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CCAP Provider Workbook - Minnesota Department of Human

1. Don t Save You are finished with the Add a Provider Workflow but you are not finished adding this provider to MEC Click Done When the workflow is completed you will return to the Overview window The windows not included in the workflow are Alias Rates Accreditation and Fraud Access these windows by clicking on the Information tab At the Overview window Click Information tab 5 Licensed Provider Entry Exercise 11 28 2012 104 Your information indicates that your provider is not known by any other names is not accredited and has not been convicted of fraud so you do not need to complete the Alias Accreditation or Fraud windows You do have rates information The Rates window must still be completed Click Hates Enter the rates information for this provider as indicated in the Licensed Provider Rates tab Hegistration and Acknowledgement form Click Effective Infant Toddler Pre School School Age New Today Hourly Daily Weekly Hourly Daily Weekly Hourly Daily Weekly Hourly Daily Weekly 5 Licensed Provider Entry Exercise 10 25 75 50 254 54 9 17 61 48 210 31 7 55 55 00 188 74 7 01 52 85 172 57 11 28 2012 Leave Non Standard fields blank This provider is not an At Risk Population Facility so leave that section blank Click Save I MEC Lab d Case amp Financial 3a Provider B
2. Background Study Overall Result Overall Result Effective Earn Overall Result Effective 1 2 19 2011 E Last Completed Financially Responsible Agency Ramsey County Background Study Expiration Overall Result Individual Results Financially Responsible Agency Name Status Status Effective Left Ramsey County Lincoln Jonathan Pass 12 19 2011 Ramsey County Lincoln Kristi Pass 12 19 2011 Ramsey County Lincoln Francis j ooo po Jo Last Lincoln Status NA Not Considered In Overall Result w First Francis Status Effective 12 19 2011 Birthdate o9 08 1999 3 Left j SSN Click Save Click Next 3 LNL Provider Entry Exercise Maryanne 11 28 2012 35 Notice that the information you entered for each of the household members is shown in the Individual Results box Address The Address window collects and displays provider address information it must be entered for all providers Create an Address window for Maryanne by clicking on the New button at the bottom center of the window Click New The Effective field is used to record the effective date of current and or future addresses and defaults to the overall effective date entered on the Provider Information window lt can be updated once the window is completed and saved The Address box to the right of the Effective date will display a history of addresses and address updates for this provider In S
3. Financial amp Provider gqnfoView A Tools E Help Tuesday January 10 20172 the Minnesota Department of Human Services minnesota north start I PR 42735973 0 f Caregver Linda 5 Name Caregiver Linda Status Pend2 Type Legal Non licensed Provider D 300405 Overview Information Notice Activity Deduction Payment History Provider Notes Transfer Information License Taxinfo Registration amp Renewal Address Fees amp Accounts Background Study Alas Rates Accreditation Fraud Address Country USA ij y Notices Site Home Street 2990 W RIVER PKWY 2 Service Authorization Site Home i Billing Form SiteHome City MINNEAPOLIS City Remittance Advice for EFT Site Home State Minnesota 2 Payments Warrant RA Site Home ZipCode 55406 1842 County Hennepin E 169 11 28 12 Answer Keys Fees amp Accounts BL t o mad Case Financial 4 Provider J InfoView Tools u Help Tuesday January 10 2012 i Mi Minnesota Department of Human Services d Xs minnesota north Star 48 O7F 47933 0 i Status Pend2 Type Legal Mon licensed Provider ID 300405 IEJ A Payment History Provider Notes Transfer Information License Tax info Address Fees amp Accounts Background Study Alias Rates Accreditation Fraud Fees amp Accounts Payment Method Warrant
4. License Number MI Search Results 6 matches found System maximum is 100 a e eae eee ee 129 DHS Kids 444 LAFAYETTE RD N ST PAUL MN 55101 32 1155 License Exempt Cen Active ST PAUL Ram EEG UMCEAN NEUE wer Ta aston 0 oe este ens IUE ee 1078 Kids Avenue Learning Center 2700 CARDINAL FARIBAULT MN 55021 7380 55 5553 10248 MN DHS Licensed C pete FARIBAULT Rice KeyKids S 1 MARKET ST WINONA MN 55887 5574 55 5554 License Exempt Cen Active WINONA Winona 6675 Kingdom Kids Child Care Center 18151 COUNTY ROAD 21 GLENWOOD MN 563 55 5597 10358 MN DHS Licensed C GLENWO 1124 KMJ for Kids LCC dba Stepping Sto 1405 BROADWAY ST ALEXANDRIA MN 56308 55 5554 10425 MN DHS Licensed im ARM Make sure that the provider you want to register DHS Kids is highlighted 9 Known Provider Entry Exercise 11 28 2012 133 Click Select Overview Review the information in the Overview window It should match the information you have on your forms from this provider The type of provider and the information provided on their forms will determine which windows you review and or update for a provider who is already known to MEC This provider s information requires that you visit the following windows Provider Search Cem L Information Registration amp Renewal Tax Info This windows flowchart is also in your Workbook Supplement 9 Known P
5. False False False False False Answer Keys 9 Known Provider Entry Answers o True or False If a provider is registered with another county for CCAP payment the provider must register with your county before your county makes a child care payment to that provider When registering a known provider with your county as with all provider registrations your first step is to update the Registration amp Renewal window First step is to conduct a Provider Search then review all information prior to registering the provider with your agency The only portion of the provider record that is updateable exclusively by your agency is the Registration amp Renewal window If a provider is authorized and active on MEC a W 9 form must be required from additional agencies and must be included with the registration packet The W 9 Request for Taxpayer Information form is sent to a provider when the provider is being authorized for the first time and is not required for subsequent registrations with other counties Providers may charge different rates for different counties if it is their policy to do so with private pay families Providers must charge the same rates to all families from all counties 11 28 2012 162 10 Provider Type Change Answers Multiple Choice 1 The Provider Type Change button is located on which MEC window a Information window b License window c Tax Information window d
6. Notices The Notice window uses search criteria to display notices The first fields are the Selection Date Range begin and end dates The system defaults to the last thirty days from the current date The field is updateable either by entering a date or by selecting a date using the calendar You can also narrow the results by selecting a specific type of notice or a particular servicing Agency Review the types of notices available When you leave the default to All all notices will display 4 Notices Alerts and Transfers 12 18 2012 6 amp 1 Click Type of Notice dropdown arrow Type of Notice All Servicing Agency All When parameters are changed in any of the fields click Search and new search results are displayed Clicking the Reset button resets the criteria to system defaults Click Search Based on the search criteria notices are displayed in the results table If you have not changed the search criteria that was set by the system the search results will not change E MEC Lab _ Case amp Financial 2 Provider InfoView Tools BJ Help 7 Tuesday December 20 2011 Iti Minnesota Department of Human Services ME north star EF OTR A I O Gum 7r Name Lincoln Maryanne Status Active Type Legal Non licensed Provider ID 500399 A Information Notice Activity Deduction Payment History Provider Notes Transfer Notices Special Letter Memo Notices Selection Date Ra
7. Background Study Overall Result Overall Result Effective Emran Overall Result Effective 1 2 19 2011 El Last Completed Financially Responsible Agency Ramsey County Background Study Expiration Overall Result Individual Results Financially Responsible Agency Name Status Status Effective Ramsey County Lincoln Maryanne AA 9 2011 ai pase Lincoln Jonathan Last Lincoin Status Pass_ d First Jonathan Status Effective 1 2 19 2011 Birthdate 11 18 1961 73 Left SSN Add Maryanne s older child Kristi s background study information Because Kristi is age 13 or over a background study is required 3 LNL Provider Entry Exercise Maryanne 11 28 2012 33 Click Add Last Name As you created First Name Kristi Birthdate 03 28 1994 SSN Leave blank Status Pass Status Effective The first of the current month Left Leave blank Case Financial Provider InfoView Tools E Help Monday December 18 2011 Iti Minnesota Department of Human Services north star ALAS EZALA A a 28 2 Lincoln Maryanne Name Lincoln Maryann Provider ID 300399 DEC Background Study Overall Result Overall Result Effective Banton Overall Result Effective 1 2 19 2011 Last Completed Financially Responsible Agency Ramsey County Background Study Expiration Overall Result Individual Results Financially Responsible Agency Name Status Status Eff
8. Holidays Yes Payee Name Absent Days Yes Billing Cycle 2 Weeks Uncharged Absent Days 170 11 28 12 Answer Keys Registration amp Renewal f MEC Lab m Ej Case Financial GB Provider infoView yy Tools ai Help Tuesday January 10 2012 LA LASS L4 bd ev28 2 rs none Caregiver Linda Type Legal Non licensed Provideri 300008 48 Overview Information Notice Activity Tol Payment History Provider Notes Transfer information License Tax Info Rer jistratic 1 amp Renewal Address Fees amp Accounts i Background Study Alias Rates Accreditation Fraud x und amp Renewal Registration Status Approved End Reason Renewal Last Completed Tm Required Forms Received Yes 171 11 28 12 Answer Keys Overview J ME C Lab Case d Financial g Provider infoView Tools kj Help AA EA ELE da Ai a Name Caregiver Linda ovider Information Provider ID 300405 Provider Type Legal Mon licensed Provider Status Active Tax D 651 54 5411 SSN 1099 Name Linda Caregiver 1099 Address 2990 W RIVER PKWY MINNEAPOLIS MN 55406 1842 License Tuesday January 10 2012 _ Type Legal Non licensed Provider ID 300405 Provider Notes Transfer Overview Information Business Name Caregiver Linda Site Address 2830 W RIVER PKWY MINNEAPOLIS MM 55406 1842 Site County Hennepin ontact Information
9. InfoView Tools g Help Hy j Thursday December 22 2011 ie Vi Minnesota Department of Human Services north tan 3 Fife LIL GS JL e Name Zion Lutheran Pre Kindergarten Status Active Type MN DHS Licensed Center Provider ID 300404 les Information Notice Activity Deduction PaymentHistory Provider Notes Transfer Information License Tax info Registration amp Renewal Address Fees amp Accounts Background Study Alias Accreditation Fraud Effective 12 22 2011 Rate Period Standard Rates Non Standard Infant MIA Toddler NIA Pre School NIA School Age MWA At Risk Population Facility Hourly Non Standard Infant MIA MIA Toddler NIA NIA Pre School N A NIA School Age MWA MIA Save Don t Save New Update 12 22 2011 By User PYYSRS66 EF The final step in your registration process is to write a Provider Note Provider Notes To access the Provider Notes window click on the Provider Notes tab or click on the Provider Notes icon 5 Licensed Provider Entry Exercise 11 28 2012 106 Click Provider Notes icon Provider Notes Enter the following information to create a provider note for this provider Click New Important Leave Blank Contact Leave Blank Category Registration Summary DHS Licensed Registration In the Note box Registered new DHS Licensed Provider status effective foday Fees and Accounts Provider selected warrant as their method of payment
10. Provider Requirements 12 18 2012 117 Payment Frequency When a county makes payments to providers the county must give providers the forms necessary to bill on or before the beginning of the billing cycle MEC sends billing forms to each provider with a current approved Service Authorization 8 days prior to each bi weekly period If a provider submits a bill for services to the county within 10 days after the month of service payment must be issued within 30 days of receipt of the bill Payments may be made more frequently All provider bills must be submitted to the county within 60 days of the last date of service on the bill A bill submitted after the 60 day limit may be paid if the provider shows good cause for the delay Counties must define good cause in the Child Care Fund Plan and this definition must include county error A county may not pay a bill submitted more than a year after the last date of service on the bill Counties are required to provide notice to both the CCAP participant and provider of the payment amount and how and when the payment will be received Payment Policy CCAP policies that were discussed in the Rates and Fees chapter are summarized in the following Child Care Payment Policy Chart 7 Payment Policy amp Provider Requirements 12 18 2012 118 Child Care Payment Policy Chart 1 Must be required by child s regular provider for all parents Child Absences 2 County must pay that provid
11. Registration amp Renewal window 2 You must validate the provider s license using the License Validation button on the License window in which circumstance a When entering all licensed providers b When entering only MN DHS licensed providers c When entering providers who are not licensed with MN DHS d When entering license exempt providers Answer Keys 11 28 12 163 11 On Your Own Provider Entry Exercise Linda s Completed MEC Windows Provider Search LNL Provider Entry Workflow Note Select New J Information Tax Info Background Study 2 Linda and Steven Address Fees amp Accounts e Registration amp Renewal Uv Alias Rates Provider Notes Dates on these completed windows will not match the dates on your completed windows in MEC The last name of the provider and her husband will also show the name you created Answer Keys 11 28 12 164 Information 2g MEC Lab N case Financial 4 Provider InfoView 7 Tools KZ Help ths Minnesota Department of Human Services a Oe eZ 5 Name Caregiver Linda Status Pend Type Legal Non licensed Overview Information Notice Activity Deduction Payment History Provider Notes Transfer Tuesday January 10 2012 minnesota north star Provider ID 300405 formation License Tax info Registration amp Renewal Address Fees amp Accounts Background Study Alias Rates Accreditatio
12. de Fa Zion Lutheran Pre Kindergarten Name zion Lutheran Pre Kindergarten A Address Effective Site Address Update Worker 12 22 2011 1601 4TH AVE S ANOKA MM 55303 PYVSRS66 Effective 12 22 2011 Site Home Address Mailing Address Where Info is Sent Country USA Country Notices Site Home Street 1601 4TH AVE S Street Service Authorization Site Home Billing Form Site Home City ANOKA City Remittance Advice for EFT Site Home State Minnesota State Payments Warrant RA Site Home Zip Code 55303 Zip Code County Anoka i m Don t Save 5 Licensed Provider Entry Exercise 11 28 2012 99 Click Next Fees and Accounts As you learned earlier the Fees and Accounts window does not need to be updated during the Add a Provider Workflow but it does need to be completed prior to approving a provider Only provider workers with security clearance are able to enter EFT Electronic Funds Transfer information on this window The window displays only current information it does not keep a history Complete the Fees amp Accounts window for this provider based on the information on the Provider Registration form Review Information Click New Use the information from the forms in the Licensed Provider Portfolio to complete this information in MEC In the Payment Information box Payment Method Warrant select Warrant as the preferred method of payment for all new providers unl
13. the queue until you have completed and saved the Registration and Renewal window which is the final window Click Save Notice that your provider name registration status and Write down your provider type are now displayed at the top of the window Provider ID number now MEC also assigned a provider number in the upper right corner of your display To progress to the next window in the queue use the buttons in the bottom left portion of the window Click Next 3 LNL Provider Entry Exercise Maryanne 11 28 2012 26 Tax Info This window collects and displays a provider s tax and 1099 information Be prepared to enter information in all fields Once saved it can only be updated by DHS staff If you do not have all of the information available to code the window click Next To create a Tax Info window for Maryanne use the buttons at the bottom center of the window Click New Tax Type SSN Tax ID Maryanne s SSN Maryanne submitted a copy of her W 9 form Use her W 9 form to complete the Tax Information window The tax ID format depends on whether you selected SSN FEIN or ITIN in the Tax Type dropdown Tax ID Validation Click Tax ID Verification Pressing the Tax ID Verification button Tax Info Window Reminder launches a search to see if the tax ID already exists within MEC It also Only code the Tax Info window if validates the format of the number you have all of the information If a m
14. Complete the Child Care Providers Review in your Workbook Supplement When you are finished compare your answers to those in the Answer Key Workbook Supplement v Notices Alerts and Transfers Review 4 Notices Alerts and Transfers 12 18 2012 88 Chapter Licensed Provider Entry Exercise Introduction During this chapter you will enter a licensed provider onto MEC This will strengthen your knowledge of the provider registration process and demonstrate to you the DHS Licensing Interface Objectives gt Conduct a Provider Search gt Register and approve a new DHS Licensed Provider in the MEC system gt Demonstrate the DHS licensing interface gt Write a Provider Note 5 Licensed Provider Entry Exercise 11 28 2012 89 DHS Licensing Interface The DHS Licensing Interface communicates current information to MEC about all DHS Licensed Providers except those with an inferred status of In Application The interface cross references each provider s licensing status and address Interface data updates Monday through Friday in a nightly batch job and populates the Licensing and Address windows To insure system integrity it is important to have up to date information on licensed providers The interface serves the following purposes gt Add new DHS licensed providers to the MEC Licensed Provider File Heplace existing information for providers already on the MEC Licensed Provider File gt Replace e
15. Entry Exercise Maryanne 11 28 2012 45 Hates The Provider Rates window allows you to record and save the rates the provider actually charges Past rate changes by a provider can be viewed by selecting the appropriate date in the Rate Period field Information entered on the window cross edits with the Billing window If the provider rate entered on the Billing window exceeds the amount entered on the Rates window MEC will generate a warning edit alerting the billing worker of the discrepancy The Effective date is the date that the rate becomes effective The Rate Period date will default to the most current rate period or you may enter the rate period that you would like to display Click New Effective The first of the current month Rate Period Will auto fill Complete the hourly column in the Standard Rates Box based on the rates Maryanne listed on her Registration and Acknowledgement form Legal Non licensed providers are only eligible for payment at an hourly rate Hourly Infant 2 50 Toddler 2 15 Pre School 2 15 School Age 2 05 Bypass the At Risk Population Facility Box This box is used to indicate At Risk Population Rates This does not pertain to Maryanne Your county may choose to pay special needs rates to certain populations defined as at risk in your Child Care Fund Plan The county must have the approval of the Department of Human Services DHS for these rates to be paid Do NOT enter rates in the At Risk Popula
16. and chooses to be paid every two weeks Provider charges a one time 60 00 registration fee per family They also charge for Holidays and Absent Days Rates Rates recorded on the Rates window Received all documentation needed to register this provider No history of fraud or claims Provider is not accredited Provider Worker Click Save 5 Licensed Provider Entry Exercise 11 28 2012 107 amp MEC Lab Case Financial Provider infoView Tools Help the Minnesota Department of Human Services ALAS 27973 0 amp Zion Lutheran Pre Kindergarten Status Active g Name Zion Lutheran Pre Kindergarten Type MN DHS Licensed Center Thursday December 22 2011 north Star Provider ID 300404 Provider Notes Type Current Search Notes Additional Information Important Cotact Category Registration v Summary DHS Licensed Registration Note Summary Created Date 12 22 2011 Forward Provider ID gt gt Forward Note Registered new DHS Licensed Provider status effective CM CD CY Fees and Accounts every two weeks charge for Holidays and Absent Days Rates Rates recorded on the Rates window You have completed registering a licensed Navigate back to the MEC Home page Click Review Complete the Licensed Provider Entry Review When you are finished compare your answers to those in the Answer Key 5 Licensed Provider En
