 August 2025
We can’t believe it’s already been five months since we launched ROADS back in March! As summer starts winding down, we want to thank everyone who has shared feedback through surveys and participated in our webinars so far. Your input helps us keep improving.
This month’s edition is packed with updates and resources. We know your time is valuable, so feel free to scroll straight to the sections that matter most to you:
In this issue:
- ROADS EDI File Transfer Moving to the New Server
- Upcoming Portal Maintenance
- BHRN Providers Access Requests
- Unique Email Requirements for ROADS Access
- Keeping Your ROADS User List Up to Date
- EDI Providers: Access Requests Update
- Upcoming ROADS Learning Opportunities
- Multi-Factor Authentication (MFA) Information
- Updating Passwords
- Helpful Links and More!
As always, we’re here to support you. Please don’t hesitate to reach out with questions or feedback.
- The ROADS Team
 Note: This update applies only to EDI users. If you access ROADS through the Provider Portal, no action is required.
For our EDI providers, we are updating the way you send EDI files to the ROADS system.
What’s Changing
Starting Thursday, August 21, 2025 at 8:00 AM, all providers must use the new file transfer server (MFT) for sending and receiving ROADS EDI files.
Downtime
Do not send files between 5:00 PM on Wednesday, August 20 and 8:00 AM on Thursday, August 21. Files sent to the old server after 5:00 PM on August 20 will not be picked up.
What’s Staying the Same
Testing the New Server
You can log in now to test your connection and accept the new security certificate. Use tools like FileZilla, WinSCP, or CoreFTP. Your program may prompt you to accept a new certificate on first login—please do so.
Credentials
New login information was sent on Friday, August 15 to each organization’s ROADS Contact. If you did not receive it or are unsure who your contact is, please reach out immediately.
For DrCloud or RELIATRAX Users
The new server details have been sent directly to your EHR. Both systems will update the information for you.
Password Policy
We are reviewing options for non-expiring passwords for fully automated EHR systems. Any change to the current 180-day policy will occur after the cutover, likely in 2026.
Have Questions or Need Help?
Jodie Kraemer: Jodie.A.Kraemer@oha.oregon.gov
Piet Vermeer: Piet.J.Vermeer@oha.oregon.gov
Thank you for helping make this transition smooth!
The ROADS Portal will undergo scheduled maintenance on the following dates from 5:00 PM to 9:00 PM:
- Monday, August 25th
- Wednesday, August 27th
- Wednesday, September 3rd
During these periods, the portal will be temporarily unavailable. We appreciate your patience as we implement important updates to enhance your experience. For details on recent hotfixes and other improvements, please visit the Development Updates section on our Resources Page of the ROADS website.
If you submitted our Access Agreement form, expect to receive an agreement to sign within the coming weeks. The ROADS team has processed these requests, and they are now with our Information and Security team. This team will contact you to sign and execute the agreement.
Additional information will be sent out once the agreement is executed and your organization is officially added into the ROADS system.
To enhance security, all users must provide a unique email address when requesting access to ROADS. Shared email addresses will no longer be accepted due to security concerns. Please ensure that each user request includes an individual email address, not a shared inbox. Requests with previously used email addresses cannot be processed. Thank you for your cooperation in keeping our system secure.
Have questions? Please reach out to us at: ROADS@odhsoha.oregon.gov
A quick reminder to audit your user list in ROADS and remove anyone who’s no longer actively reporting. Inactive accounts can put data security at risk and lead to reporting errors—plus, timely offboarding helps us all stay HIPAA-compliant.
✅ Need to remove someone? Send us their name and we’ll take care of it.
➕ Need to add someone? Just fill out the User Request Form and we’ll get them set up.
Keeping your user list current helps protect PHI, keeps your data clean, and ensures only the right people have access. Thanks for being great partners in keeping ROADS secure.
If you need to close clients or manage client records, please ensure you contact your EDI ROADS Administrator directly. They are the designated experts for handling these tasks within your EHR system. Avoid sending these requests to the general inbox to ensure efficient and accurate processing.
Wednesday, September 3rd | 9:00 - 10:00 AM
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Previously known as the MOTS EDI Webinars, the ROADS Monthly Checkpoint keeps EDI users informed with the latest updates, key changes, and important timelines.
Have questions? Send them in advance or ask during the webinar!
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Wednesday, September 10th | 10:00 - 11:00 AM
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Are you new to ROADS or looking for a refresher? Join our monthly Introduction to ROADS webinar for an overview of ROADS 101. This session is designed to provide essential information, best practices, and insights, and answers to your questions.
Have questions? Send them in advance or ask during the webinar!
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Join us for a live training session on the ROADS Portal! This session will walk you through essential functions, best practices, and common questions to ensure a smooth transition.
Important: Before attending, make sure your Multi-Factor Authentication (MFA) is set up and that you have your password ready to log in.
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AUGUST Portal Training:
Wednesday, August 27th | 10:00 AM - 12:00 PM
SEPTEMBER Portal Training:
Wednesday, September 24th | 10:00 AM - 12:00 PM
Please note: Our monthly Portal Trainings cover the same content, so you only need to attend one session. However, you're welcome to join any of our webinars if you'd like a refresher or have questions!
We know you’re excited to get started with ROADS! Your specialized training will be rolled out soon, so stay tuned for updates coming your way!
To access the ROADS Portal, Multi-Factor Authentication (MFA) is required. Many of you have already completed this important step—thank you! If you still need to set up MFA, don’t worry—it’s quick and we’re here to help.
You’ll need your UPN (User Principal Name) and P# to get started. If you’re not sure what these are or need help locating them, just reach out to us at ROADS@odhsoha.oregon.gov.
Once you have that information, contact the OIS Service Desk at 503-945-5623, Option 3 for MFA support.
As always, we’re here to support you—please reach out with any questions!
Once you've set up Multi-Factor Authentication (MFA), it's a breeze!
Reset Your Password Here
Looking ahead, providers will need to update their passwords every 60 days to maintain our security standards. To avoid any disruptions, we recommend setting a recurring reminder on your calendar.
If you have any questions, don't hesitate to reach out. We're here to support you!
Access requests?
Do you have a new employee that needs access to ROADS? Need to remove access to ROADS for a former employee? Click on the User Request Form below.
Questions?
Reach out to us at ROADS@odhsoha.oregon.gov.
ROADS Quick Links
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