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Chapter 3 Enroll Clients

This section contains the following information:

Enroll Eligible Clients

The BCCP provider is responsible for determining eligibility and enrolling clients in the Oregon Breast and Cervical Cancer Program, following procedures, policies and requirements discussed in the Oregon Administrative Rules. Providers must maintain documentation of HIPAA notification and have a current, signed enrollment form in each client's file.

BCCP client eligibility information can be found on the BCCP Web site at www.healthoregon.org/bcc.

Complete Enrollment Screens Promptly

In accordance with the BCCP Oregon Administrative Rules:

The purpose of these rules is to ensure that the BCCP receives information from BCCP providers in a timely manner in order to conduct quality assurance and facilitate timely payments to providers.

Find a Client Record (Client Search)

Before entering a new client into the BCCP Web Data System, you must search for the client to find out if there is a record for the client already present in the system.

The Web Data System database contains records for:

You can search for a client record two ways:

Quick Find

Use Quick Find to find a client record based on their BCC program identification number, social security number, local identification number or telephone number.

To find a client record:
  1. Fill in one of the fields listed below.
  2. Click Find.

The search results display in the Results table. If no records match the search criteria you specify, the message No client information was found for the entered criteria! appears.

Field name
Description
Notes
BCC ID#
The unique identification number for a client.
This is automatically generated after a new client record is saved.
SSN
Client's social security number.
Not a required BCCP data element. You can use this as a search tool.
Local Id
ID number entered by the local agency.
Not a required BCCP data element. You can use this as a search tool.
Phone
Client's phone.
Not a required BCCP data element. You can use this as a search tool.

To empty the fields and begin a new search:

Combined Find

Use Combined Find to find a client record based on a client's unique identification information.

To find a client record:
  1. Fill in at least one field. The search results must match all of the information you enter, so the more fields you fill in, the narrower the search will be.

    2. Field name
    Description
    Notes
    Date of birth [From]
    Use this field to search by birth date or a range of birthdates. Enter a birth date or the beginning of a birth date range.
    Enter dates in MM/DD/YYYY format. For example, 01/01/2008
    Date of birth [To]
    Leave this field blank or enter the end of a birth date range.
    Enter dates in MM/DD/YYYY format. For example, 01/01/2008
    Last name
    Use this field to search by last name. Enter the last name of the client being looked up in this field.
    When an entry is made in this field, the system looks for a match in the Last name field or any of the Last name alias fields. You can enter part or all of a name.
    First name
    Use this field to search by first name. Enter the first name of the client being looked up in this field.
    When an entry is made in this field, the system looks for a match in the First name field or any of the First name alias fields. You can enter part or all of a name.
    Maiden name
    Use this field to search by maiden name. Enter the last or family name of the client before marriage in this field.
    		 
    City
    Use this field to search by city. Enter the city in which the client resides in.
    		 
    Zip
    Use this field to search by zip code. Enter the zip code in which the client resides in.
    		 

  2. Click Find.

The search results display in the Results table. If no records match the search criteria you specify, the message No client information was found for the entered criteria! appears.

Tip: The broader the search parameters you specify, the longer the search process takes. If, for example, you search for records using a date of birth range that covers several years, the search process can take a long time. Add more search parameters if possible to narrow the search and get results faster. Search time is also influenced by the speed of your Internet connection-the slower the connection, the longer the search time will be. Using narrower search parameters helps optimize search time and prevent duplicate patient records.

To empty the fields and begin a new search:

Results

The Results list shows the records that match the search criteria you entered. If no records match the search criteria you specify, the message No client information was found for the entered criteria! appears.

If a client is found, select the client by clicking the client's name. If the client name is highlighted, then this client record is assigned to a different provider, or you do not have the proper access rights assigned to your login name. If you need access to the record, call the state BCCP Office to have this record transferred to your agency and verify that your login has the proper access rights assigned.

note If a duplicate patient record is found, please notify BCCP so that the records can be corrected.