17. family or provider o Remove Cancel Allows you to send a previously cancelled notice Highlighting a notice activates the two buttons at the bottom of the window Highlight the approval notice for this provider Notice that the print status is Waiting to Print or Printed if the provider was not registered today The View Comments button allows you to view the notice and any comments associated with it Review the details of the approval notice Click Row displaying Maryanne s Approval notice Click View Comments 4 Notices Alerts and Transfers 12 8 7012 63 Text Comments The provider s name status type and provider ID number are shown at the top of the Text Comments window The Text box displays the notice Use the bar on the right hand side of the window to scroll through the notice Click and drag Scroll bar on right side of notice text Take a few minutes now to read through the notice so you are familiar with what information providers will receive At the bottom of the window is the Comments box If the print status of the notice is Waiting to Print you may add a comment to the notice When comments are added to a notice they are printed in the space just above the worker contact information on the bottom of the printed notice Notices are generated in a nightly batch job and you can add a comment up until the notice is printed which is usually the following work day Use the button at the bottom o
18. have two monitors Print the Workbook Supplement to use during the course and for future reference Print the Provider Entry Packets There are four sample provider portfolios used to practice entering provider information in MEC When working with PDF portfolios right click on the document within the portfolio and click OpenFile You may then print each document as you open them Be prepared to reference the Answer Key documents at the end of this workbook to test your knowledge of each section Open your internet browser to the MEC Training Region before you begin system entry https trng mec2 dhs state mn us for Successful Completion of this Course are a few tips that will help you get the most out of these study materials Complete all Chapter Reviews in the Workbook Supplement that are to be done at the end of each chapter This will help you prepare for the final assessment which you must pass to receive credit for this course and to be given provider worker security in MEC Refer to the documents in the Workbook Supplement as directed in the workbook Complete all system entry exercises in the Provider Entry Packets as directed in the workbook References to the CCAP Policy Manual and MEC User Manual are made throughout the workbook Refer to these noteworthy manual sections to supplement or clarify information Use what you have learned in your work as soon as possible to keep the information fresh in your
19. including CPR and First Aid training In the Contact Information box fill in as much information as you have available You do not have a contact name to enter The phone number is given in the licensing interface The Spoken and Written Language fields are mandatory It is not possible to enter anything in the Provider Type History box The system will automatically fill in this information Last Name Leave blank First Name Leave blank Phone For your selected provider Fax Leave blank 5 Licensed Provider Entry Exercise 11 28 2012 93 Email Leave blank Written Language English Spoken Language English Capacity 100 MEC Lab Case Financial Provider InfoView Tools BJ Help Thursday December 22 2011 Iti Minnesota Department of Human Services north stan 4a OTR LS LIZIIO FASE 27 Status Type Provider ID 0 5 Information Notice Activity Deduction Payment History Provider Notes Transfer Information License Taxinfo Registration amp Renewal Address Fees amp Accounts Background Study Alias Rates Accreditation Fraud Information Type MN DHS Licensed Center v Effective 12 22 2011 T8 change Provider Type Name Contact Information Business Zion Lutheran Pre Kindergarten Last Name First Name Phone 763 506 9191 Fax fo Emak Written Language Spoken Language Provider Type History Effective Date Expiration Date You have no
20. licensing interface License Holder Name Maryanne License Holder Name is an optional field used to record all of the names listed on the license For the next field make up a Licensor Name from the other state Licensor Name As You Created Licensor Name is an optional filed to record the name of the person who issued the license Once your license information has been entered save your data and click Done 10 Provider Type Change 11 28 2012 145 Click Save Click Done You return to the Information window Tax Information Once you have completed the Change a Provider Type workflow it s important to check that none of the other provider information particularly tax information had changed Click Tax Info tab Double check the information on the window to be sure it matches with your current records If the provider s tax ID changed contact the Help Desk to request the tax ID to be updated Click Notes icon Notes Always enter provider notes when taking an action on a case or receiving information from the provider Click New Category Other Summary LNL Becomes Licensed 10 Provider Type Change 11 28 2012 146 Enter the following note Notes Provider licensed in Wisconsin Updated provider status type to Family Licensed by Another State effective today Updated licensing information on the License Information window All other information remains unchanged Provider Worker Click Save Cli
21. reflect the date this provider is eligible for payment with this specific type status Once a legal non licensed provider is authorized they can be paid retroactive to whichever date is later he date child care was authorized to begin OR he date the family became eligible for CCAP OR gt The date the family began using the legal non licensed provider The date the legal non licensed provider met all registration requirements including CPR and First Aid training The Name box requires that you record the provider s business name or first and last names This information carries over from your provider search Double check that the providers name appears correctly 3 LNL Provider Entry Exercise Maryanne 11 28 2012 24 Complete the Contact Information box Last Name As you created First Name Maryanne Phone 651 224 3038 Fax Leave blank Email Leave blank Written Language English Spoken Language English Spoken and written language fields are required and are indicated on the LNL registration form It is not possible to enter information in the Provider Type History box The system automatically fills in this information once the window is completed MEC Lab Case Financial rovider Infoview Tools BJ Help H Monday December 19 2011 Ay Minnesota Department of Human Services north star i co ee EA L de a 28 27 R Provider ID Information Type Legal Non licensed Effectiv
22. state and federal holidays when prior parental notice is provided to the county If the family needs child care from another provider on a holiday payment may be made to only one provider Payment to the second provider is the responsibility of the family 6 Rates and Fees 11 28 2012 112 Registration Fees If a provider charges a family a registration fee to enroll children in the child care program and the registration fee is not included in the provider rate the county will pay the provider registration fee up to the limit set in the rates bulletin The parent is responsible to pay for any portion of the registration fee that exceeds the limit set in the rates bulletin The county is limited to paying for two registration fees per child in a rolling 12 month period Any additional registration fees are the parent s responsibility If a provider registration fee is a refundable deposit the county should maintain a record of this payment and deduct it from the final payment to the provider at the time the family discontinues service Legal Non Licensed providers cannot be paid registration fees from CCAP Special Needs Counties may pay a special needs rate to a provider for the care of a child who has special needs due to a disability requiring specialized training services or environmental adaptations The parent and the provider must request a special needs rate and the rate must be approved by DHS See CCAP Policy Manual secti
23. the registration status must be Approved OR gt Provisionally Approved if your county Child Care Fund Plan allows that status Provider Type Change Exercise This section provides instructions for updating a provider record for an LNL provider which becomes licensed In this scenario the first provider you entered Workbook Supplement Maryanne is an LNL provider who has now been licensed by the State of Wisconsin You will update her provider type status v Complete the Provider Type Change Worksheet You will need the Provider Type Change Worksheet for this exercise Complete the worksheet as instructed The instructions to code this change direct you through the steps in the following diagram Overview Provider Registration List Infor mation s oe a EP ud 4 x ED Overview License Tax Info Notes 10 Provider Type Change 11 28 2012 142 Click the Provider Search Icon on the Tool bar amp Last Name From First LNL Provider Exercise First Name Maryanne Click Search You should have a match to your provider Highlight your provider Click Select Provider Overview window Click Information tab Information Window Click Change Provider Type Change Prowder Type Clicking on Change Provider Type begins the workflow for this process 10 Provider Type Change 11 28 2012 143 Type Family Licensed by Another State Effective today Capacity 14 The Effective Dat
24. to access the Provider Search window From the Menu Bar Provider select Search From the Provider Search icon on the Tool Bar From the Provider Box on the Home Page select Search Click Provider Search Icon Provider Search window On the Provider Search window you are limited to using one search criteria at a time For example if you search for a provider using their Business Name you cannot simultaneously search using an ID number or address information Always begin a search with the assumption that the provider you are searching for is known to the system One way you can search for a provider is Search Tip by using unique identifiers in the Number box such as Provider ID SSN ITIN FEIN or License number Searching by unique identifiers will only provide an If you fail to find a match using one identifying factor for example exact match If there is not an exact Provider ID it is important to match on the number search again by continue your search using a name name We are going to search for until you have exhausted all search Maryanne by name so will leave the Number box fields empty factors 3 LNL Provider Entry Exercise Maryanne 11 28 2012 21 You can also search for a provider by Address When using the Address Box you can search by County or Address When using the Name Box you can search by Business Name Last Name First Name and Middle Initial The system is programmed to rec
25. training on file Received all documentation needed to register this provider No history of fraud or claims Signed Your Name Click Save 3 LNL Provider Entry Exercise Maryanne 11 28 2012 54 ove v Tess E Heip Mehdi Dacemiber T3 Tot E ihe Winersote Depariment of Human Services notis steel 4 ira Name Dec Maryanne Tyee Legal Non areniad Provider Er 300399 Provider Notes Types Content Seanch Holes r LI Dai T mug ih i mapin Repatrabon Dale 120082001 Wolke PWSRSG6 d M Tz l onward O ies iL Rexstratun Provides Et TE Mote Pegicteced nem LEL provider sisbos affective IN 15 CT Er X rudies passed for all members of the provider s household age 13 and over 1 Tepe and ACCC es Poovider selected umEpmt ma hee eethed of payment se chooses Backgreund Zn The prevideE Lived With Ber h sbae and owe eBildgen japas LS nee 0 Beton EZY to be paid avery zuo works She chazqes Der Holidays and Agent bays rTo iber and PFre mchool 424 15 zhool i See jgomsmm now Deere storage i Pater Provider charges the following camber Infant 2 50 60Certain provider notes can be stored which provides easier access to essential information when a provider has been open for many years There are limits on which notes can be put into Storage Provider notes that cannot be stored include Provider notes marked Important Provide
26. up to 100 possible matches Make sure you have a unique provider and no match exists before proceeding Adding providers for training purposes If you select a provider who is known to MEC go back to the licensing interface and search for another until you find a provider in your county who is not found in the MEC training region Click New This opens the Provider Information window and begins the process of adding a new provider 5 Licensed Provider Entry Exercise 11 28 2012 92 Information The first thing you need to enter on this window is the provider Type Type MN DHS Licensed Center Effective Date The Effective date should reflect the date this provider is eligible for payment with this specific Remember Once authorized a status The field defaults to today s date Be sure provider can be paid retroactive to update the field appropriately tecwhicheven dave ta later In your situation assume the provider in eligible for payment as a DHS Licensed Center today The date child care was authorized to begin OR The date the family became Effective Today eligible for CCAP OR The date the family began using the provider OR The Name box requires that you record a Business name This information carries over The date the legal non from your provider search Double check that the licensed provider met all provider s name is entered exactly as it appears registration requirements on the license
27. will navigate directly to Maryanne s Overview window Navigate to the Transfer window 4 Notices Alerts and Transfers 12 18 2012 O 8 Click Transfer tab Transfers The window is entitled Provider Registration Transfer Between Workers Teams The top of the window contains a table which lists the transfer history for this provider MEC builds a new record each time the provider is transferred with the most recent record appearing at the top of the table The details of the record highlighted in the history table display in the Transfer From and Transfer To boxes in the window oince your provider has never been transferred only one record exists and with the exception of your worker information the boxes below are blank You will be transferring this provider registration to a training ID Click New to begin the transfer process Click New In the Transfer From box the first updateable field is the Transfer Immediately field This field indicates whether you want to transfer responsibility for a registration immediately or whether you want to wait to transfer responsibility later If you select Yes MEC automatically fills in the Assignment End date to today s date and the registration is transferred immediately when you click Save If you select No you must fill in the Assignment End date with the date you want the registration to be transferred to the new worker Transfer Immediately Yes Use the Transfer To box to ente
28. you can click on the Help icon on the toolbar to display information about the MEC window and all of the fields on that window The Individual Results box below is used to record background study results for all members of the provider s household Notice that Maryanne s name and SSN carry over from the Information and Tax Information windows Using the Background study results complete the remaining results fields for the provider Last Auto filled by MEC First Auto filled by MEC Birthdate 11 07 1967 SSN Auto filled by MEC Status Pass Status Effective The first of the current month Left Leave blank 3 LNL Provider Entry Exercise Maryanne 11 28 2012 31 Use the Left field to indicate the date that an individual left the household The field is only enabled when the selected household member is someone other than the provider oince care is provided in Maryanne s home you must code all members of her household on the Background Study window regardless of whether a background study is required Maryanne lives with her spouse and two children mi E ME Monday December 19 2011 north star LAS HAS Ns MEC Lab Case Financial Provider InfoView Tools B Help the Minnesota Department of Human Services 4G7O07F 27993 0 Lincoln Maryanne 5 Name Lincoln Maryanne Status Pend2 Type Legal Non licensed Provider ID 300399 ex A Background Study Overall
29. 012 139 Hegistration amp Renewal For training purposes we will not register this provider in this exercise Review the fields on this window again If you were to register this provider for your agency you would use the New button to complete the process Remember If you clicked the New button during this exercise click Don t Save so the provider is not registered with your county during this training exercise Review Complete the Known Provider Entry Review in your workbook supplement When you are finished compare your answers to those in the Answer Key Workbook Supplement Y Known Provider Entry Review 9 Known Provider Entry Exercise 11 28 2012 140 Chapter Provider Type Change Introduction This section will provide instructions for updating provider records when provider s license type and or status changes or was entered incorrectly When a license type or status changes the provider s record must be updated on MEC Objective gt Be able to update a provider license type or status on MEC 10 Provider Type Change 11 28 2012 141 Changes to Provider Type Status There are times when a provider s license type will change or was entered incorrectly For example an LNL provider becomes licensed or a licensed provider requests registration as a LNL It is important to update the provider s record when a change takes place to ensure system integrity To make changes to a provider s type
30. Age Categories A child s age and the type of provider may affect the rate of payment for child care assistance There are four age categories for family child care providers and center child care providers infant toddler preschool and school age The Providers and Age Categories chart gives the age category descriptions Take a few minutes now to review information about age categories and the additional information at the bottom of handout More information about provider rates is in the CCAP Policy Manual Workbook Supplement Y Providers and Age Categories Chart Child Absences Legal non licensed providers are not eligible for absent day payments Licensed providers will be paid when they charge for a child absence in certain circumstances Child absences may occur for a variety of reasons including but not limited to child illness vacation participant illness or school break The reason for the child s absence does not affect payment An absent day is any day that the child is authorized and scheduled to be in care based on the participant s activity and care needed and the child is absent from care even if the participant notifies the provider prior to the day the child will be absent Counties will pay the licensed provider s charge for a child absence when gt The provider has a written policy for child absences and charges all other families in care for similar absence and gt The providers service is availabl
31. Contact Caregiver Linda Phone 612 224 8578 Fax Email Written Language English Spoken Language English 172 11 28 12 Answer Keys MEC Lab d Case amp Financial Provider InfoView Tools E Help T Tuesday January 10 2012 Fi BU EL Type Legal Non licensed Provider ID 300405 es A Last Anderson First Linda Mi sema sove dowisave new Update 01 10 2012 By User PWSRSBbB 173 11 28 12 Answer Keys Rates Fi MEC Lab J Case d Financial Provider G infoView Tools kj Help thy Tuesday January 10 2012 LE TC Minnesota Department of Human Services minnesota north star g thes pe m P o i us e a f BB Caregive Linda X rpm Caregiver Linda Status Active Type Legal Non licensed Provider ID 300405 m 4 Overview Information Notice Activity Lose eee Information License fra Registration amp Renewal Ad Update 01 10 2012 By User PWSRSBB 174 11 28 12 Answer Keys Provider Notes Cy MEC Lab di Case d Financial QB Provider infoview Tools j Help the Minnesota Department of Human Services 9 Name Caregiver Linda Status Active Type Legal Non licensed Overview Information Notice Activity Deduction Payment History Provider Notes Transfer Provider Notes Important Contact Category Registratio Summary Entered new LNL Provider Linda Ca regiver T
32. FSCUCWZNZNCNDGV A gt Nn f mM Ki Rm i E A El mM gt E 2x O u Ou EO E O El fy dium N Rl T gt n X H N A M 6 4H mE 2 gt K H n 54 E ON X H HO EPMFZEVHTECRLUCIEIMSORVQDEFMACWU SJZUHGMDZKTPKMGLTGLSNUSLRRXHMQ a m n O mM U H 54 Fx Ay 0 2 N 54 O 2 mM H 2 O H U 54 m O a Exi H H H 2 Ol H an a N o e e E4 a zl E4 vp N A ae N m a E am n O D U NAELFKVHPS XYEFUC LBHQBDQ DAILY FLOWCHART BACKGROUND CHECK BILLING FORM TAX ID VERIFICATION SPECIAL LETTER TRAINING SEARCH LICENSE EXEMPT CHILD PROTECTION 176 11 28 12 Answer Keys
