have an Source Emp Monthly Annual Verified Date Last 30 Days Exclude Data Classification 3 Oregon Housing and Community Services Figure 2 6 Client View with Income Employer info Screen 42 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 OPUS Energy Assistance Agency OHCS Client KOR SON OF RYNAR User TESTUSER Timeout 19 39 EN oa Orero S WE Community Services Client Y Program Fiscal Y Management Reports Y Help v Client A Version 3 0 4T Search Client View View New Select Another Client in HH KOR SON OF RYNAR Go Edit Resi iiic Client Information Pees Name KOR SON OF RYNAR SSN SYS ID SKORO92112 Edit DOB 09 21 1912 Age 101 SSN Verification YES Adult ID Verified YES Household TEENS View Mail Ph Update NCB Update Move Client to HH HH to Residence Merge HH Phone 503 988 8888 y WORK Energy Education Phone o Type CELL View Kit Component New l Mailing Address 999 PAGH ST ENTERPRISE OR 97828 County WALLOWA Client Characteristics Gender MALE Ethnicity REFUSED Education POST SECONDARY NO DEGREE Homebound UNKNOWN Oregon Tribe Edit Client View Household Disability NO Veteran YES Langua
33. date Move Client to HH HH to Residence Merge HH Energy Education View Kit Component New Agency OHCS Client KOR SON OF RYNAR User TESTUSER Timeout 19 39 Version 3 0 4T Client View Select Another Client in HH KOR SON OF RYNAR 7 Go l Client Information Name KOR SON OF RYNAR DOB 09 21 1912 SSN Verification YES Comments SSN SYS ID SKORO92112 Age 101 Adult ID Verified YES Phone 503 988 8888 Type WORI K Edit Delete Phone Ext Type CELL l Mailing Address 999 PAGH ST ENTERPRISE OR 97828 County WALLOWA M Client Characteristics Gender MALE Ethnicity REFUSED Education POST SECONDARY NO DEGREE Homebound UNKNOWN Oregon Tribe Edit Client View Household Disability NO Veteran YES Language MAYAN GROUP Race REFUSED l Non Cash Benefits In SNAP IN Oregon Health Plan ly MEDICARE In wic ly VA Med Serv IN TANF Child Care IN TANF Trans IN Other TANF IN Public Rental Assist fy Other Health Ins IN Other Source IN fTemp Rental Assist l Payments This Household Sorted by Name then Auth 2 click header to change secondary sort Name Amount Chk No Chk Date Auth Type Status l Payments Previous Household Sorted by Name then Auth click header to change secondary sort r Income Employer Setting to None None Zero Income Don t Know or Refused will delete all income Does this client have any income
34. e een f eane Pee a men en oes farn New SSN SYSID eat Seonorsiz_ RORSOW OFANAR fetetetete te te Tp 99 Household SKANG121213 KANG SON OF AROK Mail Ph Update New Client NCB Update To Remove a Client one at a time Remove Client s from Household Move Select client under the R column above then Click this button ane LA A To Remove Household Click this button Move Entire Household to Unknown Merge HH Energy Education l Payments This Household Sorted by Name then Auth click header to change secondary sort view Kit Component New Name Amount Chk No Chk Date Auth Type Status l Payments Previous Household Sorted by Name then Auth click header to change secondary sort Income Summary Gor Vendors in red are expi So aa ee y 999 KoR KOR SON OF 97828 RYNAR 3 000 00 SQ SON OF RYNAR 1 200 00 GENERAL ELECTRIC 4 200 00 Co Habitants Household Subsidized Make any changes a Total Income of Poverty Total of Persons 999 PAGH ST ENTERPRISE OR 97828 HH Type oT 1701 VORCHA AVE SPC 3 ENTERPRISE OR 97828 gt Phones 2000 characters left spaces count Data Classification 3 Oregon Housing and Community Services Figure 2 20 New Vendor section on the Household View Screen 64 ENE
35. ed If None Zero Income Statement is selected a required Zero Income Comment block appears otherwise it is hidden Click the Save button 59 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 6 22 Agency OHCS User TESTUSER 2 S AS Client KANG SON OF AROK Timeout 19 36 0 amp Energy Assistance Log Out reon R Housing ang Community Services Client Program v Fiscal Y ManagementY Reports Y Help Y Client View Select Another Client in HH KOR SON OF RYNAR 7 Go l Client Information Version 3 0 4T Residence aT Name KANG SON OF AROK SSN SYS ID SKANG121213 ew Edit DOB 12 12 1913 Age 99 SSN Verification NO Adult ID Verified YES Household View Mail Ph Update NCB Update Comments Move Client to HH HH to Residence Merge HH Phone Ext Type CELL E Energy Education view Kit Component New Mailing Address 999 PAGH ST ENTERPRISE OR 97828 County WALLOWA Client Characteristics Gender MALE Disability NO Ethnicity HISPANIC LATINO Veteran YES Education POST SECONDARY NO Language SPANISH DEGREE Homebound UNKNOWN Race SINGLE Oregon Tribe Edit Client View Household Non Cash Benefits In SNAP IN Oregon Health Plan N MEDICARE N wic IN VA Med Serv N TANF Child Care IN TANF Trans N Other TANF IN Public Rental Assist N Other Health Ins
