Frequently Asked Questions

What technical and business process supports will be available once Evergreen Release 3 is deployed (“go live”) to add Developmental Disability and Neurobehavioral functionality, and provide a new user interface design for all Evergreen users?

Post Deploy Support Plan:

Step 1: Review Self Help Resources

Resource Location
FAQs https://www.maine.gov/dhhs/eis/evergreen/faq
Training Videos https://www.maine.gov/dhhs/eis/evergreen/data-system-training
Business Process Documentation https://www.maine.gov/dhhs/oads/providers/adults-with-intellectual-disability-and-autism/person-centered-planning

https://www.maine.gov/dhhs/oads/providers/adults-with-intellectual-disability-and-autism

Questions about business process and policy need to be referred to Change Champions and Agency Support Contacts (see Step 2 below) for the most efficient response.
Evergreen Help Center Evergreen users will have access to the Evergreen Help Center, Monday-Friday, 8:00 a.m. to 5:00 p.m., for technical assistance. Access to the Evergreen Help Center is located in Evergreen in the top (white) navigation menu. The feedback function will automatically generate a ticket (request) to the Evergreen Help Center.

Step 2: Contact Change Champion/Agency Support Person

Resource Location
List of Change Champions/Agency Support People https://www.maine.gov/dhhs/eis/evergreen/change-champions

If your agency does not have a Change Champion or Agency Support Person, use the Evergreen.DHHS@maine.gov for assistance.

Step 3: Other Requests

Resource Location
New/Departing User Requests Evergreen.DHHS@maine.gov
Historic Data Requests OADSData.DHHS@maine.gov

Note: Additional User Guides, Crosswalks, and subject tip sheets are under development and will be posted on the Evergreen website as they are available.

How do OADS EIS Users access the Evergreen system?

All individuals with OADS EIS user accounts at the time of the Evergreen go-live date will be given Evergreen access. Email notifications will be sent from the Evergreen vendor, FEI, to all OADS EIS Users based on theemail addresses on EIS user accounts on file at OADS. The email will include a username and the link to Evergreen. Upon logging in for the first time, the user will set their own password.

Evergreen access will be based on current roles in EIS.

Note: For new Evergreen users (post Evergreen Release 3 deployment), requests for Evergreen accounts/access need to be made at Evergreen.DHHS@maine.gov.

How will forms/assessments migrate from EIS to Evergreen?

All data in EIS will electronically migrate to the Evergreen production environment and/or the Evergreen data warehouse. The production environment is where users will access Evergreen to enter client data and complete their work at “go live”. The data warehouse will contain historical EIS information for reporting and other purposes.

Notes about the migration of key information and common forms:

  • Client demographic information (i.e. dates of birth, relationships, addresses, etc.) within EIS will migrate to the corresponding area in Evergreen.
  • V-7s, psychosocial assessments, BMS-99s, Service Implementation Plans, and Person Centered Plans (PCP) will migrate as a PDF attachment to the individuals’ records.
  • The most recent PCP and Service Implementation Plan (SIP) assessments added under the EIS Process will migrate to the PCP/SIP forms in Evergreen. Locked forms in EIS will migrate in a completed status in Evergreen. Unlocked forms will migrate in an in-progress status.
  • Reportable Events, 30-Day Provider Follow Ups, Death and Mortality, and Progress Notes will migrate in a completed status and will not be editable in Evergreen.
  • DD Family Billing Support Forms, BMP, and Intake and Eligibility Forms will migrate as they are at the time of the migration.
  • Finished forms will migrate to Evergreen as completed.
What Queries/Reports will be available in Evergreen?

Queries will generally return results of Users’ outstanding tasks or actions. Access to information from queries is based on the users’ roles. Examples of Evergreen forms/modules which have queries include:

  • Person Assignment
  • APS Report
  • Reportable Event
  • Person Centered Plan
  • Application/Reconsideration Packet
  • Classification/Reclassification Packet
  • Prior Authorization
  • Appeals and Grievances
  • Public Guardianship/Conservatorship
  • Crisis Forms
  • Safety Device Approval Packet
  • Behavior Management Plan
  • Appointments and Meetings
  • Death and Mortality Review
  • HCBS Choice Form
  • Individual Support Team
  • DD Eligibility
  • BI Level of Care
  • BI Assistive Technology
  • DD Family Billing Support
  • Discharge
  • Employment Data
  • Lost or Missing Person

Reports will generally return results of completed work. Access to reports is based on the users’ roles. Examples of Evergreen Reports include:

  • To Do
  • Note Audit Report
  • PA Utilization Report
  • Coming Due PCP and Comprehensive Assessment
  • Client Unmet Needs Report

Note: OADS’ staff with Administrator Roles can create additional reports for programmatic and management needs.

Will the Evergreen system provide notifications like EIS “ticklers”?

Yes, and Evergreen “notifications” will provide more robust functionality than EIS ticklers.

Evergreen notifications are conveniently located in the top (white) navigation menu. Each notification will have its own row in an Excel-like table format, with newer notifications at the top. Unread notifications will be bolded (like unread emails). Once notifications are read, they can be archived (removed) from view.

How does the print function work in Evergreen?

All Evergreen forms can be printed using the global print function (Ctrl + P keys on your keyboard). Expand the form to print the form with the expanded sections, otherwise the collapsed version of the form will print.

Evergreen also has custom print options for several forms/reports. These are indicated by the printer icons within the locations:

  • Person Dashboard is used to print Exploration and Discovery Notes and the Service Auth-PA Report.
  • PCP Form is used to print PCP Meeting Agenda, Person PCP Print (complete PCP), and Skills and Abilities.
  • Comprehensive Assessment Form is used to print the BMS-99.
How will Evergreen be used for clients receiving MaineCare Benefits Manual Section 50, ICF/IDD services?

Evergreen will be used the same way that EIS was previously used for managing clients receiving Section 50.

How long will EIS be available as “Read Only” to Evergreen Users after the Release 3 deployment?

Tentatively, EIS will be available as Read Only through calendar year 2024. Notices will go out to Evergreen Users in advance of ending access to EIS Read Only.

Previously posted Questions and Answers (PDF)