Add a New Client

If no client record exists for an individual, you can enter a new record for them.

To add a new client:
  1. On the main menu, click Clients.
  2. Make sure the client is not already enrolled in the program.
    1. In the Actions menu, click Client Search.
    2. Perform a search for the new client. For instruction on how to find a client record, see Find a Client Record (Client Search).

      3. If the client is not already enrolled in the system, the message No client information was found for the entered criteria! appears.

  3. In the Actions menu, click Add a New Client.

    4. The New Client Eligibility & Enrollment screen appears.



  4. Fill in as much information as available. Fields that are required are labeled in red. Detailed information about each section and its field follows. Use Tab to move to the next field when you have completed a field.
Data Field Information: Client Enrollment and Eligibility
Client Information
Eligibility Information
Demographic Information
Alternative Contact Information
  1. Click Save.

    2. When the client record is saved, a confirmation message similar to the one that follows appears.



Data Field Information: Client Enrollment and Eligibility

Use the following field guidelines when entering data.

Field name
Description
Notes
BCC No
This is a unique identification number for this client.
This number is assigned automatically when the record is saved.
Local ID
ID number assigned by local agency.
This is not a required BCCP data element, but agencies have the option to use this as a search tool.
Enrolling Agency
The agency that is enrolling this client.
This is a required field.
Enrolling Site
The site that is enrolling this client.
This is a required field.
Enrollment Date
The date the client was enrolled into BCCP. An enrollment period typically lasts for one year.1 If this year has passed, the client is no longer enrolled in BCCP and must be re-enrolled.
Enter the date in MM/DD/YYYY format. For example, 01/01/2008.
This is a required field, and cannot be a future date.
You must enter the enrollment date before you enter the client's date of birth.
1The one year enrollment period may be extended in the case of an open cycle.

Client Information

Use the following field guidelines when entering data.

Field name
Description
Notes
Last name
Client's surname.
This is a required field.
First name
Client's given name. If the client uses a nickname(s) enter the full name here and the nickname(s) in the Alias First Name field(s).
This is a required field.
Middle initial
Client's middle initial. For common names, be sure to enter a middle initial.
Entering a middle initial can help eliminate duplicate client records.
Date of birth
Client's date of birth.
Enter the date in MM/DD/YYYY format. For example, 01/01/2008.
This is a required field.
A warning appears if the client is under age 18. The BCCP does not offer services for clients under 18 except rarely through the Symptomatic Breast Program.
A reminder appears to encourage the client to get Medicare Part B if the client is over age 100.
If the client is under age 40, she must qualify for the Symptomatic Breast Program and both breast symptoms questions below must be answered.
Gender
Select one of the following choices:
Female
Male
This is a required field.
If a client is female under the age of 40, the client must be eligible for the Symptomatic Breast Program and the user must answer breast symptoms questions below.
If a client is male, he must be eligible for the Symptomatic Breast Program and the user must answer breast symptoms questions below.
SSN
Client's valid social security number. Enter the nine-digit social security number. Do not enter dashes - these are added automatically.
This is not a required BCCP data element, but agencies have the option to use this as a search tool.
Maiden name
Client's maiden name, if she has a married name.
Entering a maiden name can help eliminate duplicate client records.
Street
Client's street address.
 
Apartment #
Client's apartment number if applicable.
 
Homeless
Check this if the client reports that she does not have an address.
If this is checked, then only county and zip are required.
City
Client's city of residence.
 
State
Client's state of residence.
This is a required field and must be Oregon.
Zip
Enter a five-digit zip code, or a nine-digit zip code.
This is a required field. If this field is left blank or contains less than five digits, the message Zip code missing/invalid appears.
County
Select the county of the client's residence from the drop-down list.
Counties in the state of Oregon are listed. The client must be an Oregon resident or intend to reside in Oregon.
This is a required field.
Phone 1
Enter the client's telephone number. 10 digit to include area code.
 