36. ed If a street number isn t available use a in front of the street name such as Stevens St 2 If there is an apartment or unit number use one of these formats Apt Unit or Spc 3 Type a city and zip code to narrow the results to this region of the state reference Figure 2 13 Note At any time searching for a client by address the percent symbol is considered a wild card Enter the percent sign followed by the street name then click Search the system will search for any addresses close to matching what you entered 4 When a residence is found in the database the address city and zip code will be displayed in the Search Results 5 Ifthe residence is not in the result list you ll see No Results Found A new residence can be created reference figure 2 13A When household members have not been found in the database click the New link under Client on the Left Nav Bar The goal is to find any records from the client s application first and find out which household members already exist in the database before creating new records reference figure 2 13B 53 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 OPUS Agency OHCS User TESTUSER ar Timeout 19 58 kai 3 Energy Assistance Log Out Oreg IN Housing and Community Services Client Program Fiscal Y ManagementY Reports Help v Client Version 3
37. ent New screen and confirms that a household qualifies for program assistance While in the Household View using the top Main Menu scroll the mouse over Program and down to New Payment reference figure 2 22 The Payment New screen will appear Select an APC for your agency Agency Program County APC Example ACCESS LP08 JAC LIEAP 2008 Click the Load button reference figure 2 23 OPUS will load the agency s APC information with a program formula to calculate and match all household data with the program requirements If a household qualifies or does not qualify for program requirements an Accepted or Denied message will be displayed next to the Payment Eligibility Status area reference figure 2 24 65 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 OPUS Agency OHCS User TESTUSER Client KANG SON OF AROK Timeout 18 19 Energy Assistance Residence ENTERPRISE OR 97828 E Or I OnE S y E Os Services Client Program y Search HouseholS a gt View New Edit Household Click SSN SYSID will open the Client View Screen Hover over code for full version m iscal Y ManagementY Reports Y Help v Version 3 0 4T Figure 2 22 Main menu drop down options OPUS Agency OHCS User TESTUSER Client KANG SON OF AROK Timeout 17 55 Energy Assistance Residence ENTERPRISE OR 97828 _Log Out Out eu
38. epeat the search for each new client or client in the household HH before adding a client to a household When a search is successful a client s information will display in the Search Results reference figure 3 2 If a person does not exist in the OPUS system a client search will indicate No Results Found The client can then be entered as a New Client 34 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 OPUS Agency OHCS User TESTUSER 4 Timeout 19 50 0 7 Energy Assistance Log Out reto K x R j SEG Housing and Community Services Client Program Fiscal Y Management Y Reports Help v Version 3 0 4T Client e Search Client Search View New Edit l Search Parameters at least one field required Residence SSN SYSID Address Unit ie Apt B View First Name KR oo City Loo ee ae Last Name JSON OF RYNAR Zip o I Show Residence Info only Household When you Click in Search Results MAA Update Client s SSN Household Screen Ahanoa Seatch NCB Update Client s Name Client Screen Residence Address Residence Screen Move A maximum of 100 results will be returned Client to HH j HH to Residence Merge HH Energy Education No Results Found View Kit Component New First Name Last Name Address Data Classification 3 Oregon Housing and Community Services Figure 2 2 Client Search Screen No Results Found
