lesson 5 - university at albany, suny...lesson 5 maintaining information for providers introduction...

CCFS Legally-Exempt Maintaining Information for Providers

Professional Development Program October 2012 5-1

Lesson 5

Maintaining Information for Providers Introduction

In the previous lesson, we explored how to progress a provider to an Enrolled status. In this lesson, you will learn how to maintain provider information using the following windows: For adding subsequent family information:

Parent / Child Maintenance window Packet Requirements window Packet Decision window Child Care Decision window Family Review and Approval window

For entering local district decision information: Local District Info window Provider Review and Approval window

Parent / Child Maintenance (LM08) window

Purpose

The purpose of this lesson is to explore how to maintain provider information.

Maintaining Information for Providers CCFS Legally-Exempt

5-2 October 2012 Professional Development Program

Lesson Overview

In this lesson, you will learn how to maintain provider information by adding a subsequent family and by entering local district decision information.

Lesson Objectives

In this lesson, you will learn how to:

Add a subsequent family

Enter local district decision information

Order of Topics

Topic See Page

How to Add a Subsequent Family 5-3 How to Enter Local District Decision Information

5-12

Lesson 5 Summary Review 5-19

CCFS Legally-Exempt How to Add a Subsequent Family


How to Add a Subsequent Family Introduction

In the previous topic, we introduced the concept of maintaining provider information. Now, you will learn how to add a subsequent family to a provider. When you have a legally-exempt provider who is currently enrolled with no updates to the provider information and program requirements, and another family chooses that provider to care for their child, you will retrieve the provider’s record and add a subsequent family to the provider’s existing enrollment.

Parent / Child Maintenance (LM08) window

Importance

In certain local districts, there are additional standards which providers and parents are expected to meet. In those districts, the additional standard must be checked for each subsequent family.

Adding a Subsequent Family Demonstration

Your instructor will demonstrate the steps to add a subsequent family as you perform the same steps on your training computer. Before you begin, the provider record used in the previous task is open and the Parent/Child Maintenance window is displayed.

How to Add a Subsequent Family CCFS Legally-Exempt


Action Visuals/Comments

1. Click the

New button.

The Identifying Info tab clears.

2. Complete

the information on the Identifying Info tab, and then click the Contact Info tab.

The Add / Reactivate Parent dialog box displays. Click the Yes button.

The Contact Info tab displays, as shown on the next page.




3. Enter the

new parent’s contact information on the Contact Info tab, and then click the Children Info tab.

Note: The Parent’s contact information reviewed checkbox should be checked once you have received a renewal application and have reviewed the parent’s contact information. The Children Info tab displays.

4. Complete

the children information on the Children Info tab, and then select Packet Require-ments from the Treeview.

The Save dialog box displays. Click the Yes button. The Packet Requirements window displays, as shown on the next page.




5. Complete

the attestation information on the Packet Require-ments window, and then select Packet Decision from the Treeview.

The Save dialog box displays. Click the Yes button. The Packet Decision window displays.

6. From the

Packet Status Decision drop-down list, select whether the packet is complete.

The Item Description / Rule grid populates. Click the Save ( ) toolbar button.




7. Notice the

Items for Review grid, and from the Treeview, select Child Care Decision.

The Save dialog box displays. Click the Yes button. The Child Care Decision window displays.

8. From the

Provider Capacity Summary drop-down list, select whether the provider is within capacity. Then, from the Child Care Decision drop-down list, select whether the child is allowed.

From the Treeview, select Family Review and Approval. The Save dialog box displays. Click the Yes button. The Family Review and Approval window displays, as shown on the next page.




9. From the

Family Decision drop-down list, select whether the family is allowed.

The LE014 Notice of Family Decision dialog box displays. Click the OK

button and then click the Save ( ) button. Click the Create button. The CCFS Letter Detail window displays the Notice of Family Decision, as shown on the next page.




10. Click the

Save/Print Final button.