33. Help Desk Do not manually enter a MN DHS licensed provider without receiving All DHS Licensed Providers except status of In Application should If a business name is changed an alias record be known to the Licensed Validation for the previous business name will be created interface and cannot be deleted 5 Licensed Provider Entry Exercise 11 28 2012 95 The Licensing Interface creates Alerts notifying you of any changes made to the Provider File If the information completed by the interface is correct save this information Case Financial Provider InfoView Tools BJ Help Hy Thursday December 22 2011 ie Vi Minnesota Department of Human Services north star rarPsiPed LOSELPSII LN Paes EECA a Name Zion Lutheran Pre Kindergarten Status Pend2 Type MN DHS Licensed Center Provider ID 300404 es P Overview Information Notice Activity Deduction Payment History Provider Notes Transfer Information License Taxinfo Registration amp Renewal Address Fees amp Accounts Background Study Accreditation Fraud License License Number 202785 License Validation ns Country USA Street 1601 4TH AVE S Business Name Zion Lutheran Pre Kindergarten License Type Licensed Center Source of License DHS City ANOKA State Minnesota Zip Code 55303 Site County Anoka Licensing State Minnesota Licensing Tribe Status Active Status Effective 12 01 1968 EJ Opera
34. LNL providers True False 8 Only licensed or license exempt providers are eligible for payment at the differential rate Answer Keys 11 28 2012 155 4 Notices Alerts and Transfers Answers Fill in the blanks When favorable change is made to the child care case that affects the provider such as increased authorized hours or a decreased copayment what is the effective date of the action The date of the change When taking an adverse action or terminating a family s benefits that affect a provider the provider must be given how many days notice At least 15 calendar days A county s determination that there is an imminent risk to a child meets an exception to what notice requirement 15 day notice requirement for adverse action You can cancel or resend a notice from what MEC provider window Notices Activity Notices Notices are printed nightly and the Edit button to add a comment to the notice becomes disabled once the Print Status is set to Printed You can create a notice to remind a provider to send in certain verifications by using what type of notice Special Letter To navigate directly to your provider windows within MEC from your Alerts window highlight a row and right click to receive the drop down list of available windows An Action Alert such as Provider does not have a registration status can or cannot be deleted without an action being taken with the provider record Cannot To transfer a provider fro
35. MN Department of Human Services Instructional Design Training Team Welcome to MEC and Policy Training for CCAP Provider Workers MEC and Policy Training for CCAP Provider Workers This workbook provides basic concepts of CCAP policy and the MEC system specific to the responsibilities of a county provider worker Included are the worksheets exercises tools and resources to assist you with learning CCAP provider policy and related MEC system entry Pre requisites for this course are e Pre CCAP on line training and e MEC Home Page and Navigation on line training Objective To identify Child Care Assistance Program policy and demonstrate MEC system entry of CCAP eligible providers including being able to identify provider requirements record provider registrations send notices and manage the provider record How to Use This Book T his training has three components 1 Workbook Content a Policy Information b System Instructions and Exercises c Answer Keys Workbook Supplement a Supporting Documents b Chapter Reviews amp Worksheets c Resource Materials Provider Entry Packets a LNL Provider Maryanne s Portfolio b Licensed Provider Portfolio c Known Provider DHS Kids Portfolio d On Your Own LNL Provider Linda s Portfolio Five Step 1 Step 2 Step 3 Step 4 Step 5 Tips Below i Step Kick Off Plan Print the workbook recommended or display it online if you
36. OTICE OF DECISION Comments Please notify us immediately of any changes in the initial information you provided on your Provider Acknowledgement forn Click Save Your comments are saved and will be added to the notice text when it is printed The Back button returns you to the Notice Display window Click Back The last button at the bottom of the window is a History button Click on the History button to display a pop up window showing the history of this notice 4 Notices Alerts and Transfers 12 8 7012 5 Click History The Notice History pop up window display status history information for this particular notice only At the bottom of the pop up window is a Close button used to close this window and return to the notice display window Click Close In the lower right corner of most MEC windows is a small icon that looks like a driver s license it has a picture on it with some lines and a blue i This icon is used to get further information about the worker s assigned to this provider without leaving the window Click Worker Information Icon The Associated Provider Worker Information window gives contact information for workers assigned to this provider The history table at the top of the window lists all workers associated with this provider The boxes at the bottom of the window display contact information for the worker highlighted in table above as well as contact information for th
37. Result Overall Result Effective Emran _ Overall Result Effective 1 2 19 2011 Last Completed Financially Responsible Agency Ramsey County Background Study Expiration Overall Result Individual Results Ramsey County Lincoln Maryanne Remove Las ia ste Fass J First Maryanne Status Effective 12 19 2011 Birthdate 11 07 1967 73 Lefts 11 m SSN 651 566 3455 G Previous Next Quit Done The Add button is to the right of the Individual Results box Click Add Now add Maryanne s husband s background study information Last Name As you created First Name Jonathan 3 LNL Provider Entry Exercise Maryanne 11 28 2012 32 Birthdate 11 18 1961 SSN Leave blank We do not have Jonathan s Social Security Number and SSNs are not required to complete a background study Status Pass Status Effective The first of the current month Left Leave blank is MEC Lab Case Financial Provider InfoView Tools B Help Monday December 18 2011 Iti Minnesota Department of Human Services north star AFIBSSCLSLE ZA D LAS NECS Name Lincoln Maryanne Status Pend Type Legal Non licensed Provider ID 300399 les Overview Information Notice Activity Deduction PaymentHistory Provider Notes Transfer Information License Taxinfo Registration amp Renewal Address Fees amp Accounts Background Study Alias Rates Accreditation Fraud
38. Services IPRC 2799730 Ld Workeralert Wednesday December 21 2011 north Star Worker Created Alerts For Worker SEIDL SUSAN Created By SUSAN SEIDL Alert Type 5 Case Alert amp Provider Alert Provider ID 300399 Provider Search Provider Name Lincoln Maryanne Site Address 485 SELBY AVE SAINT PAUL MN 55102 1726 Text Check to see if provider returned verification of First Aid and CPR training This information is eeded for provider registration Effective 12 28 2011 Fs Click Save The system will return you to the Alerts window You won t see the alert you created because you created it for a future date To view it you must change the Alert Type and the Effective Date To change the Alert Type click on the drop down arrow and scroll down to select Worker Created or type a W in the field and Worker Created will appear 4 Notices Alerts and Transfers 12 18 2012 79 Type Worker Created Effective Date One week from today Click Jump icon l Case amp Financial amp B Provider g InfoView Tools BJ Help H wednesday December 21 2011 fi Minnesota Department of Human Services north star Worker l PVVWSRS66 es SEIDL SUSAN Effective Date 1 2 28 2011 Typ Worker Created Alert 2 2 Case Provider Name Number D Type Effective Intended Person Explanation Lincoln Maryanne 300399 1 Worker Created 12 28 2011 Lincoln Maryanne Check to see if provider return
39. a Zip Code 55102 Corporation Tax Exempt Organization No Click Save Re enter the tax ID when prompted in the pop up box Tax ID Re enter SSN Click Done 3 LNL Provider Entry Exercise Maryanne 11 28 2012 28 The information you entered now appears in the 1099 History table of the Tax Info window The information in the table is system entered and is used for archival purposes The only other field on this window W9 Changes is only available to DHS staff The field is used to record when and why changes are made to the window Information entered on this window can only be updated by DHS staff I MEC Lab in ET Case Financial Provider InfoView Tools u Help H Monday December 19 2011 Ki Minnesota Department of Human Services north star 47073 F 2795323 0 FAT ERAAN Name Lincoln Maryanne Status Pend2 Type Legal Non licensed Provider ID 300399 Overview Information Notice Activity Deduction Payment History Provider Notes Transfer Information License TaxInfo Registration amp Renewal Address Fees amp Accounts Background Study Alias Rates Accreditation Fraud Tax Type SSN Tax ID 851 585 3455 1099 Name 1099 Address Tax ID Validation Information as reported on W9 1099Name MayanneLinon Country Street 495SelbyAve i o 5 E City St Paul State Zip Code 551 02 Corporation Tax Exempt Organization W9 Changes Click Next 3 LNL Pr
40. action which prompts updates to the provider s status and any open Service Authorizations service Authorizations are described in the Payment Policy and Provider Requirements chapter Do not code prior fraud convictions when entering a new provider A newly added provider with a prior fraud conviction will require intervention from state staff to establish the correct disqualification period Once the provider has been entered into the system call the Help Desk and provide the following information 1 occurrence 2 occurrence etc Number of disqualification Date when the fraud offense occurred Financially Responsible Agency Heason for the offense Vv V V VY Disqualification Period Maryanne does not have any new or previous fraud convictions that would require us to update the Fraud window or contact the Help Desk There are no more windows to enter under the Information tab 3 LNL Provider Entry Exercise Maryanne 11 28 2012 51 When you have completed the registration process and entered your provider into MEC document your work in Provider Notes To document information about this provider navigate to the Provider Notes window To navigate to the Provider Notes window use the Provider Notes tab the Provider Provider Notes option on the Tool bar at the top of your session or the Provider Notes icon Click Provider Notes icon Provider Notes Documenting thorough and accurate notes about provider informat
41. ailable in the Activity dropdown window Select Registration Once you select the Provider Type of Legal Non licensed and Activity of Registration an Information Requested menu displays options which can be requested in the letter Even though Maryanne has provided verification of meeting the training requirements to practice using this notice send Maryanne a reminder to send in verification of her First Aid and CPR training In the Information Requested section check the following boxes Select Other Other Verification of First Aid amp CPR Training Use the Other option when the information you are requesting does not fit into one of the predetermined categories As you can see checking the Other box enabled the text box next to it Add a comment in the Worker Comments box Please submit the requested information to complete the registration process 4 Notices Alerts and Transfers 12 18 2012 68 Financial Provider InfoView Tools BJ Help H Wednesday February 15 2012 Ay Minnesota Department of Human Services north star Provider ID 300399 Special Letter Letter Choices Provider Information Request w Provider Information Request Provider Type egal Non licensed w Activity Registration w Information Requested Notice of Privacy Acknowledgment Form C W 9 Taxpayer Information Payment Policies Certificate of Licensure Authorization of Backgrou
42. an Pre Kindergarten Country USA Street 1601 4TH AVE City ANOKA State Minnesota Zip Code 55303 Corporation Tax Exempt Organization Mo Ew Save Don t Save New There is no more information to be entered on this window If you have not entered a valid address a warning will appear When entering a real provider you would need to follow up to ensure that you have an accurate address For training purposes click save to continue 5 Licensed Provider Entry Exercise 11 28 2012 98 Click Next Address An address must be entered for all providers Since you are entering a DHS Licensed Provider the Site Home Address fields carry over from the license interface If you need to correct any information in this window use the Edit button to change information and Save it All updates made to the Site Home Address information will revert to current licensing records when the interface runs the nightly batch job Communicate any address changes corrections to DHS licensing so that records are properly updated The only way to permanently update a licensed provider s address is through the interface You can always enter a mailing addresss for the Provider while they are waiting for their license to be updated There is nothing to enter or correct on this window Financial 4 Provider InfoView Tools BJ Help H Thursday December 22 2011 amp 1 Minnesota Department of Human Services j north star A LASS EA L
43. an approve it 5 Licensed Provider Entry Exercise 11 28 2012 102 Registration Status Information box Registration Status Approved Status Effective Today This matches the Effective date you entered on the Information window When entering information in the Initial Registration or Current Renewal Information box remember the renewal date cannot be less than 60 days or more than 24 months in the future Next Renewal Date 24 months from today Renewal Last Completed Leave Blank Mailed Leave Blank The Mailed field records when the last registration renewal forms are mailed Required Forms Received Yes Click Save 5 Licensed Provider Entry Exercise 11 28 2012 103 Financial 3S Provider InfoView Tools B Help H Thursday December 22 2011 Ki Minnesota Department of Human Services north stan Status Active Type MN DHS Licensed Center Provider ID 300404 Registration amp Renewal unt PEE amp Renewal Financially Responsible Agency Registration Status Status Effective End Reason Ramsey County Approved 12 22 2011 Registration Status Information Registration Status Status Effective Update By User Approved 12 22 2011 12 22 2011 PYVSRS66 Registration Status Approved Status Effective 12 22 2011 Ira End Reason Initial Registration or Current Renewal Information Next Renewal Due 12 22 2013 Renewal Last Completed Mailed Required Forms Received Yes
44. ased on CCAP be paid by the hour policies The amount paid may not be what is billed by the provider if it exceeds the county maximum rate Once the maximum llowabl t is The number of hours authorized and paid cannot pastas d AUR exceed 120 hours in 2 weeks per child Legal Non licensed LNL Providers LNL providers can only be paid by the hour LNL providers cannot be paid for more than 10 hours of care for one day or more than 50 hours of care for a week calculated the copay is deducted from the total Licensed Providers If the child is authorized and scheduled for more than 35 hours per week with a single provider CCAP will pay the maximum weekly rate not to exceed the provider charge If the child is authorized and scheduled for 35 hours per week or less with a single provider gt CCAP will pay the maximum daily rate if the child is authorized and scheduled for more than 5 hours per day not to exceed the provider charge CCAP will not pay more than the maximum weekly rate for one week of care CCAP will pay the maximum hourly rate for each hour of care if the child is authorized and scheduled for 5 hours per day or less not to exceed the provider charge CCAP will not pay more than the maximum daily rate for one day of care CCAP will not pay more than the maximum weekly rate for one week or care Once the maximum allowable payment is calculated the copay is deducted from the total 7 Payment Policy amp
45. at worker s supervisor Return to the previous window Click Back For more information about information available in the Notices window refer to the MEC User Manual section entitled Notices 4 Notices Alerts and Transfers 12 18 2012 66 Provider Special Letter The Special Letter function allows you to request information from a provider by issuing a system generated form letter Click Special Letter tab opecial Letter To generate a new special letter you must click on the New button at the bottom of the window to enable the window Click New The first field on the window is the Letter Choices field The only Special Letter that can be generated for providers is the Provider Information Request The Information Hequest Special Letter is used to request information needed to process or manage a provider registration Provider Information Request Fields The Provider Information Request box contains notice choices and details of the letter The Provider Type field is used to select a different provider type if a provider is moving from one provider type to another Click Provider Type Dropdown Arrow View the types of providers available to choose from Leave the field at the system default selected Legal Non licensed The Activity field is used to indicate why there is a request for information 4 Notices Alerts and Transfers 12 8 2012 67 Click Activity Dropdown Arrow Review the choices av
46. atch is found within MEC2 the available Otherwise bypass the system will populate the Information as window using the workflow buttons Reported on W9 with known data at the bottom of the window The tax validation process is required on this window You are only able to enter the W9 information after you have attempted to validate the provider s tax ID 3 LNL Provider Entry Exercise Maryanne 11 28 2012 27 Pressing the Reset button enables you to change the Tax ID number and re validate the information If a provider exists with the same FEIN ID number and the provider type is the same MEC generates a warning edit prompting you to make sure that the provider has a unique site address If a provider exists with the same SSN or TIN tax ID number and the provider type is not the same MEC generates an inhibiting edit informing you that the provider s information cannot be updated Contact the TSS Help Desk for further instructions You are unable to find a tax ID match for Maryanne therefore you must manually complete the Information as Reported on W9 box Creating Fake SSNs for Training Since you are making up an SSN to enter for this training you should not find any existing matches If you do find a match you will need to change the SSN that you made up in order to continue creating a new provider on the system 1099 Name Maryanne s Last Name Country USA Street 485 Selby Ave City St Paul State Minnesot
47. bottom of the window is the Go to Payment Summary button Go to Payment Summary The Go to Payment Summary button will open a new session tab and navigate to the Payment Summary window for this payment Make sure a payment row is highlighted If one is not click on the row to select it Click Go to Payment Summary 8 Billing Process 11 28 2012 127 Payment Summary Notice the tabs another session tab is opened to display the Payment Summary window This is payment summary information specific to the Payment ID Warrant number and or EFT number identified in the box at the top of this window Payment summary information for a different payment ID can be searched by entering the number and clicking on the blue go arrow The Payment Summary window shows detailed information about the payment made to the provider This window is used to search for payments made to a provider MEC Training 205905 RES is a Z e u ET Bd _ Case amp Financial Provider InfoView Tools g Help H ME Tuesday November 27 2012 Ay Minnesota Department of Human Services north star EF OTR EZ R A Adams Jennifer sd Jennifer Adams x Payee Jennifer Adams Payment ID 100000080 Warrant les EFT 20000044 A Payment Summary Payment Detail Payment Status History Payment Action Payment Summary Summary Status Status Issued Status Effective 11 05 2012 Payment Is