39. ers left spaces count ais Data Classification 3 Oregon Housina and Community Services Figure 2 28 Payment New Screen Deny a Payment with comments Setup 1 Start on Payment New screen and complete the steps in the topic Household New Payment Confirms Qualification 2 Enter an authorization number or allow OPUS to generate one by leaving it blank 3 Enter comments about why a household is denied a payment 4 At the end of the screen Payment New notice the Deny button next to the Save button Note On the Payment Edit screen the Deny button is located at the bottom right side of the screen next to the Hold button Click the Deny button Once the Deny button is clicked the Payment View screen will appear reference figure 2 29 If needed a payment in Deny status can be edited on the Payment Edit screen and the household re qualified for program assistance 72 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 22 S Agency OHCS User TESTUSER Client KOR SON OF RYNAR Timeout 16 28 Energy Assistance Residence ENTERPRISE OR 97828 Em OF g n m V ZOU ervices Client Program v Fiscal Y ManagementY Reports Help v Version 3 0 4T P t Search Payment View Vi APC CCN LP14 WAL LIHEAP 2014 Edit Payment PAYMENT REPORTS intake Report intake Disclaimer Notice ofAction Noincome Pa
40. ge MAYAN GROUP Race REFUSED Non Cash Benefits N SNAP IN VA Med Serv N Public Rental Assist N Oregon Health Plan N TANF Child Care IN Other Health Ins N_ MEDICARE IN TANF Trans IN Other Source IN WIC N Other TANF N Temp Rental Assist l Payments This Household Sorted by Name then Auth 2 click header to change secondary sort l Payments Previous Household Sorted by Name then Auth click header to change secondary sort Income Employer Setting to None None Zero Income Don t Know or Refused will delete all income Does this client have any income NONE ZERO INCOME STATEMENT EJ Zero Income Comments Required zero income j comments should be entered ere 1947 characters left spaces count Type Source Emp Monthly Annual Verified Date Last 30 Days Exclude Data Classification 3 Oreaon Housina and Communitv Services Figure 2 7 Client View with Zero Income Comments Box Screen 43 If None Zero Income Statement is selected the Zero Income Comment box will appear reference figure 2 7 and requires and entry ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 Household Mail and Phone Update To update the mailing address from the household click on the Mail Ph Update link located on the Left Nav Bar reference figure 2 SA 9 4 IS A
41. gency OHCS User TESTUSER r Client WORF SON OF MOGH Timeout 19 48 FA Energy Assistance Residence ENTERPRISE OR 97828 Log Out ni CLON RA Housing ang Community Services Client Program Fiscal Y Management Reports Y Help v Client F Version 3 0 4T Search Client View View New Select Another Client in HH WORF SON OF MOGH Go Edit Resi il Client Information aoe Name WORF SON OF MOGH SSN SYS ID SWORFO40365 Edit DOB 04 03 1965 Age 48 SSN Verification YES Adult ID Verified YES Household ope Comments Move Client to HH HH to Residence Merge HH Phone 503 999 0000 Type CELL Edit Delete Energy Education Phase e En Type CELL E view Kit Component New Mailing Address P O BOX 1701 ENTERPRISE OR 97828 County WALLOWA ti ii Figure 2 8A Client View Screen The Household Mail and Phone Update Screen will now appear reference figure 2 8B You can select a new mailing address from the drop down or enter and new mailing address 44 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 2 S Agency OHCS User TESTUSER Client WORF SON OF MOGH Timeout 19 29 Energy Assistance Residence ENTERPRISE OR 97828 Log Out Or CLON i Housing ang Communi Client Y Program v Fiscal Y Management Y Reports Y Help v con Household Mail and Phone Update Version 3 0 4T View
