provider portal user guide - elc big bend€¦ · date revised: 3/17/16 18 elcbb provider portal...

Provider Portal User Guide


Date Revised: 3/17/16 2 ELCBB Provider Portal User Guide

Early Learning Coalition of the Big Bend Region

About This Guide

This user guide provides information about the features and use of the screens on the

ELC of the Big Bend Region’s Provider Portal, referred to as the Provider Portal.

Contents Accessing the Provider Portal ............................................................................. 4

Creating an Account ......................................................................................... 5

Logging in to the Provider Portal ..................................................................... 6

Resetting Provider Portal Password ................................................................ 6

The Home Screen: Provider Dashboard ............................................................. 8

Changing Password .......................................................................................... 9

Message Center ............................................................................................... 9

Receiving Messages ....................................................................................... 10

Sending Messages .......................................................................................... 10

Document Library .......................................................................................... 11

Downloadable Documents & Helpful Information Links ............................... 14

School Readiness Contract ............................................................................... 15

Completing a New School Readiness Contract .............................................. 15

NEW for 2016‐2017: Agreement Documents ................................................ 17

Making Changes to Existing Contracts ........................................................... 21

VPK Contract ..................................................................................................... 22

Creating a New VPK Contract ........................................................................ 22

NEW for 2016‐2017: Agreement Documents ................................................ 25

VPK Director Tab ......................................................................................... 28

Instructors tab: ............................................................................................ 29




Making Changes to Existing Contracts ........................................................... 31

CCR&R Provider Update ................................................................................... 31

Provider Portal Contract Status Definitions ..................................................... 33

Attendance ....................................................................................................... 34

Sorting Roster Information ............................................................................ 34

Entering Attendance‐No Absences ................................................................ 35

Entering Attendance‐Absences ..................................................................... 35

ABSENCES ....................................................................................................... 37

SCHOOL READINESS ABSENCES ................................................................... 37

VPK ABSENCES............................................................................................. 38

CHILDREN NO LONGER ATTENDING PROGRAM ......................................... 38

CLOSURES FOR DAYS NOT APPROVED ON PROVIDER CONTRACT ................ 38

Helpful Hints for the Using the Provider Portal ................................................ 38




Accessing the Provider Portal Open internet browser

Type the Provider Portal web address into the URL bar at the top of the screen:

https://providers.elcbigbend.org/

Press the Enter key. The website opens at the Login Screen.




Creating an Account First time Provider Portal users must create a User Name and Password to access the

Portal.

Create a password. Passwords are required to be at least 7

characters in length. They must contain

characters from 3 of the following 4

categories:

• Upper case letters,

• Lower‐case letters,

• Numbers 0‐9, and

• Non‐alphanumeric characters such as

$, #,*.

Re‐enter password

Enter DCF license, registration, or

religious exempt number. If you do not

have one of these numbers, please

contact the ELC’s Contract

Administration Department for

assistance.

Enter zip code of provider location

Click “Create Account” when fields are

complete

Re‐enter User Name

Enter User Name (email address)




Logging in to the Provider Portal Access the Provider Portal and enter Username and Password in the appropriate fields of

the “Login” box on the left side of the Provider Portal main page

Click “Login”

Resetting Provider Portal Password To reset a password, click “Reset Password” link next to “Login” button on the left side of

the Provider Portal main page

On the Reset Account Password screen, enter Username, DCF License, Registration, or

Religious Exemption number, and Zip Code




Enter a new password in the “New Password” field

Re‐type new password in “Re‐enter New Password” field

Click “Reset Password”

.




The Home Screen: Provider Dashboard

The Provider Dashboard is the main screen in the Provider Portal. From this screen users

can navigate to all areas of portal.

Clicking “Home” on top left of any Provider Portal page will take users back to Provider

Dashboard.

Clicking “Log Out” on top right of any Provider Portal page will log users out of Provider

Portal.




Changing Password To change your password, click on “My Profile” at the top of the Provider Dashboard

On the next screen, enter new password in the first field

Confirm new password by entering it in the second field

Click “Change”

On the change confirmation message, click “OK”

Click “Home” at top left of page to return to Provider Dashboard

Message Center The Message Center allows users to send messages to and receive messages from ELC

staff.




Receiving Messages Click the link indicating unread message(s) under “Message Center” on the Provider

Dashboard

On the next page, click the arrow next to message to open message

When message has been read check the “Acknowledge” box

Sending Messages To send a message back to ELC staff, click “Add A Message”

Enter a subject and message, then click “Save”




Document Library The Document Library is a place to submit and store documents required by the ELC. The

Document Library is used by the ELC to share information including reimbursement

payment details and monitoring results with providers.

