Texas Department of State Health Services Forms & Literature Inquiry and Order Entry System
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Forms & Literature Inquiry and Order Entry System

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Ordering Help

Just Want Quick General Help?
  • Quick List of Overall Order/Download Instructions
  • How to Order or Download from Catalog Search Results Page


    Important Ordering Information
  • Order Policies of the HHS Warehouse
  • What Happens After Order Gets to the HHS Warehouse?
    		•  Detailed Ordering Instructions
  • Starting the Order or Download Process
  • Register as a New User & Logging Into Your Existing Account
  • Complete Submission of an Order to the HHS Warehouse
  • Order Inquiry/Update
  • Order Source Contacts List
  • Print Entire Catalog
  • Submitting Written or Phone Orders to the HHS Warehouse
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    Quick List of Overall Order/Download Instructions

  • Click on the Find Items To Order or Download function located on any page throughout this website to locate the publications you wish to order or download.

  • Once you locate your desired publication(s), proceed to either order the publication(s) from the indicated Order Source or, if available, download it. If the Order Source is the HHS Warehouse, you can specify a requested order quantity right from your search results page and the item will be added to your shopping cart. If the Order Source is not the HHS Warehouse, you'll need to order from the specified DSHS Program whose Order Source information can be accessed right from the search results page, too.

  • If having added any items to your shopping cart, click the Go To Your Shopping Cart button, then follow the screen instructions to complete submission of your order to the HHS Warehouse. Note that you'll need to either register yourself as a new user or log into your existing account before submission of your order can be completed.

  • If you would rather not order on-line from the HHS Warehouse from this website, you have the option to submit orders to the HHS Warehouse using the paper-based AG-30 requisition form process (see AG-30 Requisition Form page).

    • Note: If you require more detailed instructions, please take time to read all the Detailed Ordering Instructions below.

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    How to Order or Download from Catalog Search Results Page

    How to Order:

  • To order items available from the HHS Warehouse, simply specify a Qty Requested to add them to your shopping cart. Please note that you are allowed a maximum of 40 stock numbers per order.
  • Items not available from the HHS Warehouse must be ordered from the indicated order source.
  • The submit button button next to the Order Source & Publication Info will access a publication's order source and publication information contact.
  • Click the Go To Your Shopping Cart button to view the contents of your shopping cart and eventually submit your order.

    How to Download:
  • If an item is available in MS Word, MS Excel and/or WordPerfect format to download, the following example demonstrates how it would appear in the Search Results listing:

    Qty
    Requested    		 Stock
    No    		 Title Order Source &
    Publication Info    		 Lang Format Issue
    Unit    		 Max
    Order
    Click submit button at right
    for Order Contact    		 AG-38 Authorization for Use of Central Department Credit Card  [DOC] [XLS] [WPD]  Fiscal Division English  Forms (DSHS)    N/A

    Clicking on the [DOC], [XLS] or [WPD] link will trigger the downloading of the given item in MS Word, MS Excel or WordPerfect format respectively.

  • If an item is available in HTML format to download, the following example demonstrates how it would appear in the Search Results listing:

    Qty
    Requested    		 Stock
    No    		 Title Order Source &
    Publication Info    		 Lang Format Issue
    Unit    		 Max
    Order
    Click submit button at right
    for Order Contact    		 AG-38 Authorization for Use of Central Department Credit Card  [HTML]  Fiscal Division English  Forms (DSHS)    N/A

    Clicking on the [HTML] link will trigger the downloading of the given item in HTML format.

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    DETAILED ORDERING INSTRUCTIONS SECTION

    Starting the Order or Download Process

    To begin finding the items you desire to order or download, click on the Find Items To Order or Download function located on any page throughout this website. It is then advisable that you read the For Best Results text displayed on screen to provide you the best means to search the DSHS Forms and Literature Catalog effectively.

    After specifying your search criteria, a list of publications matching the search criteria values you provided will be returned and displayed on a page entitled Catalog Search Results and Select Items To Order or Download. Up to ten (10) records at a time will be displayed and you can move forward and backwards through the catalog search results. If your catalog search results do not contain the publication(s) you wish to order or download, you can perform another search to generate a new list of catalog search results.