42. ified YES Household Comments View ai Mail Ph Update NCB Update Move Client to HH d HH to Residence Merge HH Phone SIER MMH Edit Delete Energy Education Phone Ext Type CELL vie View Kit Component New l Mailing Address 999 PAGH ST ENTERPRISE OR 97828 County WALLOWA Client Characteristics Gender MALE Disability NO Ethnicity REFUSED Veteran YES Education POST SECONDARY NO Language MAYAN GROUP DEGREE Homebound UNKNOWN Race REFUSED l Non Cash Benefits In SNAP IN Oregon Health Plan IN MEDICARE In wic IN _ VA Med Serv IN TANF Child Care IN TANF Trans N Other TANF IN Public Rental Assist IN Other Health Ins IN Other Source N Temp Rental Assist _ Payments This Household Sorted by Name then Auth click header to change secondary sort l Payments Previous Household Sorted by Name then Auth click header to change secondary sort r Income Employer Setting to None None Zero Income Don t Know or Refused will delete all income _j Does this client have any income YES z Verified Date Last 30 Days Exclude Oregon Housing and Community Services Figure 2 9A Client View Screen Edit Client Button and Left Nav Bar Link Data Classification 3 47 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 The Client Edit screen
43. in menu and select Search from the dropdown list The Client Search screen will appear next reference figure 2 1 2 An individual search needs to be conducted for each new client and or each client in the household Search for clients by name or SSN System ID SID or SYSID without dashes 3 Click the Search button 0 20N Agency OHCS User TESTUSER lt a gt Timeout 19 48 0 se Energy Assistance Log Out CONS wy Housing and Community Services Client v Program v Fiscal Y Management Y Reports Y Help v Client Version 3 0 4T Search Client Search View New Edit Search Parameters at least one field required Residence SSN SYSID Address Unit ie Apt B View First Nagfie KOR City ir Last Natag SON OF RYNAR Zip I Show Residence Info only Household When you Click in Search Results Search lew Client s SSN Household Screen Mail Ph Update a Advanced Search NCB Update Client s Name Client Screen Residence Address Residence Screen Move gt f lts will be returned Client to HH A maximum of 100 results will be returned HH to Residence Merge HH Energy Education view Kit Component New Duplicates Client Residence Data Classification 3 Oregon Housing and Community Services Figure 2 1 Client Search Screen When a search is unsuccessful a message No Results Found will display under the Search Results section reference figure 2 2 R
44. ion 2 Income amp Employer Setup Using the Household View click on the individual household member SSN SYSID to open Client View screen 1 Click the button New Income Employer reference figure 2 10 The Income amp Employer New screen will appear next 0 20N Agency OHCS User TESTUSER Client KOR SON OF RYNAR Timeout 19 51 Energy Assistance Log Out ret 0 H Housing ant GOs ervices Client Program Fiscal Y ManagementY Reports Help v Client Version 3 0 4T e Search Client View View New Select Another Client in HH KOR SON OF RYNAR 7 Go Edit Resi jisa IT Client Information oe Name KOR SON OF RYNAR SSN SYS ID SKORO92112 Edit DOB 09 21 1912 Age 101 SSN Verification YES Adult ID Verified YES Household Canine View Mail Ph Update NCB Update Move Client to HH H HH to Residence Merge HH Phone 503 988 8888 Type WORK Edit Energy Education Phone Ext Type CELL B View Kit Component New r Mailing Address 999 PAGH ST ENTERPRISE OR 97828 County WALLOWA gt Client Characteristics Gender MALE Disability NO Ethnicity REFUSED Veteran YES Education POST SECONDARY NO Language MAYAN GROUP DEGREE Homebound UNKNOWN Race REFUSED Oregon Tribe Edit Client View Household r Non Cash Benefits N SNAP N Oregon Health Plan fy MEDICARE In wic fy VA Med Serv N TANF Child Care
45. ion or if desired OPUS will generate the authorization number automatically when the Save button is activated reference figure 2 24 The authorization number will be generated and it will be displayed on the Payment View screen 66 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 Select Account Status for each vendor Enter Dollar amount of assistance for each vendor refer to program requirements for details on limitations Override Child Blocking Selected only if child has been used during current in another Household Click the Save button to save payment information 67 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 IMPORTANT On the Payment New or Payment Edit screen if changes are made to the APC Override Child Blocking or Energy Type have been selected to create anew payment be sure to re click the Load button in order to re qualify Work through the New Edit screen and save reference figure 2 24 If all or part of payment is made to Direct Pay you are required to enter comments or you will not be able to save the payment 6 23 S Agency OHCS User TESTUSER 4 U Client KANG SON OF AROK Timeout 19 41 Energy Assistance Residence ENTERPRISE OR 97828 Log Out A CLO j Housing ging Community ervices Client Program Fiscal Y ManagementY Reports v Help v Version