Each folder in the Document Library is used for different types of documents.

The Document Library can be accessed from the Provider Dashboard




Document Library Folders & Documents

Folder Documents That Belong in FolderAccreditation Certificates

Certificates from Accrediting Agencies, DCF Gold Seal Accreditation Certificate

Additional Supporting Documentation

Sunbiz information, Signature Authorization form, Charter School information

Background Clearance

Level II Background Clearance letters, Affidavits of Good Moral Character

Banking Information EFT form, bank account information, W9

DCF License, Registration, or Exemption

DCF license, registration letter, or religious exemption

Insurance Certificate of Liability Insurance

Monitoring Completed monitoring tools, compliance and notices of non‐compliance, corrective action plans, documentation from provider related to non‐compliance correction

Rates Copy of provider’s private pay rates

Reimbursement Payment Detail

Copy of monthly payment detail

School Readiness Eligibility

Childcare certificate from ELC are uploaded to this folder for providers

SR Sign In‐Out Sheets Upload School Readiness sign in/out sheets and documentation of absence here

VPK Calendar Information

ELC VPK calendar calculator, calendar adjustment documentation

VPK Eligibility Providers upload VPK certificates here; approved VPK certificates from ELC are uploaded to this folder for provider

VPK Director & Instructor Credentials

Staff credential verification, education credentials, DCF transcripts, director’s certificate, certificates of completion for required VPK courses

VPK Sign In‐Out Sheets

Upload VPK sign in/out sheets and monthly parent certification of attendance (VPK short or long form) here

Uncategorized At this time do not use this folder




To upload a document to a folder in the Document Library, select the correct folder to

upload document from the drop down menu

Click “+ Add New Document” button

In the pop up, click “Browse” to select the document being uploaded

In “Description” enter the document name

In “Expiration Date” enter the date the document expires




If the document does not have an expiration date, such as sign‐in sheets or rates,

do not enter any date

Click “Upload Document”

To determine whether the upload is complete, select the folder to which the document

was uploaded and verify the document is there

Click “Home” on the top left of screen to return to Provider Dashboard

Downloadable Documents & Helpful Information Links

Downloadable Documents and Helpful Information Links are located on the Provider

Dashboard

Documents in the Downloadable Documents section are supporting documents that

providers need to complete, or documents for provider reference.

Links in the Helpful Information Links section are links to other websites or information

for providers. Clicking on one of these links will take the user out of the Provider Portal.




School Readiness Contract To access an existing or complete a new School Readiness contract, click on the link under

“School Readiness” on the Provider Dashboard

Completing a New School Readiness Contract

Click on the appropriate School Readiness program year link under “School Readiness” on

the Provider Dashboard

Verify the correct agreement has been selected and click “Yes” on the confirmation

screen

The Agreement Details page is the home page for completing the School Readiness

contract




Required School Readiness forms are located on the “Forms” section of the Agreement

Details page. Each form must be completed. There are a total of two (2) forms, however,

initially only one (1) form is displayed. Once the user completes the OEL‐SR 20, the

second form will appear under the OEL‐SR 20 for the user to complete.

To open and complete each form, click on the form name.

When OEL‐SR20 is complete, OEL‐SR20L, OEL‐SR20LE, or OEL‐SR20FFN will appear for the

user to complete




NEW for 2016‐2017: Agreement Documents Once all forms have been completed, supporting documentation must be uploaded. A

new link called “Agreement Documents” will appear below the two contract forms.

Select the Agreement Documents link.

A new screen with several tabs across the top will appear. Each tab corresponds to a

specific document or set of documents required as part of the contract.

Click on the License tab, then click “Edit’.




On the next screen, enter your license, registration, or exemption expiration date

If the document you wish to attach in already in your Document Library, under Select

Document Source select the “From the Document Library” button. The following screen

will appear

1. Select folder in

which document you

wish to attach is

2. Click on document you

wish to attach

4. Click Save

3. Verify the name of the

document you wish to

attach appears here




If the document you are uploading is not already in your Document Library, select the

“Upload a New Document” button

Click “Choose File”

Browse for and select appropriate file for upload from your computer

Click “Save”

Once you complete the License tab, continue to repeat the instructions for attaching

documents for each of the tabs.

WORKER’S COMPENSATION INSURANCE

If required to carry Workers’ Compensation insurance, upload your policy or

certificate of insurance.

If not required to carry Workers’ Compensation, upload an exemption certificate or

a document describing why provider is not required to carry this insurance. This

document should NOT be handwritten, should be on the center or home’s

letterhead, and must clearly state the legal name of the center or home.




School Readiness providers will need to upload any changes to banking information and

any background screening documents (if applicable based on provider type) directly to

the Document Library.