48. button allows you to view an individual provider s basic information in an easily readable format If you find a match for the provider you wish to authorize select the match If no potential match is found you will receive the message Search Results No matches found System maximum is 100 If there are no matches for the alias or her current name or identifying number you will add her to the Provider database When adding a provider MEC will auto fill the fields with the most recently searched name For this reason make sure that you have most recently searched using Maryanne s current not alias name and there is no match Click New 3 LNL Provider Entry Exercise Maryanne 11 28 2012 23 This brings you to the Information Window to begin the process of entering a new provider Information Window At the top of the Information Window is a Tab indicating that you have started a new provider entry The provider s name registration status provider type and provider ID will all be filled in once the window is completed The Information Window is just the first in a series of windows that must be completed in order to add a new provider to MEC Entering Provider Type is not mandatory during initial entry but will be required prior to approval Complete the Information Window Type Legal Non licensed Effective The first of the current month The Effective Date defaults to the current date However this date should
49. can send out billing forms MEC sends a billing form to each provider on each active case with a child with an active status and a Service Authorization with a future end date If a provider has chosen a four week billing period they will receive a four week Billing Form A provider who chooses a two week billing period will receive a two week Billing Form MEC runs a batch job eight days prior to each biweekly billing period that determines which billing forms are sent out A nightly batch job will also generate billings on any new cases being approved 8 Billing Process 11 28 2012 124 An example of a two week Billing Form is in the Workbook Supplement Another flowchart of the Billing and Payment Process is also at the bottom of the Billing Form Example in the Workbook Supplement Once the billing period is over the provider submits the billing form for payment The billing form requires the provider s signature and at county option the client s signature The Child Care Provider Guide has a section for providers with detailed instructions on how to fill out the billing form The Child Care Provider Guide should be given to providers to guide them through the requirements of the system and the billing and payment processes Workbook Supplement v Billing Form Example MEC Issues Payments After the provider has submitted the Billing Form and it is processed payments are generated nightly If a Billing Form is incomplete or in
50. cense is now active This type of alert is strictly informational read it review the information and take action if you find it necessary Acton is not required before the Alert can be deleted To delete an alert you must highlight the alert and then click the Delete button Highlight the alert you just created Click The row of the Alert you created Click Delete Provider Transfers servicing Agencies need to be able to transfer a single provider an entire provider workload or a large number of providers from one worker to another within the servicing agency here are two different windows for transferring To transfer a single provider from one provider worker to another in the same servicing agency there is a Transfer window within each provider file Transferring a provider registration within a servicing agency can be done several ways You are going to be navigating from your list of provider registrations From this list you can transfer any of your provider registrations 4 Notices Alerts and Transfers 12 8 2012 81 To transfer part or whole caseloads from a provider worker to another provider worker in the same servicing agency there is a Transfer Workload window in the Tools box Workload transfers may be done only by supervisors or a worker with a caseload transfer security role and are within the same servicing agency as the provider they are transferring Transfers cannot be made from one financ
51. child care license AND Provides child care in the area under the jurisdiction of the licensing tribe or in the state of licensure Your county may choose to make provisional payments to LNL providers when all the requested information documentation is available except the background check These payments are temporary and end if your county denies the authorization request Check your county s Child Care Fund Plan to see if your county has chosen this option Review Complete the Legal Non Licensed Child Care Providers Review in your Workbook Supplement When you are finished compare your answers to those in the Answer Key at the end of this workbook Workbook Supplement v Legal Non Licensed Child Care Providers Review 2 LNL Provider Requirements 11 28 2012 17 Chapter LNL Provider Entry Exercise Maryanne Introduction During this chapter you will enter a new Legal Non Licensed LNL provider into MEC Objectives gt Conduct review of provider registration materials and execute a provider search in MEC Successfully perform provider entry in MEC including registering and approving a new Legal Non Licensed LNL Provider on MEC gt Write a Provider Note 3 LNL Provider Entry Exercise Maryanne 11 28 2012 18 Maryanne s LNL Provider Entry LNL providers must complete the Legal Non Licensed Provider Registration and Acknowledgement form DHS 5190 for registration purposes Use the informatio
52. cise 11 28 2012 138 Hates The figures coded on this window should reflect the provider s most current rates However as with Fees and Accounts consult with the provider prior to updating any information on this window Providers must charge the same rates to all families from all counties SJ MEC Training Case amp Financial Provider InfoView Tools g Help Thursday March 1 2012 ty Minnesota Department of Human Services north star a ee oe B 58 e 49 DHS Kids X gt Name DHS Kids Status Active Type License Exempt Center Provider ID 129 les I Overview Information Notice Activity Deduction Payment History Provider Notes Transfer Information Licen TaxiInfo Registration amp Renewal Address Fees amp Accounts Background Study Accreditation Effective 03 01 2012 Rate Period Standard Rates Weekly Non Standard Infant NIA NIA Toddler NMA N A Pre School N A MIA School Age MIA At Risk Population Facility Hourly Non Standard Infant NIA NIA Toddler MIA MIA Pre School MIA MIA School Age NIA NIA Don t Save Update 03 01 2012 By User PYVSRS66 Now that you have reviewed and compared the information in your provider s materials with what is in MEC you can return to the Registration amp Renewal window if you wish to register this provider with your county Click Registration amp Renewal tab 9 Known Provider Entry Exercise 11 28 2
53. ck Home icon Review Complete the Provider Type Change Review When you are finished compare your answers to those in the Answer Workbook Supplement V Provider Type Change Review 10 Provider Type Change 11 28 2012 147 Chapter On Your Own Provider Entry Exercise Linda Introduction Now that you ve registered two providers together and reviewed the registration process for providers that are already known to the system you have an opportunity to enter a provider on your own Objective Independently enter a new Legal Non Licensed Provider into MEC 11 On Your Own Provider Entry Exercise 12 18 2012 148 Linda s LNL Provider Registration On Your Own Exercise Take out Linda s LNL Provider Checklist and registration forms in her portfolio This is an exercise for you to enter an LNL provider into MEC Training region on your own Follow these steps for a successful independent entry of Linda s information 1 Complete the information indicated on Linda s LNL Provider Checklist Linda s Portfolio 2 Review the registration packet for this LNL provider Linda lives with her spouse Y Complete the checklist Background study results came back with a passing status for both of them the status effective date is today The overall effective Y Review all materials date for Linda the date she is eligible for payment as an LNL provider is also today v Compare Linda s windows 3 Don t forget to do a Provi
54. copy of the memo is stored on the Notice Activity window Click Memo tab Memo The Memo window contains a Comments section where you can type a free form memo to the provider Create a comment by clicking on the New button at the bottom of the window Click New 4 Notices Alerts and Transfers 12 18 2012 70 You can now type in the Comments box The maximum length of the Comments section is 15 lines long and 60 characters per line Enter the following comment in the Comments box We have not received all of the information needed to process your provider registration Providing this information is required in order for you to receive Child Care Assistance payments E MEC Lab 9 Case Financial Provider InfoView Tools kj Help H Di Tuesday December 20 2011 amp 1 Minnesota Department of Human Services ME north star EIBPRYdLDSLJZII ON TET EEA Blincoin Maryanne Name Lincoln Maryanne Status Active Type Legal Non licensed Provider ID 300399 A SpecialLetter Memo Comments ou have not received all of the information needed to process your provider registration Providing this information is required in order to for you to receive Child Care Assistance payments Before you save Review your text for accuracy and typos before clicking Save New Once you click on the Save button you will not be able to view the text without navigating away f
55. cord that is updateable exclusively by your agency is the Registration amp Renewal window Do not register this provider with your county amp MEC Training Case S Financial Provider InfoView Tools tJ Help Thursday March 1 2012 It Minnesota Department of Human Services j north star PT f SFIBPSQLZLAE I d pHskids x Name DHS Kids Status Active Type License Exempt Center Provider ID ha jel P information Notice Activity Deduction Payment History Provider Notes Transfer Information License Taxinfo Registration amp Renewal Address Fees amp Accounts Background Study Alias Rates Accreditation Fraud Registration amp Renewal Financially Responsible Agency Registration Status Status Effective End Reason Cook County Approved 02 29 2012 Registration Status Information Registration Status Status Effective Update By User Approved 02 29 2012 03 01 2012 PYWMAH35 Registration Status Approved Status Effective 02 28 2012 ca End Reason Initial Registration or Current Renewal Information Provider Resources Online Next Renewal Due 02 28 201 4 Renewal Last Completed Electronic Billing Enabled Mo Mailed E Required Forms Received Yes Update 03 01 2012 By User P WMAH35 Click Tax Info tab Tax Info The W 9 Request for Taxpayer Information form is sent to a provider when the provider is being authorized for the first time on MEC or when bei
56. correct it may be sent back to the provider and delay the processing of the payment Remittance Advice RA When MEC makes a payment a Remittance Advice RA is sent to the provider The Remittance Advice gives details about the payment The RA contains payment information for all children approved for payment with that provider Information on the remittance advice includes the date issued the payment ID warrant or EFT number provider ID and detailed billing and payment information for each child in care If payment is by warrant the remittance advice is mailed the same night as the warrant but in separate envelopes If payment is by EFT the remittance advice is mailed after nightly issuance and should be received by the provider the same day the deposit is made to the account 8 Billing Process 11 28 2012 125 Finding Payment Information in MEC MEC allows you to locate child care payments for review and to answer questions from providers and clients Payments information in MEC can be accessed using the Financial box on the Homepage if you have a payment ID EFT or warrant number Provider box if you have the Provider ID number If you do not know the provider ID conduct a Provider Search gt Case box if you have the case number To practice finding payment information in MEC make sure you are logged in to the MEC Training region https trng mec2 dhs state mn us From the Homepage within the Pr
57. ctive 12 15 2011 Site Home Address Mailing Address Where Info is Sent Country Country vl Notices Street 485 Selbyave Street Service Authorization Oooo O Billing Form City 5t Paul City Remittance Advice for EFT State State Payments Warrant RA Zip Code 55102 1725 Zip Code County Ramsey 7 Previous Next MEC will standardize the address to match the address format listed in the Postal Services directory You can tell it is standardized because the last four digits of the zip code will appear behind the Zip Code field This is done to ensure that the provider receives notices If you receive a warning edit informing you that the address cannot be standardized follow up as necessary to ensure the address is accurate 3 LNL Provider Entry Exercise Maryanne 11 28 2012 37 Click Next Fees and Accounts The Fees and Accounts window is used for collecting and displaying information regarding payments payment method and cycle fees the provider charges and the provider s child absence policy Click New Use the Payment Box to indicate what payment method and billing cycle the provider chooses There are two payment methods to choose from Warrant or Electronic Funds Transfer EFT EFT payments are made by direct deposit Usually only one or two staff members in each county are granted the security clearance to ent
58. d the day after the action is taken by the worker 4 Notices Alerts and Transfers 12 8 2012 59 Mailis only sent on work days and will not be sent on Saturdays Sundays or holidays The CCAP policy manual 12 1 lists the recognized state and federal holidays that the system is unavailable to process cases gt The 15th day cannot fall on a Saturday Sunday or holiday If it does continue counting after the Saturday Sunday or holiday For a MN DHS licensed provider if the provider has a temporary immediate suspension MEC terminates the provider without a 15 day notice Imminent Risk The one exception to the 15 day notice requirement occurs in cases where there is an imminent risk of harm to the health safety or rights of the child in care For an LNL provider license exempt center or a provider licensed by an entity other than the state of MN if your county determines that there is an imminent risk to a child you can terminate the provider without a 15 day notice If you receive a complaint that meets your agency s definition of unsafe care criteria but determine that the child has not been placed in imminent risk then the complaint must be substantiated and a 15 day notice is required Provider Overpayment Notices When a provider is overpaid for child care services a claim is established and a payment arrangement is made to pay the claim For each claim that is established for the provider a Not
59. der Search before with those in the continuing with the Add a Provider workflow Answer Key 4 Go through the entire LNL provider entry process and determine any additional windows that should be entered for this provider 5 From the Home Page use the Provider s ID to navigate to the Information Window through the Information Area Go to each window and check to make sure that you ve entered the correct information on each window 6 Complete provider notes 7 When you are finished compare your answers to those in the Answer Key at the end of this workbook 11 On Your Own Provider Entry Exercise 12 18 2012 149 Summary Through this course you have learned important concepts of Child Care Assistance Program policy and the MEC system entry necessary for the basic responsibilities of a county provider worker During this training you have studied and practiced CCAP provider policy and the MEC system well enough to be able to v Hecognize the different types of child care providers v Identify provider requirements for all types of child care providers v Register and enter a Legal Non Licensed Provider in MEC v Register and enter a Licensed Provider in MEC v Register a known child care provider with your agency on MEC v Update MEC with provider type and status changes as necessary Y Send appropriate notices to providers and understand notice requirements Y Code and update accurate provider information in th
60. e 11 15 2011 Change Provider Type Name Contact Information Business Last Name Lincoln Last Lincoin FirstName Maryanne First Maryanne si Phone 651 224 3038 MI Fax lo O Email Po Written Language Spoken Language Provider Type History Type Effective Date Expiration Date Previous Next 3 LNL Provider Entry Exercise Maryanne 11 28 2012 25 You have now entered the information you have available for this window At this point you must either save your work and continue with the provider workflow or discard your work and exit the queue The Edit Save and Don t Save buttons at the bottom middle of the window allow you to edit save and or discard your work The provider Status shown at the top will change from MEC Online Edits Pend1 to Pend2 once the provider type is selected and saved If you receive an online edit or error when The workflow buttons in the lower left hand corner of the entering data a window allow you to move forward and back through the warning box will appear eee on the right side of the window Correct the If you click the Don t Save button this will activate the error and click Save Quit button If you exit the workflow at this point no again to clear it provider number will be assigned and no provider record will be saved When you click Save you continue in the Provider workflow You will be unable to exit
61. e and gt Thechild is scheduled to be in child care based on hours of care authorized and gt The county payment does not exceed the provider s charge to private pay families for the same absence period 6 Rates and Fees 11 28 2012 111 Counties may pay for up to 10 absent days per calendar year per child Providers and families will be notified of the number of absent days used upon initial provider authorization for a family and ongoing notification of the number of absent days used as of the date of the notification through the Service Authorization and the Remittance Advice issued by MEC Holidays Counties must pay a provider s charge for up to 10 federal or state holidays per year if he provider is closed and not providing care AND gt The provider charges all families for these days AND The holiday falls on a day when the child is authorized and scheduled to attend The recognized State and Federal holidays are listed in the CCAP Policy Manual Section 9 42 Example A provider is closed for business on a designated holiday but charges for this day Payment must be made if the provider has signed agreements with all parents of children in care that specify that payment is required for this day If care is available on the holiday but the child is absent the county will make payments under the basic absence policy Parents may substitute other cultural or religious holidays for the 10 recognized
62. e MEC to maintain system integrity Y Understand and explain provider rates fees payment policy and basic billing processes v Locate information in MEC in order to answer questions from providers manage the provider record follow up and take appropriate action on Alerts messages and document proper Provider Notes Y Locate and access resource materials as needed to strengthen and enhance your CCAP provider policy knowledge and use of the MEC system MEC CCAP Provider Workbook 11 28 2012 150 A CCAP Provider Word Find is included in your Workbook Supplement just for fun The answers are included in the Answer Key The CCAP Provider Assessment is required to receive credit for this course To take the assessment navigate to the CCAP Provider Assessment by moving to the next section in your on line learning by clicking on the X in the upper right hand corner Passing the assessment will grant Provider security access Workbook Supplement Y CCAP Provider Word Find MEC CCAP Provider Workbook 11 28 2012 151 Answer Keys All correct answers are in bold and underlined in the following documents 1 Child Care Providers Review 2 Legal Non Licensed Providers Answers 3 LNL Provider Entry Answers 4 Notices Alerts and Transfers Answers 5 Licensed Provider Entry Answers 6 Rates and Fees Answers 7 Payment Policy amp Provider Requirements Answers 8 Billing Process Answers 9 Known Provider Entr
63. e days If a family and a provider acted together to intentionally cause an overpayment the family is solely liable for the overpayment Both are jointly liable for the overpayment regardless of who benefited from it 11 28 2012 160 8 Billing Process Answers Multiple Choice 1 Billing Forms mailed by MEC show what type of billing period a Two week billing period b Four week billing period c Either a two week or four week billing period depending on which billing period the provider chose d Monthly billing period 2 A Remittance Advice RA is sent to the provider for what purpose a To give details about the payment information for all children approved for payment with that provider b To notify the provider that they have been approved as an authorized provider with CCAP c o provide instructions for billing of child care hours d None of the above 3 From the MEC Home page payments information can be accessed using the a Financial box if you have a payment ID EFT or warrant number b Provider box if you have the Provider ID number c Case box if you have the case number d All of the above 4 This MEC window gives a list of all payments date issued ID amount and status made to a particular provider within a payment period range a Payment Summary b Provider Payment History c Notice Activity d Fees amp Accounts Answer Keys 11 28 2012 161 True True True True
