Client Enrollment

Policy Change - Sterilization No Longer Disqualifies a Person from Enrolling in the RH Access Fund!!

We are working on revising and translating the enrollment form, and updating our trainings to reflect this change. In the meantime, our enrollment tools have been updated, and the RHAF Eligibility Database now allows clients who have been sterilized to enroll. For more information, please see the September, 8th 2023 Newsletter.

This page has resources and tools to help clinic staff with the client enrollment process. Click the jump links below to get to specific sections of the page:

Enrollment Form
Trainings
CCare Corner
Eligibility Database
Eligibility Verification
Notice of Privacy Practices, Voter Registration, &
Out of State Birth Certificate Requests

Enrollment Tools Table

RH Access Fund Enrollment Form

To enroll in the RH Access Fund, clients must complete the RH Access Fund Enrollment Form. Use the links below to print the form in any of the available languages, or to have the client complete the form electronically.

English	Spanish
Korean	Marshallese
Russian	Simplified Chinese
Vietnamese	Somali

For instructions on how the Enrollment Form should be completed see our Enrollment Form Guide.

For guidance on how to enroll a client who is not in the clinic see our Remote Enrollment Guidance.

To order more printed Enrollment Forms, please complete this Order Form.

Trainings

Client Enrollment Process

Learn about how to enroll clients into the RH Access Fund! This training includes the Enrollment Form and the Eligibility Database.

RHCare Clinics: Video | Slides (with clickable links)

CCare Clinics: Video | Slides (with clickable links)

AbortionCare Clinics: Video | Slides (with clickable links)

*As of March 2023, the Eligibility Database was updated to include an open text field for Notes at the bottom of the Enrollment Information tab. The new field replaced three other Notes fields that are described in the training, and should be used the same way - to explain why information entered in the Database does not match the Enrollment Form. The video and training slides will be updated to reflect this change soon.

Enrollment Form

This video, taken from the Client Enrollment Process training, only goes over the RH Access Fund Enrollment Form.

RHCare Clinics: Video | see Slides 17-60

CCare Clinics: Video | see Slides 16-58

AbortionCare Clinics: Video | see Slides 16-50

Citizenship & Immigration Documentation Requirements

This video, taken from the Client Enrollment Process training, only goes over the citizenship and immigration documentation requirements.

RHCare Clinics: Video | see Slides 52-55

CCare Clinics: Video | see Slides 50-53

Eligibility Database: How to search for a client (3 mins)

It is really important to search for a client in the Eligibility Database BEFORE asking them to complete a new enrollment form. This short video (3 mins) shows you how to do that:

How to Search for a Client

Add a Client to the Eligibility Database

This video, taken from the Client Enrollment Process training, only goes over how to add a client to the RH Access Fund Eligibility Database.

RHCare Clinics: Video | see Slides 61-87

CCare Clinics: Video | see Slides 59-84

AbortionCare Clinics: Video | see Slides 51-63

Eligibility Database

All client enrollment data, from the Enrollment Form, must be entered and saved in the Eligibility Database for the client to be considered fully enrolled.

Eligibility Database Instructions (includes screenshots)

To gain access to the Eligibility Database, complete and submit one of the two forms below:

Ahlers User ID/Password for agencies with 1-9 clinics

Ahlers User ID/Password for agencies with 10 or more clinics

Eligibility Verification

The RH Program verifies the income and the citizenship status of enrollees who mark U.S. Citizen on the Enrollment Form. The resources below help clinic staff understand the verification processes and what they can do to help enrollees.

Verification FAQs: explain the eligibility verification process and answers frequently asked questions.

Eligibility Status Update Guide: describes the monthly status update email. Includes samples, describes what is included, and what action clinic staff should take.

Income Verification Process Flowchart: illustrates the state's income verification process and what clinic staff should do.

CCare Corner

Enrollment Form Cover Page

This cover page tells clients what services they can get at a CCare clinic, and where they can get additional services offered at RHCare clinics.

English

Spanish

Simplified Chinese

Korean

Marshallese

Russian

Vietnamese

CCare clinics can add local RHCare clinic locations at the bottom of the page.

Tip Sheet

A quick-look resource for common eligibility and billing questions around insurance coverage, income, and citizenship requirements. Click the link below and post it at the front desk and billing for easy reference!

Eligibility & Billing Tip Sheet

Notice of Privacy Practices

Enrollees must be offered the OHA Notice of Privacy Practices (NOPP).

OHA Notice of Privacy Practices (English)

To order in different languages

Voter Registration

Enrollees must be offered the chance to register to vote. See the policy, procedures, and associated forms below:

National Voter Registration Act (NVRA) Policies and Procedures

NVRA Agency Manual

SEL 503 - Voter Registration Card

SEL 503a - Spanish Voter Registration Card

SEL 504 - Agency Voter Registration Reporting Form (new online form)

SEL 540 - Signature Stamp Attestation Form

Out-of-State Birth Certificate Requests

The Oregon Reproductive Health Program will order birth certificates from other states to help non-Oregon born RH Access Fund enrollees document U.S. citizenship. The materials and links below explain this process.

Instructions for Requesting Out-of-State Birth Certificates

Information about Becoming a Notary (link to Secretary of State website)

OHA Authorization form: Authorizes client's release of certificate to State of Oregon (Required)

Client Enrollment Tools

All documents are in PDF format.