46. licant Information Name KOR SON OF RYNAR Intake Date 10 29 2013 HH Income 4 200 00 Intake Worker TNU Eligible in HH 2 Weatherization Referral Y Subsidized N Energy Type ELECTRIC Override Children Blocking Payments N Non Energy Services N Energy Related Advocacy N Payment Information Payment Type Standard Auth C16112659 Insert Date 10 29 2013 Insert By TNU Vendor Amount Primary Account Status Status Name on Acct Acct PORTLAND GENERAL ELECTRIC 480 00 CURRENT Pending OR SON OF RYNAR 999 KOR 97828 Total 480 00 Comments on Payment yweayment Details by Venda PORTLAND GENERAL ELECTRIC posner Pate Pending Batched pene 10 29 2013 Authorized Batch Date Data Classification 3 Oregon Housing and Community Services Figure 2 26 Payment View The payment is now to be in Pending Status until management performs the payment authorization function If edits need to be done on a payment this can be done only when the payment is in Pending Status To edit click the Edit Payment button on the Payment View screen The payment detail section at the bottom of screen displays the batch number check number and payment authorization number reference figure 2 25 You can access the Payment View screen from the Household View Screen or Main Menu Program gt Search gt Payment as often as
47. mbers to from individuals or the entire household by entering the telephone number and selecting the corresponding button reference figure 2 8C 45 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 OPUS Energy Assistance User TESTUSER Timeout 18 23 Log Out Help v Agency OHCS Client WORF SON OF MOGH Residence ENTERPRISE OR 97828 Oreton Housing an COU rvices Client Y Program v Fiscal Y Management Y Reports Vv Client Search View New Edit Residence View New Edit Household View Mail Ph Update NCB Update Move Client to HH HH to Residence Merge HH Energy Education View Kit Component New Version 3 0 4T Household Mail and Phone Update Update Mailing Address for Household Choose an address from menu OR enter a new one below E HOMELESS is not a valid address If no permanent address enter physical location where they sleep under street name e g Oak St Bridge at 3rd St Super Center Parking Lot on Main 34 miles past mile post marker 35 on Hwy 166 No Direction Street Name Direction Unit Ca Pi at Ci ST Zip Code County Select One E 2R Select One H Modify Phones for Household Add HH will add the phone to all clients in the household Delete HH will delete all phone for all clients in the household WORF SON OF MOGH Phone 503 999 0000 Type CELL Phone 800 555 9422 Type HOME
48. needed to track the payment status dates from pending authorized batched to the final agency paid status 70 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 Payment Links The Household View screen displays under the Payments which the household receives assistance A household may receive assistance from several programs or different time periods For each program there is an associated payment link that displays a Payment View screen This concludes issuing a payment to a qualified household who is eligible for program assistance in the LIEAP OEA program reference figure 2 27 The next section describes how to Deny a Payment l Payments This Household Sorted by Name then Auth click header to change secondary sort Payments Previous Household Sorted by Name then Auth click header to change secondary sort Payment Link Authorization Payment Status Figure 2 27 Household View Payments Denying a Payment There may be times when an agency needs to manually deny a payment to a household and process a denied payment Note All denied payments need to have comments recorded in the comments section of the screen The details as to why the payment was denied should be recorded reference figure 2 28 It is strongly suggested to enter the Date followed by comments and completed by