64. e fields the other two are disabled Let s look more closely at the search features on the Provider Registration List window Registration Status Sorts by either an approved or pending status MEC defaults to Approved Worker ID Defaults to your user ID but can be changed to any user ID in your servicing agency Provider ID Allows a search on registrations for a specific provider oervicing Agency Allows a search on registrations for a specific servicing agency The search results display in the results table with additional information including Next Renewal Due The date of the next registration renewal this is left blank if the registration status is pending Mailed The date the FRA mailed the Registration Forms to the provider FRA The Financially Responsible Agency where this provider holds an active status Registration Status The provider s registration status for example Approved Pending Denied 4 Notices Alerts and Transfers 12 8 2012 84 At the bottom of the window is the Provider Additional Details box When a provider is highlighted in the results table the information in the Provider Additional Details box is updated accordingly Find Maryanne the LNL provider you entered earlier on your Provider Registration List If you clicked on the Reset button you will need to re enter your Worker ID Click Maryanne s provider row to highlight Right click Maryanne s prov
65. e in this situation cannot be the same as or prior to the previous effective date In addition it cannot be a future date Note f you are completing this exercise the first of the current month you will need to wait one day to complete this exercise Click Save Notice that the updated registration information now appears at the top of the Provider Type History box Click Next License Maryanne is now a licensed provider so the License window must be completed Click New License Number As You Created 10 Provider Type Change 11 28 2012 144 If this were a DHS licensed provider you would proceed by clicking the License Validation button This would check the license against information from the licensing interface As you learned earlier the information from the interface would carry over to your window oince Maryanne is licensed by another state you aren t able to use the licensing interface to validate information When loading a non MN DHS licensed provider manually enter the information on this window Notice that the License Type and License Source fields have already been filled in according the information you entered on the provider Information window Because you identified this as an out of state licensed provider the Licensing State field is enabled Licensing State Wisconsin Status Active Status Effective Today Operating Leave Blank For DHS licensed facilities the Operating field is valued by the
66. e of windows which guides you in a pre determined order through certain windows Providers are assigned an identification number by the system through the workflow process As you enter a provider in the system code as much information as you have available The workflow allows you to skip past certain windows You can enter any missing information once it becomes known Refer to the LNL Provider Entry Process flowchart in your Workbook Supplement This flowchart describes the windows automatically queued by MEC for LNL provider entry Workbook Supplement V Review the LNL Provider Entry Process Flowchart If you have not done so already log in Trainina Reaion to the MEC Training Region To gJ neg access the MEC Training Region website on the address bar of your internet browser enter Make sure you are in the Training region of MEC If you have questions refer https trng mec2 dhs state mn us to the MEC Home Page and Navigation WBT Log in with your county ID and enter your unique password 3 LNL Provider Entry Exercise Maryanne 11 28 2012 20 Provider Search Whenever you enter a provider into MEC your first step is to conduct a search to determine if the provider is known to the system You need to know if a provider has already been registered by a different agency Prior to registering a provider complete a Provider Search to avoid assigning a duplicate Provider ID number There are three ways
67. e work that is Provider Notes indicated in the alert Background Study Notice Area Select the window you want to navigate to by clicking on the fd Payments selection in the dropdown list Ley Copy Cell Ley Copy Row Ley Copy Table Click Overview The system will take you directly to the Provider Overview window To return to the Alerts information click on the Alerts icon Click Alerts icon a 4 Notices Alerts and Transfers 12 18 2012 76 View your own Alerts now Worker ID X1 Click Jump icon r1 Worker Created Alerts Use Worker Created Alerts to reminder you of tasks to complete later Use the New button at the bottom of this window to create your own worker Alert Click New Worker Created Alerts The top of the Worker Created Alerts window lists the following system information ForWorker The worker connected to the provider case gt Created By The worker creating the alert gt Effective The date you want the Alert to display on your Alerts window You will create an Alert for Maryanne s case Select Provider Alert In the Effective date field enter the date that you would like the Alert to display in your Alerts window Effective One week from today 4 Notices Alerts and Transfers 12 18 2012 77 Entering a future date generates a reminder to you on that date which helps you organize and track your work You can enter any date as long as it s not in the past MEC re
68. ective Left Ramsey County Lincoln Maryanne Pass 12 19 2011 Ramsey County Lincoln Jonathan Pass 12 19 2011 LLL Ramsey County Lincoln Kristi Gem sme ms e First Kristi Status Effective 12 19 2011 Birthdate 03 28 1994 Left 11 SSN Finally add Maryanne s younger child Francis A background study is not required for this child until they turn 13 Procedure dictates that this child still be included on the Background Study window By adding all household members MEC will generate an alert prompting you to initiate a background study for a member turning 13 3 LNL Provider Entry Exercise Maryanne 11 28 2012 34 Click Add Last Name As you created First Name Francis Birthdate 09 08 2002 SSN Leave blank Status NA Not Considered in Overall Result Status Effective The first of the current month I MEC Lab in ET Ball Case Financial Provider InfoView Tools B Help H j Monday December 19 2011 Ki Minnesota Department of Human Services ME north star 4g7 TF 279730 FATO EEA Name Lincoln Maryanne Status Pend Type Legal Non licensed Provider ID 300399 les Overview Information Notice Activity Deduction Payment History Provider Notes Transfer Information License Tax Info Registration amp Renewal Address Fees amp Accounts Background Study Alias Rates Accreditation Fraud
69. ed verificatio f Rogers Maryanne 300351 1 Provider ID 300399 Explanation Check to see if provider returned verification of i First Aid and CPR training This information is Name Lincoln Maryanne needed for provider registration Type Yorker Created Effective Date 12 28 2011 Period 12 26 2011 to 01 08 2012 Created By PVVSRS66 Whenever you change search criteria you must click on the Jump arrow in order to display the new results The Worker Created Alert that you created displays and you are able to navigate into Provider information from this message if needed Deleting Alerts As stated earlier some Alerts are informational and do not require any action on your part Other Alerts require further action or processing to complete the change 4 Notices Alerts and Transfers 12 18 2012 80 The type of alert determines if you are able to delete it or if the alert will be automatically removed by MEC when you take the required action For example an Action Alert deletes automatically when you take the recommended action such as Provider does not have a registration status In this case an action is required a registration status must be assigned Once you update the provider s status on the Registration and Renewal window the alert will automatically disappear Another type of alert an Informational Alert can be deleted without an action being taken with the provider record such as Provider s li
70. elopment credentials or accreditations Accreditation by the National Association for Family Child Care gt A Child Development Associate credential CDA or degree gt Adiploma in child development from a Minnesota state technical college Differential Rates gt A bachelor s degree or post baccalaureate degree in early childhood education from an accredited A 15 rate differential college or university above the maximum rate may be paid to both licensed and legal non licensed providers who are accredited gt Competency Based Training and Assessment Program Certificate A child care center is ONLY eligible for the rate differential if it is accredited by one of the following accrediting agencies National Association for the Education of Young Children NAEYC Council on Accreditation COA National Early Childhood Program Accreditation NECPA National After School Association NAA National Head Start Association Program of Excellence Montessori programs accredited by one of the following accrediting agencies are also eligible for the rate differential 6 Rates and Fees 11 28 2012 114 American Montessori Society AMS Associate of Montessori International USA AMI USA National Center for Montessori Education DHS has developed an Accreditation Request Form that providers may use to request the accreditation differential DHS 4795 Review Complete the Rates and Fees Review When you are
71. enerated alerts Take a few minutes to review the Provider Alerts table now Refer to the Provider Alerts Table in your Workbook Supplement Workbook Supplement Y Review the Provider Alerts Table Alerts can be accessed using gt The Tools box on the Homepage gt The Alerts icon on the Tool bar gt The Tools option on the Menu Click Alerts icon a 4 Notices Alerts and Transfers 12 18 2012 B Alerts At the top of the Alerts window is the Worker ID which defaults to your ID The Worker ID can be changed to view other workers Alerts by entering the worker ID and clicking on the blue Go or Jump arrow button The name attached to that ID displays to the right next to the Jump icon Worker ID PWSCSP9 Click Jump icon l This is a trainee Alerts list and is used for training purposes At the top of the window on the right is the Type field You can select the type of Alert to view if you are searching for a particular message Click Type dropdown menu Review all of the available options Keep the Type field set at the default of All Alerts as a Worker Tool Check your Alerts at least once a day to see what needs to be done with your providers Delete the Alerts that require no further action 4 Notices Alerts and Transfers 12 18 2012 74 To the right of the Type field the system has an Alert counter which displays the total number of Alerts listed for this worker Jl Case Financial 4 Pr
72. ent 1 CCAP Provider Overview 11 28 2012 10 In Home Care Restriction DHS is prohibited from issuing payments for child care that is provided by someone who resides in the same home as the child DHS is also restricted from issuing payments when the child care is provided in the child s home unless an exemption is met When care is provided in the child s home payments may only be issued if the child s parents are in authorized activities outside of the home and they meet one of the following exemptions gt Out of home care is not available during any period which the parents qualifying activity occurs OR gt The family lives in an area where out of home care is not available OR gt The child has a verified illness or disability that would place the child or other children at risk or creates a hardship for the child if the child was taken to a provider out of the home If one child in the home is approved for child care in the home then all of the children in the family will be able to receive child care in the home In this situation parents still have the option of sending the other children out of the home for child care Only cases approved by DHS for care in the child s home may be approved for payment Parents must request consideration in writing using form DHS 6475 Parent Request for In Home Child Care Instructions for workers are in the MEC User Manual Reauthorizations Reauthorize or renew all providers at
73. ents gt Provider Withdrew Application AND gt Servicing Agency Unsafe Care 3 LNL Provider Entry Exercise Maryanne 11 28 2012 41 Complete the Initial Registration or Current Renewal Information box The New Renewal Date is a mandatory field for approved registrations Policy requires us to reauthorize all providers at least every 24 months The date cannot be less than 60 days nor more than 24 months in the future The Next Renewal date is set from the date of last approval rather than the Status Effective date Next Renewal Due 2 years from the first of the current month The Mailed field is used to record the date registration renewal forms were mailed This field is mandatory if the registration is listed as Pending Since you have received all required forms you can leave this field blank Mailed Leave blank Required forms must be received in order for a provider registration to be approved Renewal Last Completed Leave blank Required Forms Received Yes The Required Forms Received field must be coded Yes in order to approve a new provider The Renewal Last Completed is a mandatory field when the Required Forms Received field has been changed from a W for Waiting to a Y for Yes The Provider Resources Online box refers to Electronic Billing This field is updated automatically by the system when the provider is entered on the MEC PRO system It is possible for a provider to be set up for Electronic Billing in o
74. er EFT information on this window In most counties this access is given to accounting staff and not provider workers Because only a limited number of people have the capability to add and view EFT information best practice is to initially select warrant as your payment method for all new providers Selecting warrant as the payment method allows you to complete the rest of the window and continue with the registration process Enter Maryanne s payment information from her Registration Form into the Payment Information box Payment Method Warrant Payee Name Leave blank Use the Payee Name field only if the payee is someone other than the provider It is only used for warrants Billing Cycle 2 Weeks 3 LNL Provider Entry Exercise Maryanne 11 28 2012 38 Providers have the option of receiving billing forms every two weeks or every four weeks Billing periods begin on Monday and end Sunday The DHS Child Care Service Period Copayment Fee and Billing Form Calendar is available on the home page of the MEC User Manual Since the payment method selected is Warrant bypass the EFT Information box The fields in this box are only viewable and updatable to staff with the proper security In Absence Policy box enter information regarding Maryanne s Absence and Holiday policies CCAP pays a provider s charge for up to 10 federal or state holidays per year if ALL of the following apply gt The provider is closed and not providing ca
75. er for child absent days Payment for child care when a child is according to the statewide absent day policy See 9 39 absent from care Care During Child Absences 3 LNL providers are not paid for child absences 1 Must fall on a day the child was scheduled to attend Holidays 2 The provider charges all families for holidays May pay a provider s charge for up to 5 Parents may substitute other cultural or religious holidays for 10 federal or state holidays per year the 10 recognized state and federal holidays when prior parental notice is provided to the county 1 Limit of 2 registrations per child in a 12 month period negisttallonreee 2 Can pay up to the limit set in the rates bulletin Provider charges a fee to enroll children in program and fee is not included in the regular provider rate 3 Registration fees cannot be paid for legal non licensed providers 4 Must be required for ALL children No Employee Employer Relationships Receipt of federal state or local funds by a child care provider either directly or through a parent who is a childcare assistance participant does not establish an employee employer relationship between the child care provider and the county or state Reporting Requirements Families are required to report changes that effect eligibility within 10 calendar days after the change and to report changes in providers at least 15 days prior to the change Failure to meet this requireme
76. es w Previous Click Save Click Done 3 LNL Provider Entry Exercise Maryanne 11 28 2012 43 Overview Window This completes the Add Provider Workflow however you are not finished with the provider registration process Other windows exist within the Provider Information tab which are not part of the initial workflow Direct navigation allows you to move freely throughout the Provider area and to update windows as needed Case amp Financial amp Provider z InfoView Tools US Minnesota Department of Human Services SrA Tid EZES 6 d Lincoln Maryanne X r3 Name Lincoln Maryanne Status Active Tuesday February 14 2012 north Star Provider iD 300339 A Overview Information Notice Activity Deduction Payment History Provider Information Provider ID 300399 Provider Type Legal Non licensed Provider Status Active Tax ID 651 66 3455 SSN 1099 Name Maryanne Lincoln 1099 Address 485 SELBY AVE SAINT PAUL MN 55102 1726 License EFT No Alias Information No Aliases Exist Provider Type History Type Effective Legal Non licensed 11 15 2011 Provider Notes Transfer Overview Site Information Business Name Lincoln Maryanne Site Address 485 SELBY AVE SAINT PAUL MN 55102 1726 Site County Ramsey Contact Information Contact Lincoln Maryanne Phone 651 224 3038 Fax Email Written Language English Sp
77. ess The provider selects EFT as their preferred method of payment AND You have clearance to enter EFT information If a MN DHS Licensed provider wants a different name on the warrant than what is listed on the license enter the name the provider wants listed as the payee in the Payee Name field Payee Name Leave blank Billing Cycle 2 Weeks In the Absence Policy box 5 Licensed Provider Entry Exercise 11 28 2012 100 Holidays yes Absent Days Yes Uncharged Absent Days Leave Blank Your provider indicates that they charge for all absences and each family is charged a one time 60 registration fee CCAP pays for registration fees to all non LNL providers when the provider charges fees to all families Pay fees up to your agency s maximum that are not included in the provider s rate Only pay for two registration fees per child in a 12 month period Additional fees and or fees in excess of your agency s maximum are the responsibility of the participant The Fees box identifies if a provider charges a registration fee and the fee is refundable MEC tracks registration fee payment information date and amount of payment in the Billing area of the system If a provider registration fee is a refundable registration deposit you are required to keep a record of this and deduct it from the final payment to the provider at the time the family discontinues service In the Fees box Registration Yes Refundable No Use the N
78. f the window to add a comment Clicking on the Edit button enables the Comments box Adding a Comment Click Edit If you entered this provider yesterday you will not be able to add The comments section is limited to 15 lines of a comment today Notices are text each 60 characters long Once a comment is entered two other buttons are printed nightly and the Edit button activated at the bottom of the window Save becomes disabled once the Print and Don t Save Clicking Save will save your Status is set to Printed comment clicking Don t Save will not save your comment Type the following in the Comments box This is for practice only it is not necessary to add this type of comment to all approval notices 4 Notices Alerts and Transfers 12 8 2012 i 6 amp 4 Please notify us immediately of any changes in the initial information you provided on your Provider Acknowledgement form Ta MEC Lab rizuncial Provider InfoView Tools B Help ase El Tuesday December 20 2011 tye Minnesota Department of Human Services north ari KIr TEER I b Franr NERA Mame Lincoln Marganne Status Arte Type Legal Hon licensed Prowider Nx 300399 TextiComments Piim Status Printed Text MN DEPT OF HUMAN SERVICES 444 LAFAYETTE ROAD HMAXIS MEC2 TRAINING ST PAUL AW 55155 3602 December 19 z ll 09 48 AM Provider ID 300399 Maryanne Linceln 435 SELBY AVE SAINT PAUL HN 35102 1726 CHILD CARE ASSISTANCE H
