Resources for PSWs: April 1st, 2015 Changes to Provider Payment for Brokerage Services

Dear Personal Support Workers,

This is just a reminder that all services provided April 1st, 2015 forward must be entered into and paid out of the State of Oregon’s new payment system, eXPRS. You must have both a provider number and an eXPRS login in order to use eXPRS. Additionally, all PSW timesheets and invoices must show time-in and time-out for all hours worked. PSW-Domestic Employees MUST use the state’s new timesheet  and new mileage reimbursement form moving forward. PSW-Independent Contractors must ensure that their invoices continue to meet these guidelines developed by the state. (Note: all ICs are already meeting these requirements to be paid, so there are no new expectations listed here.)

Need training on the eXPRS system? We’re hosting several trainings here at INW on April 9th. Click here for details!

Additionally, the state’s payment system creates monthly utilization caps for the number of hours a customer can receive in a given month. Keep an eye on your mailbox this week for details on how this will affect service agreements with your customers.

If you encounter issues or have questions along the way, please communicate with our office. Working together, we will weather this next set of changes to the system. Thank you for the essential work you provide to our community!


The FAQ below was mailed to Personal Support Worker – Domestic Employees in early March.

When do the changes happen?
PSWs working with Independence Northwest customers must start using eXPRS for hours worked starting on April 1st, 2015. Effective this date, ALL brokerages and counties will be operating via eXPRS.

What do I need to make the transition?
All providers need two things:

  1. A provider number. Without a provider number you will not be able to work starting on April 1st, 2015. There are no exceptions.
  2. An eXPRS log-in so you can enter your hours.

What if I don’t have a provider number or eXPRS log-in?
If you don’t have a provider number, please call Rachel Kroll at our office immediately at 503.546.2950 or email her at rkroll@independencenw.org. If you don’t have an eXPRS log-in, please email dhs.servicedesk@state.or.us or call 503.945.5623.

What is this about time-in and time-out on timesheets?
You will no longer be able to show just the number of hours you work in a given day. Instead you will be required to show exactly what time you worked.

How will I submit my hours?
With your log-in you will be able to enter your time-in and time-out directly into eXPRS. It will do the math for you. At the end of the pay period you can print your timesheet from eXPRS and submit it to INW as you have in the past. All timesheets still require your employer’s signature.

What if I don’t have a printer?
PSW – Domestic Employees: If you do not have a way to print your timesheet out of eXPRS, you can copy your eXPRS hours onto the timesheet we mailed to you in early March and submit it to us.

What if I don’t have a computer or internet connection?
PSW – Domestic Employees: If you do not have a computer with an internet connection at your home and don’t have access to a public library, Independence Northwest will have a computer in our office available for you to use. Please contact us if you would like to access this option.

What if I don’t want to use the state’s payment system?
We want PSWs to be empowered to enter and track their own hours. However, if you are unable or unwilling to use eXPRS, an INW Personal Agent is required to perform data entry on your behalf. If you choose this option, you MUST check the box on your timesheets to authorize us to do this work. If you do not enter your own hours and then fail to check the box on the timesheet authorizing INW to do it for you, you will not get paid on time.

 


Additional Resources

INW has set up a webpage just for eXPRS transition resources. Visit www.independencenw.org/psw for links to the following:

  • State of Oregon eXPRS Training Video on YouTube
  • Copies of state-mandated timesheets with time-in/time-out feature
  • Copies of the state-created step-by-step training on how to use eXPRS
  • Links to key personnel to contact when you have questions
  • Links to payroll calendars
  • Links to state transmittals regarding PSW payment and documentation
  • A link to the eXPRS log-in page
  • More!

02/20/2015: State Offers Provider Agency eXPRS Trainings and Info Sessions at INW

The Oregon Office of Developmental Disabilities (ODDS) will be offering three eXPRS trainings for Provider Agency staff at Independence Northwest on February 20th (9am, 12 noon, and 3pm.) Come meet with state personnel, see the eXPRS interface, and have your questions answered. Please RSVP by calling Brenda at INW at 503.546.2950 or by emailing brenda@independencenw.org!

Agency_eXPRS_Training

When Will Personal Support Workers for Independence Northwest Customers Begin Using eXPRS?

By Ron Spence, Independence Northwest Operations Director

As many of you may have heard, the Oregon Office of Developmental Disabilities (ODDS) has taken a step back from its mandate that all payments to brokerage providers – Personal Support Workers and otherwise – be moved into  eXPRS starting in January of 2015. Brokerages have worked closely with ODDS throughout 2014 to help them understand the risks of moving into the eXPRS system before it’s truly ready and we’ve seen real partnership from state leaders in the last couple months on this issue. ODDS has valid reasons for wanting to get this thing launched once and for all (so does Independence Northwest – more on that soon); it’s a tribute to the new leadership that they listened to our concerns and agreed to develop a more sensible plan based on the realities of the situation, a plan that allows a gradual roll out between now and April of 2015. Some brokerages will enroll PSWs in January, some in February, some in March, and some in April.

Based on our evaluation of the current state of eXPRS, Independence Northwest has made the decision not to move its PSW payments into eXPRS until April of 2015.

If you’d like to learn more about our decision, stay tuned. We’ll be posting a more in-depth article on the topic this week. In the meantime, don’t forget to sign up for one of the eXPRS/PSW trainings happening in January 2015 in the Portland metro area.

 

 

 

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