49. old Click SSN SYSID will open the Client View Screen Hover over code for full version Residence 7 ja New R ssn svsio Name age Gen Educ vet bisb ethn race nce income ea p eee femer e e e Household SKANG121213 KANG SON OF AROK Update New Client NCB Update To Remove a Client one at a time Remove Client s from Household Move i i i Select client under the R column above then Click this button e a To Remove Household Click this button Move Entire Household to Unknown Merge HH Energy Education l Payments This Household Sorted by Name then Auth click header to change secondary sort View Kit Component New Name Amount Chk No Chk Date Auth Type Status LP14 0 00 C16112659 Standard Deny l Payments Previous Household Sorted by Name then Auth click header to change secondary sort l Client Vendor Vendors in red are expired Income Summary vendor wee a acer _ ramezaca _ ror sorora 5 000 09 PORTLAND g y 299 kor kor son or KANG SON OF AROK 1 200 00 97828 RYNAR ELECTRIC New Vendor l Household Summary Total Income 4 200 00 of Poverty of OMI ENTERPRISE OR 97828 Hi i z 1701 VORCHA AVE SPC 3 Hype Co Habitants ENTERPRISE OR 97828 a Household Subsidized l Phones Make any changes Save Changes HH Comments E 2000 characters left spaces count cur
50. or if needed Click the Save button to save 61 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 OPUS Energy Assistance User TESTUSER Timeout 19 52 Agency OHCS Client KOR SON OF RYNAR Residence ENTERPRISE OR 97828 maoa Oregons E UD Community Services Client Program Fiscal Y ManagementY Reports Help v Client Search View New Edit Residence View New Edit Household View Mail Ph Update NCB Update Move Client to HH HH to Residence Merge HH Energy Education View Kit Component New Version 3 0 4T Household View Household Click SSN SYSID will open the Client View Screen Hover over code for full version a sveo name ve cen eve vot ob etn face net income a SR Paf af e p a e e 99 M PS N H S N Y SKANG121213 KANG SON OF AROK New Client Remove Client s from Household Move Entire Household to Unknown l Payments This Household Sorted by Name then Auth click header to change secondary sort l Payments Previous Household Sorted by Name then Auth click header to change secondary sort To Remove a Client one at a time Select client under the R column above then Click this button To Remove Household Click this button l Client Vendor Vendors in red are expired Income Summary KOR SON OF RYNAR 3 000 00 r Household Summary Name
51. pe Mailing Address Choose an address from the list add a new address or edit the current mailing address below 299 PAGH ST ENTERPRISE OR 97828 HOMELESS is not a valid address If no permanent address enter physical location where they sleep under street name e g Oak St Bridge at 3rd St Super Center Parking Lot on Main 34 miles past mile post marker 35 on Hwy 166 No Direction Street Name T Direction Unit fi701 l INORCHA AVE K Mut wie Ci ST Zip Code 4 County JENTERPRISE 97828 7 OR 97828 ENTERPRISE WALLOWA Client Characteristics Gender MALE Disabled NO Ej Ethnicity HISPANIC LATINO Ej Veteran YES Dj Education POST SECONDARY NO DEGREE Language SPANISH x Homebound 7 Transport No xj Race Check all that apply I African American Don t Know T american Indian Alaska Native Refused I asian M Native Hawaiian or Pacific Islander Oregon Tribes I white Non Cash Benefits Check all that apply C snap Oregon Health Plan MEDICARE None wic VA Med Serv TANF Child Care Don t Know TANF Trans L Other TANF Public Rental Assist O Refised Other Health Ins other Source Temp Rental Assist Income is client have any income YES hale Data Classification 3 Oregon Housing and Community Services Figure 2 15B Client New Screen HH member new 58 ENERGY ASSISTANCE OPUS User Manual