79. finished compare your answers to those in the Answer Key Workbook Supplement v Rates and Fees Review 6 Rates and Fees 11 28 2012 115 Chapter Payment Policy and Provider Requirements Introduction As a Provider worker you will need to know the basics of how the system determines and issues payments Objectives Describe payment requirements to providers Explain payment authorization Describe payment frequency Recognize notice requirements Identify provider record keeping and reporting requirements Y Y V V WV Describe overpayments and fraud 7 Payment Policy amp Provider Requirements 12 18 2012 116 Payment Authorization Many factors go into determining the payment amount In order for a provider to get paid they must be approved to receive CCAP payments entered into MEC as an eligible provider and have an approved Service Authorization The Service Authorization SA determines the number of hours of care authorized for each child In most cases payment cannot exceed the hours authorized on the SA When the Service Authorization is approved MEC sends the billing form to the provider If the provider submits a bill within 10 days payment must be processed within 30 days Detailed instructions for completing the billing forms are included in the Minnesota Child Care Assistance Program CCAP Child Care Provider Guide DHS 5260 LNL providers can only MEC calculates the payment amount b
80. he training is current For example if the provider has a registration period beginning January 1 of the current year the expiration date of the First Aid and CPR training must be after January 1 of the current year As part of the renewal process LNL providers must provide verification of at least 8 hours of additional training listed in the MN Center for Professional Development Registry Background Study In addition to the training requirements LNL providers and household members age 13 and older living with the provider must complete the criminal background process A signed CCAP Authorization for Release of Background Study DHS 5193 must be submitted to the county for the provider and each household member age 13 and older When a provider is already registered in another county s the new county may choose to use the background study information from the county with the longest current authorization Counties identify whether they request background information from other counties in their County Child Care Fund Plan Your agency will conduct a background study that includes findings from the Bureau of Criminal Apprehension juvenile courts and social service agencies 2 LNL Provider Requirements 11 28 2012 15 If the local juvenile courts and social service agency do not maintain statewide records contact the county where the provider currently resides and any counties where the provider resided in the past 5 years When the rep
81. ially responsible agency to another Begin with the process of transferring a provider from one worker to another worker by navigating to the Provider Registration List in InfoView InfoView List Information Whether you click on the InfoView option on the menu bar or you use the InfoView icon you will be brought to a row of tabs for different InfoView list windows Click InfoView icon Here you can see the types of information available which include gt Active Caseload List Pending Case List Redetermination List Provider Registration List User List V VV WV The Worker ID field defaults to the worker ID that you logged on with It is updateable on the active pending redetermination and provider tab If you are searching by a particular worker enter their worker ID in the field You can also search by case number The Active Caseload List Pending Case List and Redetermination List are used by Caseworkers The Provider Registration List window identifies pending and approved provider registrations You will review this 4 Notices Alerts and Transfers 12 18 2012 82 The Electronic Bills window allows you to search for bills that were submitted by providers who use electronic billing through MEC PRO The Bills List window displays a list of all bills approved and unapproved Click User List tab This window allows you to search for other users of the system and provides addresses phone numbers and superviso
82. ice of Overpayment must be sent to give the provider 15 days before recoupment can start This is typically done by the CCAP Payments worker Deductions Required By Law Notices When informing a provider of payment deduction required by law mail the appropriate DHS form to the provider manually These forms are not generated automatically by MEC See CCAP Policy Manual section 12 6 12 for the correct form to send for the appropriate situation Always enter a Provider Note when manually sending a notice 4 Notices Alerts and Transfers 12 18 2012 i 60 Provider Notices on MEC The following exercise will allow you to view and add comments to provider notices that are generated by the MEC system Depending on the action taken a registration copayment amp Service Authorizations billing form special letter memo remittance advice fees and accounts and other miscellaneous situations a notice is generated You can add comments to notices if they have not yet been printed Begin by reviewing the approval notice for the Can t find Maryanne s Provider Number LNL provider Maryanne you registered earlier Start from the MEC Home Page and navigate f Use the Provider Search function to Provider Notices or view your Provider Registration List InfoView function to look up Maryanne s provider ID number if necessary Provider box Area Notice Activity Window Notices Provider ID Maryanne s Provider Number Click Go
83. ider row Select Overview E MEC Lab Case S Financial 3S Provider g InfoView Tools BJ Help Thursday February 15 2012 Iti Minnesota Department of Human Services north star APOIA Provider Registration List Active Caseload List Pending Case List Redetermination List Inactive Case List Provider Registration List Electronic Bills Bills List User List Provider Registration List Search By Registration Stat Approv Worker L PWSRS66 Provider Servicing Agen Search Results 6 records found Worker ID Provider ID Provider Name Provider Type Next Renewal Due FRA Registration Status PVYSRS66 300350 Cray Maryanne Legal Non licensed 10 10 2013 Ramsey County Approved PVYSRS66 300353 HARRISON MARYANNE Legal Non licensed 1071 4 2013 Ramsey County Approved WSRS66 12 16 2013 Ramsey Counte Approved PWSRS66 300351 Rogers Maryanne Legal Non licensed 123202013 W amp Overview PWWSRS66 300404 Zion Lutheran Pre Kindergarten MN DHS Licensed Center 12 22 2013 Provider Notes PWSRS66 300405 Caregiver Linda LegalNon licensed 01 10 2004 Background Study Notice Area si Payments Provider Additional Details ory Copy Cell jy Copy Row Provider ID 3003998 Site Address 485 SELBY dy Copy Table Name Lincoln Maryanne SAINT PAUL mra T Phone 651 224 3038 County Ramsey Contact Person Lincoln Maryanne Mailed You
84. iew Information Notice Activity Deduction Payment History Provider Notes Transfer Registration amp Renewal Fees amp Accounts Background Study Alias Accreditation Accreditation Type Differential Begin Differential End Accreditation Begin Accreditation End Child Dev Associate Degree 11 15 2011 06 01 2010 Accreditation Type Child Dev Associate Degree Accreditation Period 06 01 2010 To Differential Begin 11 15 2011 73 em sae pontsave new Update 12 19 2011 By User P WSRS66 Now review the Fraud tab the last one on the right of the Information tabs Click Fraud tab 3 LNL Provider Entry Exercise Maryanne 11 28 2012 Fraud The Fraud window displays any fraud offenses committed by the provider If there is a history of fraud it will be listed in the history table with the most recent occurrence listed first E MEC Lab e E l Case amp Financial Provider InfoView Tools B Help H l Monday December 19 2011 Kj Minnesota Department of Human Services north stan f TFEDNMTLIEELE 49 Lincoln Maryanne amp Name Lincoln Maryanne Status Active Type Legal Non licensed Provider ID 300399 les E Information Notice Activity Deduction PaymentHistory Provider Notes Transfer Overview SS NH M QM ense Taxinfo Registration amp Renewal Address Fees amp Accounts Background Study Alias Rates Accredi
85. ill be made Electronic Funds Transfer or Warrant Vv Vv Vv V WV Effective dates 4 Notices Alerts and Transfers 12 18 2012 58 Adverse Action Termination Notices A provider must be given a 15 day notice for an adverse action or terminating a family s benefits that affect that provider Adverse actions include but are not limited to Areduction in the hours of authorized care Atermination of the family s benefits that affect the provider Anincrease in the family s copayment and gt An adverse determination of the provider s eligibility The following information is included in a written notice of adverse action and or termination gt The family s name gt Adescription of the action that does NOT contain any information about why the action was taken gt The effective date and gt A statement that unless the family appeals the adverse action prior to the effective date the action will occur on the effective date 15 Day Notice Requirements The Child Care Assistance Program requires a 15 day notice of adverse action for families and providers Additional information is available in the CCAP Policy Manual section 12 1 The following rules are built into the 15 day notice logic on the MEC system and are used to calculate the 15 day notice period gt The ist day of the 15 day notice period is the day after the day the notice leaves the IOC center in St Paul Notices are printed and maile
86. imum rate up to the actual provider charge Both licensed and legal non licensed providers are eligible for payment at the differential rate This will be reviewed in more detail in the Rates and Fees chapter Maryanne indicates that she holds a Child Development Associate Degree which qualifies her for the accreditation differential Click New In the Accreditation field enter the date the provider became accredited Maryanne has a Child Development Associate Degree If the accreditation was something that needed to be renewed such as an association membership you would enter an end date Since her accreditation type is open ended you will not enter an end or To date Accreditation Type Child Dev Associate Degree Accreditation Period 01 01 current year To Leave blank Use the Differential Begin date field to indicate the date the higher payment rate begins Reimburse the differential for providers who submit valid credentials as of the 1 Monday following the date you receive the completed request and documentation Differential Begin The first of fhe current month Click Save 3 LNL Provider Entry Exercise Maryanne 11 28 2012 48 MEC Lab Case Financial Provider infoView Tools g Help Monday December 19 2011 thy Minnesota Department of Human Services nnes north star EIBPRNLSLZIX RN LFA NEA Name Lincoln Maryanne Status Active Type Legal Non licensed Provider ID 300399 les Overv
87. ion and all communication with the provider is very important Since this is a new provider there are not any notes to view yet The Type field in the upper left hand corner indicates that you are viewing current notes You can also choose to view stored notes or all both current and stored Notes can be stored when they are no longer helpful pertinent or necessary to be displayed in the Current default setting The Search Notes field works much like Provider Search Use it to search for notes that include your search criteria Click Reset to start a new search If any notes existed for this provider they would appear in the table at the top of the window unless the note was stored through user action Create a Provider Note for Maryanne Click New Use the Additional Information Box to categorize your note and make it easier to locate later Labeling a note as important keeps the note from being stored after six months and ensures that the note will always be visible on the Provider Notes window Important Leave blank 3 LNL Provider Entry Exercise Maryanne 11 28 2012 52 If a contact was made regarding the provider enter the name of the person who contacted the worker regarding the Provider Contact Leave blank Click on the drop down arrow for the Category field Since this is a new registration for this provider select Registration Category Registration The Summary field is mandatory and should be a summar
88. ite Home Address box Country USA Street 485 Selby Ave City St Paul State Minnesota Zip Code 55102 County Ramsey The Site Home Address box must reflect the actual location where care is being provided Do not enter a P O Box in the Site Home Address box Only complete the Mailing Address box if the provider s mailing address is different from their Site Home Address In this case you can bypass the Mailing Address box The Where Info is Sent box contains the details of which address to use when mailing documents and forms All fields default to Site Home If any information is to be sent to the mailing address you would make the appropriate selection 3 LNL Provider Entry Exercise Maryanne 11 28 2012 36 As you can see you are able to select if you want mail to be delivered to the Site Home Address or the Mailing Address for the following written correspondence Notices Service Authorizations Billing Forms Remittance Advice for EFT and Payments Warrant RA In this situation Maryanne has requested that all correspondence be delivered to their home address Leave the dropdowns in this box unchanged Click Save as Financial Provider InfoView Tools B Help H i Monday December 19 2011 amp i Minnesota Department of Human Services north star a Oe RZ J Lincoln Maryanne Name Lincoln Maryanne Status Pend Type Legal Non licensed Address Effective Site Address Update Worker Effe
89. le is the icon indicating the type of alert being viewed case or provider Click Any Provider row in the table to the left When a provider row is highlighted the corresponding Alert information displays in the rows to the right There may be one or several Alerts for each provider shown Alerts include the following information Type of Alert As listed in the dropdown listing i e Provider Information gt Effective Date Date the alert was generated 4 Notices Alerts and Transfers 12 18 2012 75 gt Intended Person Name of the person the alert is about For provider Alerts the provider s name will always be displayed Explanation Explains why the alert was generated If the explanation is too long for the field the entire explanation displays in the explanation box at the bottom right of the window when that Alert row is highlighted Additional details of the Alert display at the bottom of the window when it is highlighted Table Sort Function Click on any of the column headings to sort the table contents based on that particular field Results can be displayed in ascending or descending order Alerts are also used to navigate directly to your provider windows within MEC This allows you to efficiently resolve issues while you are in the Alerts window Right click Any row This brings up a list of areas within MEC where you can amp Overview quickly navigate so you can easily follow up on th
90. least once every 2 years MEC does not automatically send out renewal forms for providers because each county has their own registration process To track when providers are due for renewal use the online MEC Provider Registration List or the CCAP Provider Renewal Report in BOEXI reports to identify providers send out the forms and track their return More information about how to access and use reports can be found in the MEC User Manual under MEC Reports When an LNL is authorized in more than one county at the time reauthorization is required each county will reauthorize their providers however the county holding the longest current registration is responsible for completing a new background study when it is required When making changes to the Provider record the worker is updating the window for all agencies that have the provider registered Always complete a Provider note each time a change is made on the Provider record 1 CCAP Provider Overview 11 28 2012 11 Review LNL providers to determine if they meet renewal training requirements and if additional background studies are required More information about these additional requirements is in the next chapter Reauthorizations gt Every 2 years gt LNL household member turns 13 years old or new household member 13 years or older Reason for concern Review Complete the Child Care Providers Review in your Workbook Supplement When you are finished compare yo
91. m one worker to another worker begin by navigating to the Provider Registration List in InfoView right click on the provider row select Overview from the drop down list then navigate to the Transfer window Answer Keys 11 28 2012 156 5 Licensed Provider Entry Answers Multiple Choice 1 The licensed validation step button on the License window of the licensed provider entry process is used for which child care providers a b C d Providers licensed by the State of Minnesota Non MN DHS licensed providers All licensed providers whether licensed by MN or another state Legal non licensed providers Wait to enter information on the Tax Information window until you have all of the information Once Tax ID and 1099 information are saved on the Tax Information window it can only be updated by whom a b C d County supervisors MEC payments workers DHS staff It may be updated any time by the worker who entered the information CCAP will pay for how many registration fees per child in a 12 month period for licensed providers a b C d One Two Three Unlimited 4 When entering the Next Renewal Date in the Registration amp Renewal window the date cannot be less than 60 days or more than how many months in the future a b C d 12 24 There is no limit None of the above Answer Keys 11 28 2012 157 6 Rates and Fees Answers Multiple Choice 1 Maximum provider ra
92. mind Workbook Table of Contents 1 CCAP Provider Overview ecc pecu ava bu ceux EVE x Cup ire cu ED ER COE EUUEvrene tuse 6 2 LNL Provider Requirements eese eee eee 13 3 LNL Provider Entry Exercise Maryanne 18 4 Notices Alerts and Transfers eeeeeeee eene nnn 57 5 Licensed Provider Entry Exercise 89 6 Hates ANG POCS cigire roa 2202 des Deva aT 109 7T Payment Policy and Provider Requirements 116 8 JBIInO Process mier idinise diu EOS a aaa 123 9 Known Provider Entry Exercise DHS Kids 131 10 Provider Type Change orcinec eerte eEei va c va eus DUE eia cpu osa Ee vavas 141 11 On Your Own Provider Entry Exercise Linda 148 UII REY cate ese ass ee ers oncaeid es eteeeeeeecee aca 150 PATS WGI INGUSC udi iios E see esM Mr sane m Mu e EEUU PE EETAU EC 152 MEC CCAP Provider Workbook 11 28 2012 5 Chapter CCAP Provider Overview Introduction This chapter introduces you to the basic policies that apply to providers the registration process and the requirements for each You will learn and be able to define the various types of providers and their eligibility requirements Objectives gt Identify the different types of child care providers Explain the provider registration a
93. n Fraud Information Effective 01 10 2012 Til Change Provider Type ontact information Type Legal Non licensed _ Business E me Caregiver Last Caregiver i First Name Linda Phone 612 224 8578 Written Language English Dont Seve 165 11 28 12 Answer Keys Tax Info SJ MEC Lab I Case Financial D Provider Yinfoview A Tools g Help ths Minnesota Department of Human Services Name Caregiver Linda UNES mation Notice Acttity Deduction Payment History information License Taxinfe Registration amp Renewal Address Fees amp Accounts Background Study Alias Tax Type S5N Tax ID 651 54 5411 1099 Name Linda Caregiver Country USA Street 2990 W RIVER PKWY Type Legal Non licensed Provider Notes City MINNEAPOLIS State Minnesota ZipCode 55406 1842 Corporation Tax Exempt Organization No Transfer Tuesday January 10 2012 minnesota north star Provider ID 300405 it Rates Accreditation Fraud AE 166 11 28 12 Answer Keys Background Study Linda J case Financial 4 Provider Infoview A Toots EZ Help the Minnesota Department of Human Services Ror PG Ee EF I D PASS WING Name Caregiver Linda Status Pend2 Type Legal Non licensed Provider 300405 A Overview information Notice Activit
94. n on this form to register a provider in your Financially Responsible Agency FRA Take a few minutes now to review Maryanne s registration materials and complete Maryanne s LNL Provider Checklist Maryanne s registration materials are in your Provider Entry Packet They are labeled as Maryanne s Portfolio and include gt Maryanne s LNL Provider Checklist Maryanne s Portfolio Maryanne s LNL Provider v l l Registration amp Acknowledgement Review all materials Form Y Complete the checklist Maryanne s W 9 Request for Taxpayer Information Maryanne s Background Study Authorization Form Jonathan s Background Study Authorization Form Kristis Background Study Authorization Form Vv Y V WV Maryanne s Training Certificate Add a Provider Workflow In order to add a new provider to MEC the system requires entry of data about the provider on several windows Correctly entering information ensures that the system provides you with appropriate alerts sends required notices and issues payments to the provider Providers can be entered in MEC with minimal information and assigned a pending registration status This allows you to track a provider through the registration process The minimum information needed to enter a provider is gt Provider name gt Address 3 LNL Provider Entry Exercise Maryanne 11 28 2012 19 A new provider is entered into MEC via the Add Provider Workflow The workflow is a queu