Phone 2
If the client has an additional phone number, enter it here. 10 digits to include area code.
 
Email
Enter the client's email address.
 
Alias last name
Enter an alternate surname or spelling to use to search for a client by surname.
Enter a client's previous married name, part of a hyphenated name, or an alternate spelling for their surname, in the alias fields. Up to four aliases can be entered.
Entering alias names can help eliminate duplicate client records.
Alias first name
Enter alternate names or spellings to use to search for a client by first name.
Enter alternate names for a client in the alias field. For example, a client with the first name Kathryn might need the aliases Kate, Katie, and Kathy because she has used these nicknames when receiving services. Up to four aliases can be entered.
Entering aliases can help eliminate duplicate client records.

tip: Use aliases to make searching for a client record more flexible and effective. If a client has a hypenated name, you can make it easier to find their record in the system by entering the name following the hypen as a Last name alias. Then you can search for either the name preceding the alias or the name following the alias, and the system will return the record for the client.

Eligibility Information

Use the following field guidelines when entering data.

note Clients are determined to be eligible on a self-declared basis (no documentary proof required), when they sign a BCCP enrollment form at the time of service.

Question
Description
Notes
Do you have health insurance?
Select one of the following choices:
  • Yes, OHP
  • Yes, Medicare Part B
  • Yes, Other
  • No
This is a required field.
If the options Yes, OHP; Yes, Medicare Part B; or Yes, Other, are checked, then you must answer the following question.
To be eligible for BCCP, client must be uninsured or underinsured. See eligibility requirements at www.healthoregon.org/bcc.
If Yes, are any of the following TRUE?
  • My health insurance plan does not cover preventive screenings like mammograms and/or Pap tests.
  • I have an unmet deductible of $500 or more
If any of the Yes selections are chosen in the question above, then this field is required.
If any of the Yes selections are chosen in the question above, then this field is required.
To be eligible for BCCP, client must be uninsured or underinsured. See eligibility requirements at www.healthoregon.org/bcc.
What is your gross monthly household income?
Enter the amount in dollars. Do not use decimal places. Example: 1000
NOT: 1,000 or 1000.00
This is a required field.
This is total income before taxes for all household members.
"Household Income" includes the income of all family members living together and supported by family income. Gross household income is determined before deductions for income taxes, Social Security taxes, insurance premiums, bonds, and so on. For persons who are self-employed, eligibility is based on net taxable income.
If this field is left blank, the message Household size field missing/invalid appears.
How many people live in your household (including yourself)?
Enter the number of persons living in the client's home, including the client.
This is a required field.
This number is used to calculate income eligibility. The number must be 1 or greater.
Family means a group of persons related by birth, marriage, adoption or a legally defined dependent relationship, such as spouse, children.
If this field is left blank, the message Income field missing/invalid appears.
Breast symptoms
Select all the symptoms that apply.
Hold Ctrl to select more than one item from the list.
For a client to be eligible, at least two symptoms are required if an applicant is either:
  • Female under 40
  • Male

Demographic Information

In addition to reporting required demographic data to the CDC, the BCCP uses demographic data to analyze outreach efforts and ensure that target populations are reached. As with clinical data, all demographic information is kept confidential.

Use the following field guidelines when entering data.

Field name
Description
Notes
Ethnicity
Select one of the following choices:
  • Hispanic
  • Non-Hispanic
This is a required field.
Language Preference (if other than English)
If the client prefers to communicate in a language other than English, select one of the following choices:
  • Spanish
  • Vietnamese
  • Russian
  • Chinese
  • German
  • French
  • Romanian
  • Ukrainian
  • Japanese
  • Korean
  • Tagalog
  • Arabic
  • Laotian
  • Mon-Khmer-Cambodian
  • Hindi
  • Other
English is assumed to be the language preference if no other selection is made.
Race
Select all that apply. Choices are:
  • White
  • Black or African American
  • American Indian/Alaska native
  • Native Hawaiian/Pacific Islander
  • Asian
  • Unknown
This is a required field.
Select all that apply. Hold Ctrl to select more than one item from the list.
If Asian
Select one of the following choices:
  • Chinese
  • Vietnamese
  • Korean
  • Other Asian
This selection is active only if the Asian option is selected for Race.
If the Other Asian option is selected, enter the ethnic origin in the field to the right of the option.
Slavic or Eastern European descent?
Select Yes or No.
 