    Each publication listed in the catalog search results has a link to order source contact information. The submit button button next to the Order Source name listed will display the order source contact along with publication information contact. The publication information contact will often be different than the order source contact. The publication information contact can provide you information as to the content and/or related or alternative publication sources for you to consider.

    If locating a desired publication you wish to order from the catalog search results list, use the order source contact for the given publication to signal how proceed in ordering it as follows:

  • If the order source contact is a DSHS Program area, first access the order source contact information as previously instructed. If the order source contact information has an External Website link displayed, click on the link to access the website for the given DSHS Program area and proceed with ordering the item as instructed from their website. If an External Website link does not exist, use the Contact Name and Phone Number as your means to order the desired publication.

  • If the Order Source is the HHS Warehouse, you can specify a requested order quantity right for an item from your search results page and the item will be added to your shopping cart. Also, you still have the option to submit orders to the HHS Warehouse using the paper-based AG-30 requisition form process (see AG-30 Requisition Form page).

    • If locating a desired publication you wish to download from the catalog search results list, click on the [DOC] (MS Word format), [XLS] (Excel format), [WPD] (WordPerfect format) or [HTML] (HTML format) link next to the title of the item to initial the download of the item in the desired format.

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    New User Registration & Logging Into Your Existing Account

    Before you can either complete submission of an order to the HHS Warehouse or perform Order Inquiry/Update, you'll always be prompted to either register yourself as a new user for this system or log into your existing account.

    Please note that registering as a new user or logging into your existing account is not necessary if you simply intend to perform inquiries on the catalog or order publications from any order source other than the HHS Warehouse.

    If you are prompted to register yourself as a new user for this system, you must provide two (2) pieces of required information and an optional third. The two pieces of required information are a Username and a Shipping Address. The third is an optional Password. It is suggested that your Username be comprised of something easy to remember and uniquely identifies you such as your First Name's initial coupled with your full Last Name. For example, if your name is Paul Public, a candidate for your Username could be PPUBLIC. If you have a very common name, it is suggested you provide a middle initial, too, to ensure that your Username is not being used by someone else. The Password is optional and need only be used if you want to provide an extra measure of security for your order processing. Leave it blank if you do not wish to use a Password. Your Shipping Address is vital in that it will be used by the HHS Warehouse as the delivery address for your ordered publications. Please note that you are able to establish multiple Shipping Addresses for your account if you order for multiple sites.

    After having established an account for yourself, you'll not need to register yourself again as a new user. Instead, you'll log into your existing registered account when prompted to do so by providing your Username and optional Password, then selecting your Shipping Address.

    Please note that if you forget your password, please feel free to contact the HHS Warehouse staff by or call them at (512)776-7761 between 8am and 5pm, CST for assistance.

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    Complete Submission of an Order to the HHS Warehouse

    Only after you have added items to your shopping cart, then either registered yourself as a new user or logged into your existing account, will you be provided a means to complete submission of your order to the HHS Warehouse.

    Once these two preliminary requirements are met, two audits will occur to ensure that the order quantities you requested adhere to HHS Warehouse processing rules. The first audit will be to ensure that if your order's Shipping Address is outside the state of Texas, that the order quantities for each publication you ordered is set to one (1). The second audit is to ensure that if your order's Shipping Address is within the state of Texas, that the order quantities for each publication you ordered does not exceed the Maximum Order Quantity established for a given publication. If any audits fail, you'll be notified and given an opportunity to make corrections.

    Once all audits pass, you'll be given the following options:

  • Modify the Shipping Address for your order.
  • If you order for more than one site, either select a different one of your previously established Shipping Addresses for your order or register a new Shipping Address for your order.
  • Provide some optional Customer Comments before actually completing submission of your order. These Customer Comments can serve to give the HHS Warehouse staff any justifications for large quantity requests or special processing/delivery instructions you wish to convey to them for your order.