95. nd Study Other Verification of First Aid CPR Training Worker Comments Please submit the requrested information to complete the a registration process w Click Save You will receive a Confirm pop up box informing you that the letter has been created It also reminds you that if you wish to view or update the letter you must go back to the Notices tab Click OK Once you save the letter you are brought back to the Special Letter window where you can create another Special Letter or navigate away from this window View the Special Letter you created 4 Notices Alerts and Transfers 12 18 2012 69 Click Notices tab The Special Letter is listed as Waiting to Print Highlight the row with the Special Letter that you just created Click View Comments Review the Special Letter The items you requested in the Special Letter window are included in the letter along with the comment you added The Special Letter Information Request asks the information requested to be returned within 15 days of the date on the notice MEC does not track the receipt of requested information you are responsible for tracking requested forms and for denying the provider as necessary You can use a Worker Created Alert to assist you in tracking requested forms Instructions on how to create an Alert are covered later in this chapter Click Back Memos The Memo tab allows you to send a free form memo to a provider A
96. nd age of child Rate types include hourly daily and weekly The maximum provider rates are posted on eDocs Minnesota CCAP Standard Maximum Rates Non accredited DHS 6441A Minnesota CCAP Standard Maximum Rates Accreditation Credential Differential DHS 6442A Licensed Providers Payment is authorized based on the provider s Rates above the rate up to your county s maximum for all hours of child care authorized in the participant s case maximum The family is responsible for Payments are made using the maximum rates any provider charges that in the provider s county of residence If the exceed the maximum rates in provider lives outside of the State of Minnesota a addition to the family the maximum rate in the participant s county of residence is used copayment fee The family is responsible for any provider charges that exceed the maximum rates in addition to the family copayment fee Legal Non licensed Provider Rate The payment amount for legal non licensed providers is the provider s rate charged to private pay parents not to exceed the county maximum rate for the county where child care is provided minus the family copayment Legal non licensed providers are paid at an hourly rate only License Exempt Centers License Exempt Centers such as school based school age programs summer camps etc are paid at the same rate as licensed centers in the same category 6 Rates and Fees 11 28 2012 110
97. nd authorization process gt Identify commonly used CCAP forms Describe the renewal process and requirements for providers 1 CCAP Provider Overview 11 28 2012 6 Child Care Provider Types A DHS child care provider is an eligible provider who provides legal child care services There are three types of eligible Provider Definition providers An individual or center licensed by 1 Licensed providers a state or tribe a license exempt 2 License exempt providers center or a legal non licensed 3 Legal non licensed providers individual providing legal child care Licensed Child Care Providers and Licensed Centers Licensed child care providers or licensed centers are providers licensed by the State of Minnesota another state or a tribe and providing child care services in the licensing state or in the area under the licensing tribe s jurisdiction License Exempt Providers License exempt providers are paid at the same rate as licensed centers for the same age category Generally any center providing child care must be licensed but there are some exceptions Child care provided for a cumulative total of less than 30 days in any 12 month period Child care operated by a school whose primary purpose is to provide child care to school age children Hecreation programs that are operated or approved by a park and recreation board to provide social and recreational activities Programs operated by a p
98. nd older Actions which prohibit authorization of an LNL include gt Child or Adult Protection gt Criminal History gt Licensing Issues gt Fraud Wrongfully Obtaining Public Assistance LNL providers must provide verification of atleast Eight hours of additional training at renewal Answer Keys 11 28 2012 154 1 3 LNL Provider Entry Answers Multiple Choice The minimum information needed to enter an LNL provider is a Provider name b Provider name and address c Provider name address and tax information d Provider name address and the Registration amp Renewal window The icon that is used in MEC to search for a provider is a b 4 C On the provider Information Window the Effective Date should reflect the a Date the provider is eligible for payment with this specific tvpe status b Date the family s CCAP application was received c Date the provider s Registration and Acknowledgement form is received d None of the above True or False True False 4 Code all members of her household on the Background Study window regardless of whether a background study is required True False 5 Providers have the option of receiving billing forms every two weeks or every four weeks True False 6 In addition to paying for holidays CCAP also pays for absences that do not exceed 10 absent days in a calendar year per child True False 7 Registration fees cannot be paid for
99. ne county but not set up for Electronic Billing in another county 3 LNL Provider Entry Exercise Maryanne 11 28 2012 42 MEC PRO MEC PRO is an online billing tool that works with MEC It allows providers to submit bills using a secure internet connection In additional to allowing provider to submit bills electronically it Allows providers to view the status of the CCAP Service Authorizations and payments online gt Reduces paperwork and mailing costs and gt ncreases payment timeliness To use MEC PRO providers need a computer and internet connections Not all counties use MEC PRO Counties that do use MEC PRO can choose which providers they want to enroll 5 MEC Lab Case Financial Provider infoView Tools g Help Monday December 19 2011 the Minnesota Department of Human Services north star 47075 F 279730 a 28 27 R Lincoln Maryanne 5 Name Lincoln Maryanne Status Pend2 Type Legal Non licensed Provider ID 300399 Registration amp Renewal Financially Responsible Agency Registration Status Status Effective Ramsey County Registration Status Information Registration Status Status Effective Update T Registration Status Status Effective 11 15 2011 End Reason Initial Registration or Current Renewal Information Provider Resources Online Next Renewal Due 1 2 19 2013 Renewal Last Completed Electronic Billing Enabled Mailed Required Forms Received Y
100. ng reactivated in the system If the provider is authorized and active on MEC a W 9 form is not required from additional agencies and does not need to be included with the registration packet 9 Known Provider Entry Exercise 11 28 2012 136 Review and compare the information in this window with what you have on the provider s forms oince this provider is already registered no further action is required here amp MEC Training Ji Case amp Financial 3a Provider InfoView Tools g Help ft Thursday March 1 2012 ie Vi Minnesota Department of Human Services north star EaFOirA 4 DHS Kids x Name DHS Kids Status Active Type License Exempt Center Provider ID 129 les E Overview Information Notice Activity Deduction Payment History Provider Notes Transfer Information License Registration amp Renewal Address Fees amp Accounts Background Study Mias Rates Accreditation Fraud Tax Info Tax Type FEIN 1099 History Tax ID 32 1155447 1099 Name 1099 Address Update 32 1155447 FEIN DHS Kids 444 LAFAYETTE RD N SAINT PA 02 29 20 Tax ID Validation amp Reset Information as reported on W9 W9 Changes 1099 Name DHS Kids Country USA Street 444 LAFAYETTE RD N City SAINT PAUL State Minnesota Zip Code 55155 3802 Corporation Tax Exempt Organization Yes Save Don t Save New Update 02 29 2012 By User PVYSRS66 Click Fees amp Accounts tab 9 K
101. nge 1202011 to 12 20 2011 Type of Notice Al v Servicing Agency AI v Search Results One match found System maximu Waiting to Print Date Servicing Agency Title Description Period Begin Date Print Status 12 19 2011 MEC2 MAXIS TRAINING Approval Printed Cancel Notice Remove Cancel 4 Notices Alerts and Transfers 12 8 2012 62 The information displayed is Date The date the notice was generated servicing Agency The servicing agency that Sorting the generated the notice Results Table Title Description Indicates the type of notice that was generated Click on any one of the table headings Period Begin Date The beginning date of the and the table will service period indicated in the notice sort by ascending or descending order Case The CCAP case number if any associated with that notice Print Status The status of the notice Certain actions can be taken using the buttons at the right of the table depending on the print status of the notice o Cancel Notice Allows you to suppress a notice from being mailed Hemember that notices are generated to comply with policy requirements and should not be cancelled without proper authorization This option is only available when the print status is Waiting to Print o Reprint Sends a copy of the notice to your agency o Resend Resends a copy of the notice to the original recipient
102. nown Provider Entry Exercise 11 28 2012 137 Fees amp Accounts Consult with the provider prior to changing any Remember information on this window For example if the provider tells you that they would like to change For each window review and to a four week billing cycle this change affects compare the information in all counties that hold this registration For that MEC with what is on the reason clearly explain to the provider that changes like these affect registrations for all agencies counties provider s forms SJ MEC Training Case amp Financial 3a Provider InfoView Tools g Help Thursday March 1 2012 Hy Minnesota Department of Human Services north stan ZSIIIJITLIEZEE TRIPS gt Name DHS Kids Status Active Type License Exempt Center Provider ID 2 e E i Overview Information Notice Activity Deduction PaymentHistory Provider Notes Transfer Information Tax info Registration amp Renewal Address Fees amp Accounts Background Study Accreditation Fraud Fees amp Accounts Payment Information Absence Policy Payment Method arrant Holidays Yes Payee Name DHS Kids Absent Days Yes Billing Cycle 2 Weeks Uncharged Absent Days EFT Information Fees Account Holder Registration No Account Refundable No Bank Activity No Account Type Routing Number Update 02 29 2012 By User PYVSRS66 Click Rates tab 9 Known Provider Entry Exer
103. nt may result in overpayments Notice Requirements Whenever there is a change that results in an adverse action to the family or provider a 15 day notice must be given An adverse action includes a reduction in the number of hours authorized an increase in the copayment or termination of assistance Positive actions such as an increase in the number of hours authorized or a decrease in the copayment do not require a 15 day notice 7 Payment Policy amp Provider Requirements 12 18 2012 119 If the provider s policy requires payment during a notice period when care is reduced or terminated care must be paid If the family does not continue to bring the children to child care payment to the provider must still be made if the provider is licensed CCAP will pay licensed providers using child absent days based on availability limits LNL providers will not be paid if the child is absent Any remaining charges are the family s responsibility Communication with the family and provider is very important The exception to the 15 day adverse action notice is for cases when the child is in imminent danger The county must send a notice of termination to the provider that is effective immediately in cases involving alleged child abuse by a provider or complaint that the health and safety of a child in care is in imminent danger Provider Record Keeping Child care providers are required to maintain and make the following records available to you
104. o the appropriate authority Providers must be informed of Expectations In addition require legal non licensed providers to report all changes that require reauthorization Requirements and Consequences regarding their responsibilities Overpayments An overpayment occurs whenever a family and or provider receives more child care assistance than they were actually eligible for even when caused by agency error or circumstances outside the responsibility and control of the family or provider When the family did not benefit from an overpayment but the provider received more child care assistance than was correct assign the overpayment to the provider If both the family and the provider acted together to intentionally cause the overpayment and if both benefited both are jointly liable for the overpayment regardless of who benefited from it Overpayments are recouped or recovered from families and or providers The method of recovery depends on whether the family or provider is a current participant or is no longer participating in the child care assistance program When a family or provider remains eligible the overpayment is recouped by reducing the amount of assistance paid When the family or provider is no longer eligible the overpayment is recovered through other means 7 Payment Policy amp Provider Requirements 12 18 2012 121 Fraud Fraud exists when ADH and IPV Afamily has willfully or intenti
105. o whether a registration fee is refundable The Notes area is located at the bottom of the window Information specific to this window should be typed into the Notes area These notes are optional and will only appear on this window Financial Provider foView Tools ki Help H Monday December 19 2011 amp 1 Minnesota Department of Human Services north star EIBSRLJSLIJI hs LADO RECA Name Lincoln Maryanne Status Pend Type Legal Man licensed 300399 Ferre g SECH NaN Notice FucCEPTTVI Dedi iT Payrmer History Provwider Notes raster nes a r a 4 information icenac iW inio Registration amp Renewal Rddress Lees COT vckogronund Stud Altas Late coredtation rat Fees amp Accounts Payment information Payment Method VWarrarit T Payee Name EFT Information Account Holder Account Bank Account Type Routing Number Absence Policy Holidays Yes w Absent Days Ys Uncharged Absent Days um Fees Registration M Refuridable Ho Activity 3 LNL Provider Entry Exercise Maryanne 11 28 2012 40 Hegistration amp Renewal The Registration amp Renewal Window is the final window in the Add a Provider Workflow it must be completed before exiting the Add a Provider Workflow The Registration amp Henewal window is used for collecting information related to provider registration and renewal process Assign providers a
106. ognize similar names and or nicknames as potential matches MEC requires you to search for a provider by name before the provider can be added to the system Using name as your search criteria gives you the broadest results thereby increasing your chances of finding a potential match If the provider has listed an alias begin the provider search using alias or maiden name first Since Maryanne did not list an alias name we will begin the search using her current last name Business Name Leave blank Last As you created First Maryanne MI Leave blank The Search button below the search criteria allows you to continue with the search The Reset button will clear all of the search criteria that you have entered which will allow you to begin another search 3 LNL Provider Entry Exercise Maryanne 11 28 2012 22 J Case d amp Financial 4 Provider S infoView Tools Help H Monday December 19 2011 Ki Minnesota Department of Human Services north star TYIIHTITERDTLINENCTET IEEE Provider Search X Provider Search Number Name Provider ID Business Name SSN Last Lincoln FEIN First Maryanne License Number MI Asac imn Provider ID Address Tax ID License Select More Info New Click Search The system may display up to 100 possible matches At the bottom of the window you can use the Select and More Info buttons to research any potential matches The More Info
107. oken Language English Provider Status History Status Effective Active 11 15 2011 Other information can be added for this provider by manually navigating through the other windows available Click Information tab Familiarize yourself with the remaining windows under the Information tab Notice the additional window tabs across the top Another important window is the Alias window Click 3 LNL Provider Entry Exercise Maryanne Alias tab 11 28 2012 44 Alias The Alias window allows you to keep a record of the provider Alias History by Business Name and Person Name An alias is any other name your provider is known by Examples of aliases include nicknames maiden names and name changes If a name is changed by the DHS License Interface an alias record will be created iS MEC Lab l Case amp Financial 3a Provider InfoView Tools B Help Monday December 18 2011 thes Minnesota Department of Human Services PT rJ SEIBPERQLEZLEM JI 49 Lincoln Maryanne X amp Name Lincoln Maryanne Status Active Type Legal Non licensed Provider ID 300399 e A north Star Accreditation Alias History Business Name Business Person Name Details Person Name INN Last Update If a provider has an alias name a Y displays in the Alias column of the Provider Search Results Click Rates tab 3 LNL Provider
108. on 9 54 for more information about special needs rates and instructions for requesting a special needs rate It is the provider s responsibility to assure compliance with the Americans with Disabilities Act ADA Sick Children opecial needs rates also may be paid for sick children cared for by another provider when because of illness the child cannot attend the family s regular provider and the rate of the provider caring for the sick child exceeds the county maximum rate The county must have DHS approval for this rate to be paid During a child s illness your agency may choose to make payments for sick child care in addition to making payments to the regular child care provider This optional policy must be identified in your County Child Care Fund Plan 6 Rates and Fees 11 28 2012 113 Accreditation If a provider holds certain current early childhood development credential or is accredited by certain organizations and requests an accreditation differential a 1596 differential is paid above the maximum rate not to exceed the actual provider charge This rate differential is paid to both licensed and legal non licensed providers The accreditation credential rate becomes the maximum rate that can be paid to an accredited or credentialed provider A licensed family child care provider or legal non licensed provider is ONLY eligible for the rate differential for accreditation if they hold one of the following early childhood dev
109. on request Daily attendance records for children receiving child care assistance Attendance records must include the time in and time out To the extent possible the person dropping off or picking up the child should enter the time in and time out Deny or rescind authorization of a child care provider when you have reason to believe the daily attendance records are not being kept Require retention of these records for 6 years after the date of service Documentation of 3rd party payments of a family s copayment Documentation of payments made by a source other than the family of part or all of a family s child care expenses not payable under CCAP if the funds are paid directly to the family s child care provider on behalf of the family Payment documentation should include Payment source Amount received gt Type of expenses gt Time period covered 7 Payment Policy amp Provider Requirements 12 18 2012 120 Provider Reporting All providers are required to report IMMEDIATELY Child absence days when the child has been absent for more than 7 consecutive days gt End of care for a child covered by child care assistance Anychangesin initial information in the provider acknowledgment including the provider s rate charges for absences and holidays any notice days required before a child discontinues care and any required registration or activity fees gt Suspected maltreatment of minors t