52. reference figure 2 9B should now appear Go to the bottom of the screen were you will find the Non Cash Benefits section Select and or deselect the appropriate check boxes and select Save Changes button reference figure 2 9B 9 21 S Agency OHCS User TESTUSER Client KOR SON OF RYNAR Timeout 19 33 Energy Assistance Log Out reton R Housing ang Commun ity Services Client Program Fiscal Y Management Reports Help v Client 3 Version 3 0 4T Search Client Edit View New Edit M Client Information Fields marked with are required Residence ame z view FirstName KOR gt Midde SCS oy Last Name SON OF RYNAR Suffix 7 Dos 09 21 1912 CElmm dd yyyy SSN Sys SKOR092112 Greate ID Adult Id Verified M SSN Verification YES 7 Comments Household view Mail Ph Update NCB Update Move Client to HH HH to Residence Merge HH M Energy Education 2000 characters left spaces count view Kit Component New Mailing Address Choose an address from the list add a new address or edit the current mailing address below Edit Current Mailing Address gt HOMELESS is not a valid address If no permanent address enter physical location where they sleep under street name e g Oak St Bridge at 3rd St Super Center Parking Lot on Main 34 miles past mile post marker 35 on Hwy 166 No Direction Street Name Type Direction Unit pos l gt I AGH sT pall pall z
53. s left spaces count Data Classification 3 Oregon Housing and Community Services Figure 2 19 Client Vendor New The Household View screen will re appear with the vendor information entered in the Client Vendor section reference figure 2 20 To add another vendor click the New Vendor button and repeat the setup steps listed above If all the vendor information is complete proceed to the next section Household Summary 63 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 Household Summary This section provides steps to complete the household summary section on the Household View screen Setup There is one area on the Household View screen reference figure 2 20 the Household Summary section has to be completed Household Type drop down list This describes the composition of the household HH Comments should be used for any documentation related to household 2 IS Agency OHCS User TESTUSER Client KANG SON OF AROK Timeout 19 46 Energy Assistance Residence ENTERPRISE OR 97828 Log Out Housing and Community Services Client Program Fiscal Y ManagementY Reports Help v Version 3 0 4T Client Search Household View View New i i Edit l Household Click SSN SYSID will open the Client View Screen Hover over code for full version Residence ver ep aeae J eme Pra
54. s to find potential duplicate clients Please review the list first prior to entering new clients into the database 38 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 Client New This step is only used after determining the client is not in the system and all search attempts have been exhausted Setup On the Client Search New screen 1 Click the Add New Member button reference figure 2 4A The Client New screen appears reference figure 2 5 Agency OHCS User TESTUSER Timeout 17 44 Log Out Client Program Y Fiscal Y Management Y Reports Help v Client Version 3 0 4T Search Client Search New View New P y T Edit New Client Information Fields marked with are required wildcards will be removed EPEE Gia kR o Dos 09 21 1912 CElmm dd yyyy View New Last Name ISON OF RYNAR Create ID Edit SSN Sys ee rs l Search Household View F A Mail Ph Update OPUS will search the dz client before creating a new record NCB Update Move Possible Pre Existing Client Matches op ae SSN First Name Last Name DOB Merge HH No Results Found Parad Education ARa p Kit Component New Data Classification 3 Oregon Housing and Community Services Figure 2 4A Client Search New No Results Found 2 Client name birth date SYSID SSN is already filled in from being entered on the Client Se
55. sidence ENTERPRISE OR 97828 Log Out VELONR j Housing ang Community Services Client Program Fiscal Y ManagementY Reports Help Y Version 3 0 4T Payment Search Payment New View i New Fields marked are required Edit Client Name Age Income SSN Verified Adult ID Payment Other HH KOR SON OF RYNAR 101 3 000 00 Y N KANG SON OF AROK 99 1 200 00 N APC CCN LP14 WAL LIHEAP 2014 gt m Select Applicant KOR SON OF RYNAR Intake Date 10 29 2013 E2 mm dd yyyy HH Income 4 200 00 Intake Worker TNU In this example the Eligible in HH number Eligible in HH Subsidized N was changed to 2 Energy Type ELECTRIC 7 Refer for Weatherization Overide Children Blocking m By making this change the Payment Information became inactive Non Energy Services Energy Related Advocacy Payment Eligibility Status ACCEPTED Payment Informatior Select Payment Type The drop down arrows comments section and Manual Auth the Deny Save AAAA buttons are deactivated Acct Type Vendor Amount Account Status Primary PORTLAND GENERAL fo 00 ELECTRIC g YES _ ROR SON OF RYNAR I999 KOR 97828 Direct Pay Agency Total Balance Comments 2000 characters left spaces count Deny Hoia Save Data Classification 3 Oregon Housing and Community
