DHHS-OADS: Update on Evergreen Release 3 Rollout

To: All Evergreen Users

Evergreen Update:
We are pleased to announce that the following issues were resolved on 7/12/24 and 7/26/24: 

• Service Implementation Plans (SIPs) are now displaying on Location Forms List Page.
• When a Person Centered Plan (PCP) is revised, the “Goal Progress” fields are copying forward to the Plan Implemented SIPs.
• All PCPs that should be reflecting “Active = Yes” are now updating as expected.
• Revised Annual PCPs are no longer displaying as blank.
• The Reportable Event (RE) Custom List Page loading speed has improved.
• OADS Admin and Community Case Management (CCM) Liaison roles can add new Location Assignments again.
• Prior Authorization (PA) Error codes/descriptions sent back from MIHMS are now displaying on the PA Form for Resource Coordinator and Care Monitor Roles to use in troubleshooting processing failures. 
• All Person Address, Phone, and Contact Record Note fields are now editable, allowing you to update the comment to include the word "DELETE" if you feel that the record should be removed from the system.
• The Open Guardianship Query export is now filtering by the selected location.
• Adult Protective Services (APS) Users are able to open Reports from the Link APS Report modal again to review the record before linking.
• The "View APS Report Information All" option is now appearing in the dropdown under the print icon for the APS Admin Role.

Friendly Reminders:

• Evergreen Ticket Submission Form
  • OADS Staff have been very busy working on outstanding issues and adjusting to the new issue submission form which is available at: Maine/DHHS/Office of Aging and Disability Services Evergreen Ticket System.
  • We request your patience as we continue to refine that process and do our best to respond to your submissions in a timely manner. You can assist us in making this process more efficient by providing as much detail as possible when submitting issues (for example, please be sure to provide: Relevant Person ID, Form ID, Username, Location NPI +3, and detailed description of issue) and by waiting at least 3 or more business days before emailing about the status of a submitted ticket.
• Person Centered Plan (PCP)
  • Case Managers/Care Coordinators must fill out My Life Planning Section of the PCP and Link Services, Needs, Strengths, and Barriers to Goals BEFORE Inviting Providers to submit Service Implementation Plans.
  • For Person’s Classified on Waiver, but electing to not choose waiver services, the guidance is to select at least one waiver service for Section 18/21/29 PCP OR fill out a Section 13 PCP.  
• Comprehensive Assessments
  • Upon creating the Comprehensive Assessment check the overview fields to ensure that the assigned Case Manager and Supervisor populate. If one or both fields are empty, close the form and work with your CCM Liaison to get the assignments added before creating the Comprehensive Assessment again.
• Duplicate/Unnecessary Person Record Delete Process
  • Users who have the ability to edit Person Record Phones, Addresses, and Contacts, can update the Note field of any record that they would like removed from the system with the word “DELETE”. Periodically, the OADS Information Services Team will review the Evergreen data and manually remove the records which are appropriately marked.

Recurring Meeting Series:
A recurring meeting series is being held on the last Tuesday of each month at 8:00am. Participation is open to all Evergreen Users and focuses on providing answers to common questions/issues, as well as an update on the fixes deployed to Evergreen on the Friday preceding each meeting. To register for the series, please visit: https://mainestate.zoom.us/meeting/register/tZclcOmqpzotHtRFuF-2xzWhqP2UPMouRd61
Please Note: You only need to register once to participate in all the sessions.
Thank you to those who participated in the Meetings held on July 16th and July 30th. In case you missed them or would like to listen to the recordings, you can do so by visiting the links below:
7/16/2024 Evergreen: Weekly Provider Meeting
7/30/2024 Evergreen: Weekly Provider Meeting
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