Disability
Select one of the following choices:
  • Physical/mobility
  • Hearing
  • Vision
  • Intellectual/cognitive
  • Mental/psychiatric
  • Other developmental (ex: autistic)
  • Other
Select all that apply. Hold Ctrl to select more than one item from the list.
If Other disability
This selection is active only if the Other option is selected for Disability.
If the Other option is selected, enter the specific disability that applies to this client.
 
Sexual Orientation
Select one of the following choices:
  • Lesbian or Gay
  • Bisexual
  • Heterosexual
  • Other
  
Where did you hear about this program?
Select one of the following choices:
  • 1-877 toll-free number
  • A doctor or nurse
  • Susan G. Komen for the Cure
  • Friend or family member
  • Newspaper
  • Internet
  • Cancer Information Service (CIS)
  • Other
  
If Other
This selection is active only if the Other option is selected for Where did you hear about this program.
If the Other option is selected, enter the method that the client used to learn about the BCC program.
 

Alternative Contact Information

Use the following field guidelines when entering data.

Field name
Description
Notes
Name
Enter the name of another person that can be alternatively contacted if the client cannot be reached.
 
Relationship to you
Enter information such as father, mother, spouse, or friend.
 
Street
Alternative contact's street address.
 
Apartment #
Alternative contact's apartment number if applicable.
 
City
Alternative contact's city of residence.
 
State
Alternative contact's state of residence.
 
Zip
Enter a five-digit zip code, or a nine-digit zip code.
 
Phone
Enter the alternative contact's telephone number. 10-digit, to include area code.
 

To update a client record:
  1. Find the client record. For instruction on how to find a client record, see Find a Client Record (Client Search).
  2. Click Eligibility/Enrollment in the Actions menu.

    3. The Client Eligibility & Enrollment page appears.

  3. Update the fields on the form.

    4. note If the client has no open cycles and the previous enrollment date was more than a year ago, the Enrollment date field will be blank. Enter a new enrollment date to enroll the client. If there is a date in the enrollment date field that is more than a year old, however, this indicates that there is an open breast or cervical cycle for this client. You will not be able to open a new cycle for this client until the previous cycle is closed.

  4. Click Update.

Transfer Client

Client records can only be viewed by the agency that enrolled the client. You can tell if the client is enrolled in another agency because it is highlighted in blue in the Results list.

If a client seeks services from your agency but was enrolled in BCCP by another provider, you will be able to see the client's name on the Results screen when you perform a search, but you will not be able to access any other information. To transfer a client from another agency to yours, notify the BCCP staff. Do not create a new record for the client.

Eligibility/Enrollment

Use this option to update an existing client's eligibility information.

To update a client's eligibility information:
  1. In the Actions menu, click Eligibility/Enrollment.

    2. The Client Eligibility & Enrollment screen appears.

  2. Follow the same instructions as Add a New Client, but in this case, review the contents of the form and update any fields that have changed.

    3. Use Tab to move from one field to the next.

  3. Click Save.

If a client seeks services from your agency but was enrolled in BCCP by another provider, you will be able to see the client's name on the Results screen when you perform a search, but you will not be able to access any other information. To transfer a client from another agency to yours, call the BCCP program.

Related Topics

Data Field Information: Client Enrollment and Eligibility
Client Information
Eligibility Information
Demographic Information
Alternative Contact Information
Copyright 2008. All rights reserved.
Oregon Breast and Cervical Cancer Program
http://www.healthoregon.org/bcc
Email us
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