RATES

Providers must upload a copy of the private pay rates it charges all parents.

Providers should include a rate for every care level and care type offered. For

example, if a program currently has no infants, but has room for infants and will

accept an infant, the provider must include this rate.

ELC will not enroll children in care levels for which a provider has no rates. For

example, if a provider does not submit rates for a part‐time school age child, and

a parent wants to enroll school age child for part time services at provider, ELC

will be unable to enroll this child at provider.

Rates submitted with the contract CANNOT be handwritten, should be on the

center or home’s letterhead, and must clearly state the legal name of the center

or home. All providers are required by the School Readiness Provider Contract to

submit a copy of their rates. Providers cannot charge different rates for School

Readiness and private pay enrollments.




To submit the School Readiness contract for review by the ELC, verify that there is a “YES”

next to all forms and click “Submit Agreement”

Click “Yes” on the confirmation screen

After clicking “Submit” the agreement status will change to “Submitted”. This indicates

the contract has been sent to the ELC for review.

Users can log in at any time to check the status of the contract.

Making Changes to Existing Contracts Users who need to make changes to an existing School Readiness contract must contact

the contract case manager for assistance. Failure to contact your contract case manager

may result in your change not being approved.




VPK Contract

To access an existing or complete a new VPK contract, click on the appropriate link under

“VPK” on the Provider Dashboard

Creating a New VPK Contract

Click on the appropriate VPK program year link under “VPK” on the Provider Dashboard

.


screen




The Agreement Details page is the home page for completing the VPK contract

Required VPK forms are located on the “Forms” section of the Agreement Details page.

Each form must be completed. There are a total of five (5) forms, however, initially only

four (4) forms are displayed. Once the user completed the OEL‐VPK 20, the fifth form will

appear under the OEL‐VPK 20 for the user to complete.




To open and complete each form, click on each form name.

TIP: When completing the OEL‐VPK 11A and OEL‐VPK 11B, some users run out of room.

Click the “+” icon to add another page to the form.

OEL‐VPK 10: VPK Site and

Director Information

OEL‐VPK 11A: VPK

Classroom Staff Information

OEL‐VPK 11B: VPK Calendar

and Schedule Information

OEL‐VPK 20: Statewide VPK

Provider Contract

Click the “+”

icon




This will add another link below the existing form to add more information.

When OEL‐VPK 20 is complete, OEL‐VPK 20PP or OEL‐VPK 20PS will appear for the user to

complete

Once all forms have been completed, supporting documentation must be uploaded.

NEW for 2016‐2017: Agreement Documents Once all VPK forms have been completed, a new link will appear. This link is called

“Agreement Documents”

Select the Agreement Documents link.




Each tab corresponds to required document(s).

Click on the License tab, then click “Edit’.

On the next screen, enter your license or registration expiration date

If the document you wish to attach in already in your Document Library, under Select

Document Source select the “From the Document Library” button. The following screen

will appear




If the document you are uploading is not already in your Document Library, select the

“Upload a New Document” button

Click “Choose File”

1. Select folder in

which document you

wish to attach is

2. Click on document you

wish to attach

4. Click Save

3. Verify the name of the

document you wish to

attach appears here




Browse for and select appropriate file for upload from your computer

Click “Save”

Once you complete the License tab, click on the Insurance tab. Continue to repeat the

instructions for attaching documents for each of the tabs.

VPK Director Tab: The VPK Director tab is where all VPK Director supporting documents,

including the credential, background screens, and Affidavit of Good Moral Character are

uploaded. The system will pull the Director information entered on the VPK Form 10 and

pre‐populate the Document Type and Director Name.




Instructors tab: The Instructors tab is where all VPK instructor and classroom staff

supporting documents including credentials, background screens, and Affidavit of Good

Moral Character are uploaded. The system will pull the Director information entered on

the VPK Form 11A and pre‐populate the Document Type and Instructor Name.

Click on “Close Form” when all required documents have been added to each tab.

VPK providers must continue to upload a current W9 and any changes to banking

information to the appropriate folders in the Document Library as these items are not

on the Agreement Documents tab.

Once you have uploaded all required documents on each tab, the Agreement Documents

Complete status will change to “Yes” on the main agreement screen.

To submit the VPK contract for review by the ELC, verify that there is a “YES” next to all

forms and click “Submit”






the contract has been sent to the ELC for review.

Users can log in at any time to check the status of the contract.




Making Changes to Existing Contracts Users who need to make changes to an existing VPK contract should contact the contract

case manager for assistance. Failure to contact your contract case manager may result

in your change not being approved.

