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MAY 2023
MOTS User Access Update (repeated)
When OHA responded to COVID19 back in 2020, one of the changes made to help reduce burden was to eliminate the requirement to change passwords regularly. As of last week, that change has expired, and password resets are once again required.
As many of you heard, last week our internal security team ran some updates that impacted MOTS users' ability to log into the system. The update validated whether or not a MOTS user had changed their password in the last 50 days. Many MOTS user accounts who had NOT changed their password recently were disabled.
In order to find out if your account has been deactivated or to prevent future deactivation, please follow the steps listed below.
- Check and see if you are able to login to Citrix using your MOTS log in information (https://1click.dhsoha.oregon.gov/vpn/index.html). If you are able to log into Citrix, continue to #2.
- If you are unable to log into Citrix, it is likely because your account has been disabled. Please fill out THIS FORM and select “Reinstate existing account”.
- If you have to fill out the form to reinstate your account, please see the section below labeled "Need to reinstate your account?".
- If you are prompted to change your password, change your password and then log out. If you are not prompted to change your password upon log in, log out of Citrix.
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If you had to reset your password in Citrix, please wait at least 1 hour before logging into MOTS. Citrix serves as MOTS 'password security' and if you try to log into MOTS too soon, you will likely get locked out and require a team member to reset your MOTS account.
- After at least an hour, try logging into MOTS. If you have followed these steps and are still experiencing issues, please reach out to MOTS.Support@odhsoha.oregon.gov and we can help.
Need to reinstate your account?
If you have filled out a form to reinstate your account, you should receive an email within a few days that your request has been processed. Typically, within 7 - 10 days of the request being processed, you should expect an email from our Service Desk. This email will have a temporary password in it. Once you receive this password, you have 21 days to log into Citrix and update your password. Once you successfully log in to Citrix and change the temporary password to one of your choosing, please wait at least 1 hour before logging into MOTS. If you are having trouble logging into Citrix or did not receive your password, please contact the OIS Service Desk at 503-945-5623, option 1. Their hours are M-F 6 a.m. to 6 p.m.
We know that providers are working diligently to serve Oregonians and we sincerely apologize for this administrative change that ultimately requires more work from providers. We recognize that this process is complex and time consuming. We are working hard to ensure our upcoming Resilience Outcomes and Data Submission (ROADS) system will alleviate some of these pain points and make submitting data faster and easier for everyone.
We greatly appreciate your patience during this time as our small MOTS Support team is working hard to get everyone's access reinstated.
If you have additional questions or concerns about this process, please let us know.
Merging Duplicate Records in MOTS
MOTS database administrators are currently in the process of merging duplicate records. Provider facilities using EDI may see an increase in error messages in the response files. The cause of these error messages would be a change to an identifying field (such as Agency Client ID, Date of Birth, or Last Name at Birth) made necessary by the merge. When the process is complete we will send a list of the client records that were affected and what changes (if any) were made.
If you have additional questions about this process or need assistance, please reach out to MOTS Support and we can assist you.
42 CFR and MOTS
The MOTS Support team regularly fields questions asking if providers are allowed to report to MOTS because of confidentiality. In short, yes – providers are contractually required to submit data to the state reporting system (MOTS).
42 Code of Federal Regulations (CFR) is the federal confidentiality law and includes regulations to protect the privacy of substance use disorder (SUD) patient records. It prohibits unauthorized disclosures of patient records except in limited circumstances. It also provides standards for data security that must be met for all data systems that collect and house client personal and medical data. Congress enacted the legislation in the 1970s to encourage individuals with SUDs to enter and remain in treatment. The regulations implementing the law are at 42 CFR Part 2. Here is a link to the fundamentals of the law, https://www.samhsa.gov/about-us/who-we-are/laws-regulations/confidentiality-regulations-faqs
MOTS is an audit system. The federal government provides the State of Oregon with block grants to help provide services to Oregon residents. The State of Oregon uses those federal block grant dollars, along with state dollars, to fund services for Oregonians. In return, providers are contractually required to submit data into the state mandated system. MOTS data are used to satisfy federal reporting requirements.
State data collection systems such as MOTS are covered under 42 CFR, chapter 1, part 2 subpart D 2.53. Here is the link to that specific section https://www.govregs.com/regulations/title42_chapterI_part2_subpartD_section2.53
If you have additional questions about this, please reach out to MOTS Support and we can assist you.
New in ROADS - Mobile Crisis
ROADS will continue to collect crisis episodes (like MOTS did) and will also be the data collection system for Mobile Crisis events. Mobile Crisis will have its own separate segment and specific fields that will only be applicable to Mobile Crisis events.
During training for ROADS, our team will walk providers through what these new interfaces will look like and how to use them.
ROADS is gearing up for Development Cycle 2!
The ROADS project team has broken up this project into 3 development cycles. We just recently finished development cycle 1 - and we accomplished so much!
Development Cycle 1 accomplishments:
- Refined functionality on Agency/Facility pages
- Refined security role matrix
- Finalized API's for code updates (CMS code changes will be updated in ROADS automatically!)
- Finalized user interface for internal ROADS users
Our plan remains the same, to keep providers informed and engaged throughout the life of this project. Since our last engagement sessions, we’ve been completing internal technical design work, and we’re preparing to present a demo of the provider portal in Quarter 2. Stay tuned!
Questions about ROADS?
Contact us at ROADS@odhsoha.oregon.gov.
MOTS EDI Webinar
Wednesday, May 3, 2023, 9 to 10 a.m.
Keep up to date with changes and the latest information about MOTS EDI. If you have questions, send them to us ahead of time or ask during the webinar.
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2023 Legislative Session
To ensure we are adequately prepared for any updates or changes to our behavioral health data systems, the Compass team continues to review and track bills that may impact the work we (and you) do every day. We will keep you informed of any changes as we learn more about bills that are passed during the session.
Updated MOTS Webpage URLs
Please bookmark these commonly visited MOTS web pages, for future reference.
New to MOTS? Or need a refresher?
The MOTS Support team is now hosting monthly virtual events to onboard new folks, or folks who need a little refresher. In this webinar we will discuss the reason behind MOTS, what data is collected, and how it to submit data via our client entry portal. Our next Welcome to MOTS! event will be held on Wednesday, May 10, 2023, 10 to 11 a.m.
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Access requests?
Do you have a new employee that needs access to MOTS? Need to remove access to MOTS for a former employee? Click on the User Request Form below.
Reducing provider administrative burden in MOTS - Administrative Pause extended.
We have not received any further information regarding the pause in reporting for Status Updates and Crisis Events in MOTS (currently providers are only required to submit data at the time of admission and at the time of discharge). We will notify providers of any changes to this pause immediately.
Providers do not need to change the format or cadence of the MOTS data submission, if doing so would increase administrative burden. OHA encourages service providers to submit data as often as their internal processes and procedures can comfortably accommodate.
Questions?
If you have questions about how this pause affects your data submissions, please contact us at MOTS.Support@odhsoha.oregon.gov.
Need help using the MOTS web portal?
We've got training for that! Visit our MOTS Online Training site for online training segments.
Questions?
Reach out to us at MOTS.Support@odhsoha.oregon.gov.
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