Disability and Aging PolicyQuest

Transcription

1 Disability and Aging PolicyQuest Lead Agency Access Coordinator Guide January 3, 2012 Table of Contents Introduction... I Roles and Responsibilities... II Accessing the Disability and Aging PolicyQuest... III Logging In Changing the Password The Home Screen Managing Users... IV Adding New Users Updating User Information Removing a User s Access

2 I. INTRODUCTION The Disability Services Division (DSD) implemented the DSD H-C PolicyQuest in 2005 as a method for county agencies to submit policy questions regarding various programs when the answer could not be found in the Disability Services Program Manual (DSPM). This automated process utilizes the county extranet located on the DHS internet website and is available to select users. In February 2011 the Aging and Adult Services Division will be added to the DSD H-C PolicyQuest and the name changed to Disability and Aging PolicyQuest. The addition of the Aging Division will extend the policy questions searchable in the PolicyQuest database to include questions about programs serving persons over age 65 therefore giving agency staff access to program information specific to persons over age 65. The DHS Administrator grants PolicyQuest access and local administration rights to agency Access Coordinators. In the event the agency Access Coordinator needs to be changed, please notify the DHS Administrator as soon as possible. The DHS Administrator for the county agencies can be reached at (651) or The DHS Administrators for the tribal agencies and managed care organizations (MCO) staff can be reached at (651) or Questions and answers in the Disability and Aging PolicyQuest are viewable by consumers, providers, managed care organization staff, and other interested persons by accessing II. ROLE AND RESPONSIBILITIES Access coordinators from county and tribal agencies, and managed care organizations have the following responsibilities: Set up agency users. Update agency user information when needed by changing name, phone number, and addresses Remove users from the system when they should no longer have access. Maintain an agency user list. Screen questions to determine appropriateness for submission*. Submit questions for staff if the agency s policies direct you to do so. *Questions that contain personal information to identify the recipient such as name, address, family member names, employer, etc. cannot be included on the public database. Please remove and instruct users to not use this information in the question. Personal identifying information for the Aging and Adult Services programs can be recorded in the Supporting Information section of the Submit Question screen. Questions regarding specific recipients for the Disability Services Divisions programs should be referred to the appropriate Regional Services Specialist. In some agencies the access coordinator is the same for both the DSD and Aging programs while in other agencies there may be a different access coordinator for each program area. 2 Page

3 III. ACCESSING THE DISABILITY AND AGING POLICYQUEST Logging on 1. Go to the web site: 2. Select your agency from the drop down box. 3. Type in user ID which is your number beginning with an x. People with access to MMIS, MAXIS, or TrainLink will use that number. 4. Type in password.* 5. Click on Log In. *Note for the first time user: The DHS Administrator would have given you a temporary password. The temporary password needs to be entered and then click on the Change Password tab to enter a personal password. When this is done the following screen to change the password will appear. 3 Page

4 Changing the Password Lead Agency. Select your agency. User ID. Enter the same user ID number. Password. Enter temporary password. New password. Enter a new password. A password must be six or more digits in length and contain at least one nonalphabetic character. You will receive an error message if your password does not meet these criteria. The password does not expire. Confirm password. Enter the new password again to confirm. Click on the Change It tab to change the password to the new word you selected. You will then be returned to the Login screen. Click on the Return tab if you decide not to change your password. You will then be returned to the Login screen. 4 Page

5 The Home Screen The following screen appears after logging into the system. This example is from Cottonwood County but your agency name would be shown on this screen instead. Instructions to submit a question, view current questions, and search completed questions can be found in the Lead Agency User Guide. 5 Page

6 IV. MANAGING USERS Adding New Users Click on Manage Users from the Home screen. This screen now appears listing yourself and the people you ve given access. Adding a new user allows that person to submit questions to PolicyQuest and view the database of published questions. A list of the users you approve is then shown on this screen. To add a new user, click on the Add User tab at the top of this screen. You will be brought to the following screen to add data about the person. You may also select the Home tab to return to the Home screen, or select the Log Off tab on the left side of the screen to exit PolicyQuest. 6 Page

7 The following fields are shown: User Name. This can be the person s logon ID number beginning with an X or PW (the same number they would use if they have access to MMIS, MAXIS, or TrainLink). Password. The temporary password that you will now assign is entered here. It must be six or more digits in length and contain at least one non-alphabetic character. When the person enters into PolicyQuest for the first time, they will change it to something different. User Full Name. Add their full name (first, last). . Add their address. Phone and Fax Numbers. These numbers are added with the area code and with no spaces in-between the numbers. Active. The record will automatically have this status. Do not uncheck it. Delete. Use only if you want to delete the entry (see Removing A User s Access). 7 Page

8 When finished, click on the Add User tab on the top of the screen. To cancel this entry, click on the Home tab and you will be brought back to the Home screen. After using the Add User tab you will be brought back to the Manage Users screen to 1) continue adding another person; 2) to return to the Home screen by clicking on the Home tab; or 3) to view the Access Coordinator Guide. You may also exit PolicyQuest by selecting the Log Off button located on the left side of the screen. Remember to give the user their user name, temporary password, the website and a copy of the Lead Agency User Guide. 8 Page

9 Updating a User s Information From the Home screen shown previously you will select Manage Users which will bring you to the screen listing the users you ve added. Select the user by clicking on their ID number. You will be brought to the screen with that person s information. 9 Page

10 It is imperative that the person s name, address, phone number, and fax number is kept current. The address is used to send notices to the requestor on the status of their question. It is also used when the policy staff needs to obtain additional information from the requestor. The phone and fax numbers are also used in this manner. If you are correcting a mistake on the record, do not delete the current record and add a new one to replace it. Make the correction by selecting the Update User tab. A user s record may remain on PolicyQuest but the status changed from Active by un-selecting the checkmark in the Active box. The person will not be allowed to submit or view questions but will remain on PolicyQuest in the chance that they may be re-activated in the future. After making changes to the fields, select Update User at the top of the screen. 10 Page

11 Removing a User s Access Deleting a user from PolicyQuest is necessary when they leave your agency or will no longer use PolicyQuest. There are two ways to delete a user. Method 1 involves placing a checkmark in the Deleted field and removing the checkmark in the Active field at the bottom of the user s information screen. This will immediately delete the user and return you to the screen listing the remaining users. 11 Page

12 Method 2 allows you to select the Delete button on the list screen on the user s line. 12 Page

13 Taking this action brings you to a screen to confirm the deletion by selecting the Yes, delete it tab at the top of the screen or to cancel the action by using the Cancel tab. Note: Deleting the record removes it from the PolicyQuest screen but not from the system. If you try to re-add the same record again an error message will not allow you to use the same user name. Aging and Adult Services Division Department of Human Services Lynn.Glockner@state.mn.us 13 Page

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