WISCONSIN DEPARTMENT OF HEALTH SERVICES 1 W. Wilson St.

WISCONSIN DEPARTMENT OF HEALTH SERVICES
Division of Health Care Access and Accountability
1 W. Wilson St.
Madison WI 53703
To:
Electronic Case File (ECF) Handbook Users
From:
Rich Albertoni, Bureau Director
Bureau of Enrollment Policy and Systems
Re:
Release Date:
Effective Date:
Electronic Case File (ECF) Release 10-07
September 3, 2010
September 3, 2010
EFFECTIVE DATE
The following process additions or changes are effective 09/3/10 unless
otherwise noted. Yellow text denotes new text. Text with a strike
through it denotes deleted text.
Changes
All
Many section titles were renamed. Any section with a “b” in the title had the
“b” removed. From January through August 15, there were two sets of
instructions for agencies, depending on whether they had upgraded to Kofax
9 scanning software. There are now only one set of instructions since all
agencies have upgraded.
1 Viewing the ECF > 1.5 ECF
Document List
“ F-10196 Undue Hardship” was added to the examples of documents for
the AST – Asset Doc code type.
2 Scanning > 2.6 How To
Scan In The ECF
This section was renamed “How To Scan In The ECF”
2 Scanning > 2.7 Validating a
Batch> 2.7.7 Set, Override, Or
Add To Document
Assignment
Effective 10-25-10
This new section was added to show how to override new document routing
rules at the scan station after ECF Workflow Phase 2 changes are made in
late October. The old sections 2.7.7 and 2.7.8 were moved down to 2.7.8
and 2.7.9 respectively.
New Text:
2.7.7 Set, Override, Or Add To Document Assignment
2.7.7.1 Set Assignment
Note: The ability for a scanner operator to Set, Override, or Add to a
document assignment is determined by agency management. Managers can
choose to disable these features by contacting DHS (managers should click
on Contact Us to request this).
Case documents scanned using "Scan First" batches are assigned to
workers and/or groups based on rules set by managers. The assignments
can be changed by the scanner operator with the "Set Assignment" field.
Only do this if instructed to by your agency managers. Details on these
rules are found in Process Help 45.5 Document Routing Rules. In general,
you will accept the default setting in the Set Assignment field so that the
rules of your office will automatically route the document to the appropriate
worker and/or group.
You may only change the Set Assignment field if the Scan First batch is
used and the Case Number is known. You will not be able to change the Set
Assignment field if you scan to an RFA Number, ACCESS Number, or
ECH Handbook 10-07
Page 2
Unknown Number.
2.7.7.2 Override Assignment (if available)
To Override the rules, click on the dropdown box in the Set Assignment field
and choose "Override the default assignment." Choose the worker or group
ou want to assign the document to in the next dropdown box. You can also
enter a Worker ID, if it is not listed in the dropdown. You may enter up to 5
workers or groups to assign the document to.
2.7.7.3 Add To Assignment (if available)
ECH Handbook 10-07
Page 3
To keep the default document routing rules and add a worker (or workers)
or group (or groups) that will be assigned the document, choose "Add to
the default assignment" in the Set Assignment field. Then choose the
worker (s) or group(s) you want to also assign the document to in the next
dropdown box. You can also enter a Worker ID, if it is not listed in the
dropdown. You may enter up to 5 workers or groups to assign the
document to.
2 Scanning > 2.2 Agency
Transfers and the ECF
Section 2.15 Agency Transfers and The ECF was moved to 2.2.
2 Scanning > 2.15 Non-ECF
Scanning
This section was moved to 2.15.
3 Technical Documentation >
3.3 Scanning Station PC
Minimum Requirements
References to Kofax 9 were removed.
3 Technical Documentation >
3.3 Scanning Station PC
Minimum Requirements>
3.3.1 Kofax 9 Minimum
Required Software
New Text:
3.3.1 Kofax 9 Minimum Required Software
Any of the following Operating Systems will work with Kofax 9. However,
the current version of the software DHS uses to integrate Kofax 9 with
the DHS database (the OCX) does not currently work with Windows 7.
Do not install Kofax 9 with a Win 7 scan PC until further notice.
Windows XP Professional with Service Pack 2
•
•
•
•
•
3 Technical Documentation >
3.6 Scanner Installation
Procedures > 3.6.3 Install
Kofax 9 > 3.6.3.1 Firewall and
Proxy Server Settings
Windows XP Professional x64 Edition (64-Bit) with Service Pack 2
Windows XP Professional with Service Pack 3
Windows 7 Professional (64 and 32 bit)
Windows 7 Ultimate (64 and 32 bit)
Windows 7 Enterprise (64 and 32 bit)
New Text:
3.6.3.1 Firewall and Proxy Server Settings
Some agencies may find that they need to account for this URL name
change in their firewall settings. Please allow all traffic from and to
https://kofax.cares.wi.gov/acis in your firewall settings. The IP address is
165.189.80.251. The Port is still 443.
Note: You must turn off the Windows firewall for Kofax 9 to work.
3 Technical Documentation >
3.6.3.6 Dual Workstation
Installation Instructions>
3.6.3.6.1 Server PC (The Scan
PC) Instructions
New Text:
3.6.3.6.1 Server PC (The Scan PC) Instructions
Note: You must turn off the Windows firewall for the client and server PC for
Kofax 9 to work on a dual workstation.
ECH Handbook 10-07
Page 4
3.6.3.6.1
3 Technical Documentation >
3.6 Scanner Installation
Procedures> 3.6.13 Create
Scanner Profiles
Old Text:
3.6b.13 Create Scanner Profiles
You must create 4 batch classes to tell the scanner how to behave in
different situations. After you create these batch classes, the scanner profile
must be configured to drop blank pages from the document image. These
settings may need to be changed depending on your scanner. These
default settings should work for most scanners. If you need to make
adjustments to these settings to delete blank pages or not delete pages that
have text, see 2.13 Fine Tuning Scanner Settings when you've completed
this section.
New Text:
3.6.13 Create Scanner Profiles
You must create 4 scanner profiles to tell the scanner how to behave in
different situations: one profile that corresponds to each of the four batch
classes.
After you create these scanner profiles, the scanner profile must be
configured to drop blank pages from the document image. These settings
may need to be changed depending on your scanner. These default
settings should work for most scanners. If you need to make adjustments to
these settings to delete blank pages or not delete pages that have text, see
2.13 Fine Tuning Scanner Settings when you've completed this section.