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    Order Inquiry/Update

    The Order Inquiry/Update option from the Home Page will provide you a means to inquire upon any recent orders you have previously submitted to the HHS Warehouse for processing for any of your registered Shipping Addresses. You'll be prompted to log into your existing account before being allowed to do this function.

    Your orders will be grouped according to their current status as follows:

  • A status of Pending Warehouse Review indicates that your order must first be reviewed and approved by the HHS Warehouse staff before flagging it to fill. This status will exist when any of the following conditions are met:

    1. Your order represents the very first order you have placed through this website.
    2. You have attached a Customer Comment to your order for the HHS Warehouse staff to read.
    3. You have submitted a previous order within a month's period of time.
    4. You have requested a large enough quantity for an item on your order to warrant the HHS Warehouse staff's attention.
    A status of Flagged To Fill indicates that the order has been approved to be filled in our overnight processing.

    If any of your orders are assigned either one of these two statuses, you have two options available to you. First, you can selectively cancel any of these orders. Or second, you can selectively retrieve the items of any of these orders back into your shopping cart where you can then change them before re-submitting them as part of a new order.

  • A status of Filled indicates a previously submitted order has been processed by HHS Warehouse and at least one or more items exist on the given order having been completely filled or filled with backorder. Please note that there exists the possibility that one or more items on the given order could have been cancelled for whatever reason by the HHS Warehouse during processing. The item cancellation reasons will always be provided for you to read.

  • A status of Cancelled indicates that either you, the customer, or the HHS Warehouse cancelled the entire order before it was processed to fill. The order cancellation reason will always be provided for you to read. Note that for those orders that you had cancelled, you can selectively retrieve the items of these orders to your shopping cart and change them as desired before re-submitting them as part of a new order.

    • For any order listed on the Order Inquiry/Update page, you have the option to click on a given Order Number and display a page detailing a printable version of the entire order's details. Additionally, clicking on the [E-mail Whse] link next to any Order Number will enable you to construct an e-mail inquiry to the HHS Warehouse staff about your given order.

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    Order Source Contact List

    The Order Source Contacts option from the Home Page will generate an alphabetical listing of all the DSHS Order Source Contacts. This list can be a helpful reference if you wish to inquire upon the status of one of your outstanding orders and you need to locate the contact information to do so.

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    Print Entire Catalog

    The Print Entire Catalog option from the Home Page will generate an entire catalog listing by either Subject, Format, Language or Title. Once the catalog list is generated, you have the option to view or print the list.

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    Submitting Written or Phone Orders to the HHS Warehouse

    You are encouraged to use the order entry capabilities of this website to place your orders with the HHS Warehouse. However, you do have the option to submit orders to the HHS Warehouse using the paper-based AG-30 requisition form (see AG-30 Requisition Form page) or typed or legibly written requests on letterhead or plain paper which must mailed or faxed to the HHS Warehouse. Faxes should be sent to either (512) 776-7413 or (512) 776-7707 and should be addressed to the Warehouse Manager and should contain the your complete shipping address and phone number.

    All typed or written mail requests should be addressed to:

    ATTN: Warehouse Manager
    Department of State Health Services
    Materials Acquisition & Management Division
    1100 West 49th Street
    Austin, Texas 78756

    The following information is required for submitting faxed or written requests for literature:

    1. Requestor's name
    2. Ship to address
    3. Authorization (Organization, Affiliation, or Professional Status)
    4. Publications number
    5. Complete description of item(s) requested (title)
    6. Quantity - indicate the number of individual copies you are requesting
    7. Date requested

    If ordering via a typed or written request, please furnish a street address as well as a post office box. If incurring have a large shipment, the HHS Warehouse must use a freight company as the mode of shipment and the freight company will not deliver to a post office box.

    The HHS Warehouse does not accept verbal requests, either in person or over the telephone. All requests must be made in writing or by fax.