CCR&R Provider Update

To complete the CCR&R Provider Update Form, click on the link under “CCR&R Provider

Update Form” on the Provider Dashboard


screen




The Annual Provider Update Details page is the home page for completing the CCR&R

Form

To open and complete the CCR&R Form, click on the form name

Once the form has been completed, supporting documentation must be uploaded to the

appropriate folder in the Document Library.




Providers must submit DCF License, Registration Letter, or Religious Exemption, as well as

any accreditation certificates with the CCR&R Form if they are not already in the

Document Library.

To submit the CCR&R Form for review by the ELC, verify that there is a “YES” next to all

forms and click “Submit”



the CCR&R Form has been sent to the ELC for review.

Users can log in at any time to check the status of the CCR&R Form.

Provider Portal Contract Status Definitions Creating: Provider is in the process of completing an initial application Submitted: Provider has submitted the agreement to the Coalition for review Reviewing: Coalition is reviewing the agreement; provider can no longer make changes




Reviewed: Coalition’s review found no errors or missing information on its initial review and is sent for certification Rejected: Coalition’s review found errors or missing information and sent the application back to the provider for correction. Certified: Agreement has been certified and executed by the coalition. Documents can be uploaded into the document library during any status of the agreement, including after the agreement has been certified.

Attendance To access the Attendance area of the portal, click on the “Children” tab at the top of the

Provider Dashboard, then click “Attendance”

Sorting Roster Information Users can select the “Yes” and “No” buttons at the top of the Attendance screen to view

or hide certain information on the roster




• To see or hide “Weekends”, select YES or NO

• To see or hide “Determination Dates”, select YES or NO

• To see or hide “Other Details”, select YES or NO

o “Other Details” displays child date of birth, funding group & fees

• To sort the roster by “Funding Group”, select YES or NO

• To toggle between School Readiness and VPK rosters , use the drop down menu at

the top of the roster to select the other roster

Entering Attendance‐No Absences If the child (ren) on the roster do not have any absences

Click on “CLOSE ATTENDANCE SHEET”

Click “YES” if the roster is complete and ready to be submitted to the ELC.

Entering Attendance‐Absences If the child (ren) on the roster have absences

Click on “EDIT” for the appropriate child




Find the date of the absence

Click on the letter that corresponds to the correct absence code

When all absences have been entered click “Save”

Repeat these steps until all absences have been entered

Click on “CLOSE ATTENDANCE SHEET”

Click “YES” if the roster is complete and ready to be submitted to the ELC.




To upload sign in/out sheets and documentation of absences, click “Home” on the top

left of the screen to go back to the Provider Dashboard. Refer to the instructions on

accessing the Document Library and Uploading Documents and upload the documents to

the appropriate folders.

ABSENCES Total monthly reimbursed absences shall not exceed ten (10) calendar days.

Acceptable Absence:

Hospitalization of the child or parent with appropriate

documentation;

Illness requiring home‐stay as documented;

Death in the immediate family with appropriate documentation

(i.e., obituary, death certificate);

Court ordered visitation with appropriate documentation (i.e.,

court order); or

Unforeseen documented military deployment or exercise of the

parent(s).

ROSTER REPORTING CODES

X Present

E Excused‐ Absence day 1‐3 (no documentation required)

A Absent‐ Absence beyond 3 days (documentation required)

N Absent without pay

H Holiday

T Terminate

• Ignore for the weekend

SCHOOL READINESS ABSENCES

o First 3 absences of a child should be marked with an “E” on roster

o After first 3 absences

If provider has documentation of absence, select “A”




If provider does not have documentation of absence, select “N”

VPK ABSENCES

o Select “A” for all absences

CHILDREN NO LONGER ATTENDING PROGRAM

o Child not attending and does not intend to return

Select “T” for terminated

If provider terminates enrollment, provider must complete the

absence reporting form on ELC’s website at

http://www.elcbigbend.org/Providers/Report‐an‐Absent‐Child

o Child is not currently attending but you anticipate child will return

Select “N”

CLOSURES FOR DAYS NOT APPROVED ON PROVIDER CONTRACT o ELC approved paid holidays are indicated by a pre‐populated “H” on rosters‐

no action required by provider

o Days provider is closed other than the pre‐approved holidays should be

marked with an “N” on roster

Helpful Hints for the Using the Provider Portal Always follow up with your contract or reimbursement case manager to make sure

your updates or documents were received.

The Document Library is the same no matter what agreement or attendance

screen you are on.

New rosters are available on the first business day of the month by 8:00 a.m.

Terminating a child on the roster or reporting a child absent on the roster does not automatically notify the ELC that the child is not attending. Providers are still obligated to report the absence on the website form at http://www.elcbigbend.org/Providers/Report‐an‐Absent‐Child