56. t Search New View New Edit l New Client Information Fields marked with are required wildcards will be removed Residence First Name ORF a DOB 03 1965 TShmm dd yyyy View New Last Name SON OF MOGH ba Create ID Edit SSN Sys SWORF040365 Search Household View j a Mail Ph Update OPUS will search the database to find this client before creating a new record NCB Update Move Possible Pre Existing Client Matches Client to HH gt HH to Residence SSN First Name Last Name DOB Merge HH No Results Found E Educati Add N I aad ucation Me A i e Kit Component New Data Classification 3 Oregon Housing and Community Services Figure 2 13B Client Search New Residence New Screen Verifying Data on Views In general for all view screens you should review to verify data entered If information needs to be edited the Edit links or buttons are available to update or correct information Most View Screens are for viewing purposes the two exceptions are the Household View and Client View screens 55 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 Add Clients to Household Adding clients to an existing household is easiest when at least one client and the residence have been created initially reference figure 2 14 22 S Agency OHCS User TESTUSER AE lt Client KOR SON OF RYNAR Timeout 19 36 0 amp Energy Assistance Log O
57. ut reti On RY Client Program Fiscal Y ManagementY Reports Help v Household View Housing and Community Services Version 3 0 4T Household Click SSN SYSID will open the Client View Screen Hover over code for full version Residence IH Members Sol ele ts indicate poor data quality New Name New r sswsvsio_ Age Gen Educ vet Disb ethn race nce income ea TE seorsa sorsoran fw fos tv lolol Household New Client View Mail Ph Update To Remove Household Click this button Move Entire Household to Unknown NCB Update bd to HH Payments This Household Sorted by Name then Auth click header to change secondary sort Mergeti Name amount ermeno Chk Date jaune tye ss Energy Education View f Payments Previous Household Sorted by Name then Auth click header to change secondary sort Kit Component New Client Vendor Vendors in red are expired Income Summary Vendor Type Pri Acct Name Acct KOR SON OF RYNAR 3 000 00 New Vendor r Household Summary 3 000 00 Address Total Income Address Reet Poverty 999 PAGH ST of OMI ENTERPRISE OR 97828 Total of Persons FE T Phones HH Type l T Number Client Name Household Subsidized ES Sai ac ac FOR SON OFRYNAR Make any changes Save Changes HH Comments 2000 characters left spaces count Data
58. yment Receipt Note Click on the blue diamond to view the report definitions Many report definitions reference Attachment A Click to view attachment Client Name Age Income SSN Verified Adult ID Payment Other HH KOR SON OF RYNAR 101 3 000 00 Y N KANG SON OF AROK 99 1 200 00 Y N Applicant Information Name KOR SON OF RYNAR Intake Date 10 29 2013 HH Income 4 200 00 Intake Worker TNU Eligible in HH 2 Weatherization Referral Y Subsidized N Energy Type ELECTRIC Override Children Blocking Payments N Non Energy Services N Energy Related Advocacy N Payment Information Payment Type Standard auth ic16112659 linsert Date ho 29 2013 linsert By rnu Vendor Amount Primary Account Status Status Name on Acct Acct PORTLAND GENERAL ELECTRIC oo Y CURRENT Erko SON OF RYNAR 999 KOR 97828 Total o oo Comments on Payment Client did not return signed application Payment Details by Vendor fornan GENERAL ELECTRIC PEE ieee ner 11 06 2013 agency Paid patterns ine p Date Data Classification 3 Oregon Housing and Community Services Figure 2 29 Payment View with Status as Deny 73 ENERGY ASSISTANCE OPUS User Manual Section 2 Client Intake New Data Classification 2 Household View Household view provides an overview of the household view screen and instructions for completing the final steps for a household to receive progr
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