The Print dialog box displays. For training purposes, you will click the Cancel button. Note: In your office, you will click the Print button. Click the Cancel button. The CCFS Letter Detail window redisplays.

11. Click the

Parent Letter button.

The Parent Advisement Letter displays, as shown on the next page.




12. Click the

Save/Print Final button, and then click the Close button.

The CCFS Letter Detail window redisplays.

13. Click the

Close button.

The Family Review and Approval window displays, as shown on the next page.




14. Notice that

there are now two allowed parents in the Parent drop-down list.

Practice

For another provider, add a subsequent family to the provider record.

Task Summary Review

In this task, you followed the steps to add a subsequent family. A summary of the steps follows:

Add the new parent and child information to the Parent / Child Maintenance window:

o Identifying Info tab

o Contact Info tab

o Children Info tab

Enter all attestation information on the Packet Requirements window.

Make a packet completeness decision on the Packet Decision window.

Record the child care decision on the Child Care Decision window.

Navigate to the Family Review and Approval window, allow the family, and then print the notices.

How to Enter Local District Decision Information CCFS Legally-Exempt


How to Enter Local District Decision Information Introduction

In the previous topic, you learned how to add a subsequent family. Now you will learn how to enter local district decision information on the Local District Info window. Local district staff—or enrollment agents, in their place—may enter local district provider subsidy information on the Local District Info window.

Local District Info (LD01) window

Importance

The district must inform the enrollment agency, in writing, of any changes to determinations and/or results pertaining to a legally-exempt provider and relevant changes to the affiliated child care subsidy case. Once a local district discovers why either a parent or a provider should not be allowed to receive or provide legally-exempt child care as documented on the OCFS-2114 District Notification to Legally-Exempt Caregiver Enrollment Agency form, then local district staff may reject or disqualify either the parent or provider and document the reason for the rejection or disqualification.

Entering Local District Decision Information Demonstration

Your instructor will demonstrate the steps to enter local district decision information using the previously opened record as you perform the same steps on your training computer.

CCFS Legally-Exempt How to Enter Local District Decision Information



1. From the

Treeview, expand the LDSS folder, and then select Local District Info.

The Local District Info window displays.

2. Check the Local District Rejection checkbox. Then, from the Local District Rejection Reason drop-down list, record why the local district has rejected the provider. (For training purposes, select Provider Eligibility Suspend -ed.)

Click the Save ( ) toolbar button.




3. From the Treeview, select Provider Review and Approval.

The Provider Review and Approval window displays.

4. From the Status drop-down list, document whether the provider should be closed. (For training purposes, select Closed).

The Status Effective Date defaults to today’s date and the Reason drop-down list becomes enabled.

5. From the Reason drop-down list, select why the the provider was closed. (For training purposes, select Rejected by Local District.)




6. Click the Save toolbar button, and then click the Create button.

The CCFS Letter Detail window displays the Notice of Enrollment Closed, as shown on the next page.




7. Click the Save/Print Final button.

The Print window displays. For training purposes, you will click the Cancel button. Note: In your office, you will click the Print button. Click the Cancel button. The Parent Advisement Letter displays.

8. Click the Save/Print Final button.




9. Click the Close button.

The Provider Review and Approval window displays.

10. Notice that the provider has been closed.



Practice

For another provider in the Enrolled Temporary status, enter a local district decision to reject and then close the provider.

Task Summary Review

In this task, you followed the steps to enter local district decision information. A summary of the steps follows:

Access the Local District Info window in the Treeview and document that either the parent or the provider has been rejected or disqualified by the district.

Move to the Provider Review and Approval window and record that the provider has been rejected and why from the Reason drop-down list.

Print the provider and parent copies of the Notice of Enrollment Closed.

Lesson 5 Summary Review


Lesson 5 Summary Review

In this lesson, you learned how to:

Add a subsequent family

Enter local district decision information

lesson 5 - university at albany, suny...lesson 5 maintaining information for providers introduction...

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