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    IMPORTANT ORDERING INFORMATION SECTION

    Order Policies of the HHS Warehouse

    Department of State Health Services literature is available to anyone, upon request, in the State of Texas with these following policies being enforced:

  • Your on-line order will be limited to a maximum of 40 stock numbers to better ensure that the HHS Warehouse can meet the demands and delivery schedule of the overall volume of orders received.

  • The HHS Warehouse asks that you make every attempt to limit your submission of orders to once a month to better ensure that they can meet the demands and delivery schedule of the overall volume of orders received. If you submit an order more than once within a month's time, this system will automatically route your order to the HHS Warehouse for review. In these instances, please supply adequate justification in your Customer Comments upon completing submission of your order.

  • When ordering literature, requests for large quantities will automatically trigger this system to route your order to the HHS Warehouse for review and approval before the request is shipped. In these instances, please supply adequate justification in your Customer Comments upon completing submission of your order.

  • Because of the high volume of requests for some items, some constraints must be placed on available quantities. Those items with a maximum order quantity limit will have that indicated on your Catalog Search Results and Select Items To Order or Download page.

  • When ordering forms in large quantities for special programs or for seasonal mail outs, please allow a minimum of 60 days notice to ensure shipment arrival when required.

  • Please note that material containing the Department of State Health Services logo may be reproduced locally, at the user's expense, in any quantity you desire.

  • Private sector requests for out-of-stock items will be cancelled. This cancellation notification will be sent and reflected on-line via this website's Order Inquiry/Update feature. Please resubmit the request 60 days from the receipt of notification.

  • Items that specify that they are professional in content are available to PROFESSIONALS only. These include teachers, physicians, dentists, registered dieticians, registered nurses, veterinarians, engineers, etc. Please denote your professional status when ordering these items or the request will not be honored.

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    What Happens After Order Gets to the HHS Warehouse?

    You'll note that right after you complete submission of your on-line order to the HHS Warehouse that your order will get a status of either Pending Warehouse Review or Flagged To Fill. You can determine the status set for your order using the Order Inquiry/Update function this website provides.

    A status of Pending Warehouse Review indicates that your order must first be reviewed and approved by the HHS Warehouse staff before flagging it to fill. This status will exist when any of the following conditions are met:

  • Your order represents the very first order you have placed through this website.
  • You have attached a Customer Comment to your order for the HHS Warehouse staff to read.
  • You have submitted a previous order within a month's period of time.
  • You have requested a large enough quantity for an item on your order to warrant the HHS Warehouse staff's attention.


    • Most typically, the HHS Warehouse staff will complete the review of your order the very same day you submit it and, after making any necessary adjustments to it, will set its status to Flagged To Fill (discussed next).

    A status of Flagged To Fill indicates that your order has been approved to fill in our overnight processing. This status is set either automatically at the time you complete submission of your order from this website (if no conditions are met to set it to Pending Warehouse Review) or after HHS Warehouse review of your order.

    The next working day after submission of your order, you can check the status of it using the Order Inquiry/Update function. By that time our overnight processing would have acted upon your Flagged To Fill order to create a Warehouse Delivery Request for all your fully or partially filled items. Backorders needed for any of your ordered items will have been created, too, and you can note this using the Order Inquiry/Update function.

    It is possible that your entire order or individual items could be cancelled by either the HHS Warehouse staff during their review or by the overnight processing. A business reason for any cancellation will always be logged and is viewable via the Order Inquiry/Update function.

    If you receive a backorder status on any of your items, do not reorder unless you have identified some additional needs. Items placed on backorder status will be shipped within 48 hours of receipt of stock.

    If you have any questions at all concerning the status of any of your orders, feel free to e-mail the or call them at (512)776-7761 between 8am and 5pm, CST for assistance.

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    Find Items To Order or Download in the Forms and Literature Catalog
    Stock#/Publication#/
    Catalog# (Partial or Full): Format: Language:
    Subject: / [Sujeto]:
    Title (Partial or Full):
    For Best Results: Try to use only one search category to locate the items you wish to order and leave all other search categories set to <All> or blank. Specifying too many search category values may narrow down your search results further than you expect.

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