110. onally ADH withheld concealed or misrepresented information to receive or to attempt to receive more benefits than they are Administrative Disqualification Hearing eligible to receive or to help another Intentional Program person to receive or to attempt to receive Violation more benefits than the person is entitled to receive gt A provider has willfully or intentionally withheld concealed or misrepresented information to be authorized by CCAP to receive or to attempt to receive payments to which the provider was not entitled or to help another person to receive child care assistance to which that person is not entitled You must inform the child care provider of their responsibilities and rights and of the penalties for intentional program violations Failure to give a provider this Penalty Warning will lead to the dismissal of any ADH The Child Care Provider Responsibilities and Rights DHS 4079 includes the Penalty Warning required for the ADH process When notified of an IPV determination the family is sent a 15 day notice of provider deactivation and the provider is sent the Child Care Assistance Program CCAP Notice of Disqualification for Intentional Program Violation DHS 3134A This disqualifies the provider for a specific period of time and ends child care assistance payments More information about provider disqualification is found in CCAP Policy Manual section 14 12 6 Review Workbook Supplement Com
111. orts are returned your agency will review for conviction admission of guilt or evidence indicating that the person has committed a criminal act including the type of crime the degree of the crime and the length of time since the crime occurred A finding that a delinquency petition is proven in juvenile courts must be considered a conviction in state district court After the initial background study an additional background study is required when Acurrent household member has turned 13 since the last authorization OR Another person age 13 or older has joined the provider s household since the last authorization OR Your county has reason to believe that a household member has a factor prohibiting authorization Note Agencies may conduct a criminal background study on children ages 10 to 12 if there is reasonable cause Actions which Prohibit LNL Authorization Certain actions will prohibit authorization of a Legal Non Licensed Provider These actions are described in the Actions Which Prohibit Authorization of an LNL chart in your Workbook Supplement Take a few minutes now to review this information Workbook Supplement Y Actions Which Prohibit Authorization of an LNL 2 LNL Provider Requirements 11 28 2012 16 Your agency may later authorize a previously denied LNL provider if the person Obtains a valid child care license from the State of Minnesota tribe or another state AND Maintains the valid
112. ose the window by clicking on the X on the tab Click X Provider Payment History tab Because you had another tab open the system returns to the Payment Summary window Close out of the extra session tab to return to your original Provider Payment History window Click X Payment Summary session tab lsd Jennifer Adams X This brings you back to the Provider Payment History window You may return to the MEC Home page Click Home icon 8 Billing Process 11 28 2012 129 Review Complete the Billing Process Review When you are finished compare your answers to those in the Answer Key Workbook Supplement v Billing Process Review 8 Billing Process 11 28 2012 130 Chapter Known Provider Entry Exercise DHS Kids Introduction This chapter provides directions for the provider registration process when a provider is already known to MEC Objective gt Independently register a provider to a county when the provider is already known to MEC and registered in another Financially Responsible Agency FRA 9 Known Provider Entry Exercise 11 28 2012 131 Known Provider Registration Before an agency can approve payment to any provider that provider must register with that agency Even if a provider is registered with another county for CCAP payment the provider is still required to register with your county before your county makes a child care payment to that provider All registration forms are req
113. otes field to record details about provider charges Notes Provider charges a one time 60 registration fee per family Click Save 5 Licensed Provider Entry Exercise 11 28 2012 101 M z MEC Lab Case Financial Provider InfoView Tools BJ Help Thursday December 22 2011 the Minnesota Department of Human Services north star 4G7 O0TRF 4279730 a 28 27 R Fa Zion Lutheran Pre Kindergarten Name Zion Lutheran Pre Kindergarten Status Pend2 Type MN DHS Licensed Center Provider ID 300404 DEE information Notice Activity Deduction Payment History Provider Notes Transfer Information License Taxinfo Registration amp Renewal Address Fees amp Accounts Background Study Alias Rates Accreditation Fraud Fees amp Accounts Payment Information Absence Policy Payment Method warant 7 Holidays Yes PaeeName 7000000000000 Absent Days ves x Billing Cycle Uncharged Absent Days EFT Information Fees Account Holder Registration Yes w Account Refundable No w Bank Activity No w Account Type Routing Number Notes Provider charges a one time 60 registration fee per family wt Click Next Registration and Renewal The Registration amp Renewal Window is the last window in the Add a Provider Workflow The window must be updated at both initial registration and renewal Click New Because we have everything we need for this provider we c
114. ou find a match create a new FEIN and restart the validation process You do not have a tax ID match therefore you must manually complete the fields in Information as Reported on W9 box 1099 Name For your selected provider Country USA Street For your selected provider City For your selected provider State Minnesota Zip Code For your selected provider Corporation Tax Exempt Organization No 5 Licensed Provider Entry Exercise 11 28 2012 97 Click Save A box appears prompting you to double check the tax ID number and re enter it Tax ID For your selected provider The information you entered now appears in the 1099 History box 5 MEC Lab Case Financial 3S Provider InfoView Tools BJ Help H Thursday December 22 2011 j Minnesota Department of Human Services north stan TELHTLILILLESRIITIEZA a Name Zion Lutheran Pre Kindergarten Status Pend2 Type MN DHS Licensed Center Provider ID 300404 Overview Information Notice Activity Deduction Payment History Provider Notes Transfer Information License Tax Info Registration amp Renewal Address Fees amp Accounts Background Study Accreditation Fraud Tax Info Tax Type FEIN 1099 History Tax ID 32 1565654 1099 Name 1099 Address Update 32 1565654 FEIN Zion Lutheran Pre Kindergarten 1601 4TH AVE ANOKA MN 5530 12 22 20 Tax ID Validation Reset Information as reported on W9 W9 Changes 1099 Name Zion Luther
115. ovider the Minnesota Department of Human Services P LAN BEAR EZ B amp Alerts x 2 InfoView Tools B Help Paley Friday Ofgober 28 2011 north ttan Worker ID PWwscsP9 e TRAINEE 239 Case Provider Name BULTMAN GARY Number ID 129817 3 Eligibility Intended Person 09 05 2011 Type Alerts 43 Explanation Unapproved results have been created and need y IHANSON MICHAEL 130254 3 Eligibility 09 19 2011 Unapproved results have been created and need ISSA MICHAEL 130258 10 03 2011 BULTMAN GARY Unapproved results have been created and need KOHLER STEVEN 129663 MARTINSON MICHAEL 130257 c c c MONCHICHI MICHAEL 130253 PENN STEVEN 129660 SANCHEZ MICHAEL 130251 1 1f Cc SqQqVQqQaQqQrs TRUMAN GARY 129836 CARE PROVIDER MARY 300349 Case Number 129817 Name BULTMAN GARY Type Eligibility Effective Date 09 05 2011 Period 09 05 2011 Created By FMD011 to 09 18 2011 Explanation Unapproved results have been created and need review Alerts are listed in the two tables in the center of this window The table on the left displays the Case Provider Name the case or provider Number ID and the number of Alerts currently associated with that case or provider On the left of the Case Provider Name column of this tab
116. ovider Entry Exercise Maryanne 11 28 2012 29 Background Study The Background Study window is only for Legal Non Licensed Providers It does not need to be completed during the Add Provider Workflow but it must be completed before saving an LNL provider as Approved DO NOT complete the Background Study window until the results of the background study have been returned If care is provided in the provider s home or site a background study must be completed for the provider and all household members 13 years of age or older In addition counties are required to do a background study for any household member 10 12 years of age when the county has reasonable cause All members of the household should be added to the Background Study window even those who are not yet 13 years old In most cases you will check to make sure that all household members are accounted for and that all background study results are current Your County Child Care Fund Plan indicates whether your county uses background study results from other counties when authorizing LNL providers If your county uses background study results from other counties and a family selects an LNL already authorized in another county your county is not required to conduct another background investigation unless one of the following exists gt Two years have passed since the first authorization Another person age 13 or older has joined the provider s household since the last a
117. ovider box Area Payment History Provider ID 300430 Click Go Provider Payment History The Provider Payment History window displays the payment history for this provider for the payment period indicated below are the Payment Period parameters which will default to the last 90 days If you don t see a payment listed change the Payment Period dates and click Search Try using a payment period that goes back 12 months from the date you are completing this workbook Take a closer look at the information on the window The Name Status Type and Provider ID number are displayed across the top of the window 8 Billing Process 11 28 2012 126 amp MEC Training J Case Financial 4 Provider Tuesday November 27 2012 ft Minnesota Department of Human Services north ster Se Pe he eee I PAPE 49 Adams Jennifer X Name Adams Jennifer Status Active Type Legal Non licensed Provider ID 300430 es ET Overview Information Notice Activity Deduction PaymentHistory ProviderNotes Transfer Provider Payment History Payment Period 09 03 2012 to 12 02 2012 Max Count Search Results 1 matches found Payment Issued Payment ID Gross Amount Total Deductions Net Amount Payment Status FRA 11 07 2012 100000080 859 20 0 00 859 20 Issued Ramsey County Go to Payment Summary Update 11 05 2012 By User System Once you have located a payment click on the row to select a payment At the
118. pending registration status if all the necessary information is not available at the time of entry A provider must complete the registration process and be approved before an FRA can issue child care funds to the provider In addition the registration process must be completed at least once every two years for funds to continue to be issued Click New The Financially Responsible Agency FRA is determined by your logon ID You will only be allowed to enter and update information on this window that is associated with registration in your agency If your Servicing Agency is associated with more than one FRA you will be prompted to indicate with which FRA you would like to register this provider This will only occur in the case of Multiple Servicing Agencies such as Faribault Martin and Southwest Health amp Human Services Registration Status Information is entered in the drop down fields below the Registration Status box which displays a history of information entered Possible status options for the Registration Status field are Approved Provisional Approval Pending and Denied Maryanne s registration is approved The Status Effective date is the date that the provider s status became effective Registration Status Approved Status Effective The first of fhe current month The End Reason field is disabled unless the Registration Status is listed as Denied End Reason options for denials include Failed CCAP Provider Requirem
119. plete the Payment Policy and v Payment Policy and Provider Provider Requirements Review in Requirements Review your Workbook Supplement When 1 you are finished compare your answers to those in the Answer Key 7 Payment Policy amp Provider Requirements 12 18 2012 122 Chapter Billing Process Introduction In this chapter you will learn about the billing process in MEC that is used to pay child care providers Objectives gt Review and explain billing process Locate payment information on MEC 8 Billing Process 11 28 2012 123 Billing and Payment Process Billing forms are mailed to the provider through MEC Once a provider has provided the child care the provider completes the billings form and sends it to the county Once the billing form is processed by the county payments are generated nightly When CCAP makes a payment a Remittance Advice RA is sent to the provider The Remittance Advice gives the provider details about the payment Below is a diagram which summarizes the billing and payment process Service Authorization is generated by MEC and approved by the case worker MEC automatically sends the Billing Form 8 days prior to the billing period Provider submits bill Billing worker enters the Billing Form information and approves it MEC pays the provider and Remittance Advice is sent Billing Form Process Once a provider is registered and connected to an active child care case MEC
120. quires an Effective date when you create a worker generated alert The following fields appear Alert Type Case Alert or Provider Alert Provider ID Defaults to the Provider ID that was highlighted previously Provider Name Auto filled by MEC Site Address Auto filled by MEC All of this information can be updated to meet your needs If you had a provider selected from the Alerts window when you clicked New the Alert Type will automatically indicate Provider Alert and the provider s ID is auto filled in the Provider ID field If you did not have a provider already selected from the Alerts window you can enter the provider ID number in the corresponding field or click on the Provider Search button to search for your provider by name Create an alert as a reminder to check for information you requested with your Special Letter Alert Type Provider Alert The window displays different fields depending on whether you create a Case Alert or a Provider Alert Provider ID Maryanne s Provider ID Tab Use the Tab key to trigger MEC to fill in Provider Name and Site Address fields Enter the following in the Text box 4 Notices Alerts and Transfers 12 18 2012 a 78 Text Check to see if Maryanne returned verification of First Aid and CPR training This information is needed for provider registration amp MEC Lab Financial Provider InfoView Tools E Help the Minnesota Department of Human
121. r notes with a Category of Fraud Provider notes with a Category of Suspension by County Provider notes with a Category of Immediate Suspension Y Y V WV WV Provider notes created less than 6 months before today s date Provider notes are not stored automatically but can be stored by highlighting the selected note and clicking on the Storage button Stored provider notes may be retrieved from storage through user action To find a note that Is in Storage change the Provider Note Type field to Storage or All Return to the Home Page 3 LNL Provider Entry Exercise Maryanne 11 28 2012 55 Click Home icon Review Complete the LNL Provider Entry Review in your Workbook Supplement When you are finished compare your answers to those in the Answer Key Workbook Supplement VY LNL Provider Entry Review 3 LNL Provider Entry Exercise Maryanne 11 28 2012 56 Chapter Notices Alerts and Transfers Introduction In this chapter you will learn the notice requirements for providers and the correspondence types available through MEC You will learn how to use Alerts and how to transfer provider registrations from one provider worker to another Objectives Describe provider notice requirements Locate and view notices gt Create and view special letters gt Create and view provider memos gt View and create provider Alerts Practice a provider transfer 4 Notices Alerts and Tran
122. r the Worker ID of the worker you are transferring the registration to If you don t know the worker ID you can use the Worker Search button and search for the worker You will transfer Maryanne s provider registration to a Trainer ID 4 Notices Alerts and Transfers 12 18 2012 86 Worker ID PWSCSP9 Tab When you use the Tab key the system is triggered to search and display the worker name that was entered in the ID field The Worker ID PWSCSPS9 is a training ID Financial Provider InfoView Tools BJ Help Wednesday December 21 2011 the Minnesota Department of Human Services north star Sri Pe hk LZA Da Name Paidea Child Development Center Status Active Type MN DHS Licensed Center Provider ID 300401 Information Noti Activity Deductiol Payment Hist Provider Provider Registration Transfer Between Workers Teams MEC2 MAXIS Training Approved 12 20 2011 Transfer From Transfer To Worker ID P GRSB56 Worker ID PSCSP8 Worker Search Name SEIDL SUSAN Name Transfer Immediately Yes w Servicing Agency Assignment End 12 21 2011 siia Click Save The window refreshes and you can see that Maryanne s registration has now been transferred to the training ID 4 Notices Alerts and Transfers 12 18 2012 87 Congratulations You have completed this exercise Return to the Home page to get ready for the next activity Click Home Review
123. re he provider charges all families for these days gt The holiday falls on a day when the child is authorized and scheduled to attend he provider charges for holidays Holidays Yes In addition to paying for holidays CCAP also pays for absences that do not exceed 10 days Absent days are only paid if the provider has a written policy for child absences charges all other families for similar absence and would otherwise be charging the family for this day Maryanne charges for absent days Absent Days Yes In the Uncharged Absent Days field you enter the number of absent days the provider allows before they begin to charge for absent days You can enter anything from 0 10 you can also leave the field blank Maryanne charges for all absent days so it should be left blank 3 LNL Provider Entry Exercise Maryanne 11 28 2012 39 Uncharged Absent Days Leave blank In the Fees box the Registration field must be completed for the provider status to be active Registration fees cannot be paid for LNL providers CCAP can pay registration fees for certain types of child care providers if the provider charges a fee to enroll children in the child care program and the fee is not included in the provider s rate You may only pay for two registration fees per child in a 12 month period up to your agency s maximum fee Maryanne does not charge nor can CCAP pay a registration fee The Refundable field refers specifically t
124. rom the window 4 Notices Alerts and Transfers 12 18 2012 71 Click Save A pop up window appears again and indicates that a memo has been created and where you can view it Click OK Navigate back to the Notices window to view the memo you just created Click Notices tab When the Notice window is displayed you can see that your memo is listed and waiting to print Highlight the memo to view it Click Row displaying new memo Click View Comments Take a few minutes to review the memo Remember the text in the Comments section Editing Memos will appear above the worker name when the notice is printed You can edit the content that you created by clicking Edit To return to the Notices window and then back but you cannot edit the memo to the MEC Home page text that MEC has created Click Back Click Home icon 4 Notices Alerts and Transfers 12 18 2012 72 Provider Alerts MEC generates Alerts or messages for workers which notifies them of changes identified during system processing Alerts inform you of a change in status an effect on eligibility or information pertinent to provider maintenance oome Alerts are informational and do not require any follow up or action on your part Other Alerts require further action or processing to complete the change The wording of the alert gives information about what has taken place and what you need to do The Provider Alerts Table shows all of the system g
125. round review process Require the following from a Provider gt A signed Parent Acknowledgement gt First Aid and CPR training verification gt The Authorization for Background Release form gt Review of the health and safety information provided by your county If all requirements are not met within the 30 day processing time the provider registration will be denied automatically by the MEC system Counties must provide each registered LNL provider with information about immunization and nutrition health and safety early childhood development and school readiness material identified by DHS or materials that are available locally that meet the requirements 2 LNL Provider Requirements 11 28 2012 14 Training requirements In addition to the registration forms LNL providers must meet training requirements gt Require completion of First Aid and CPR training prior to authorization gt Require verification of at least 8 hours of additional training listed in the MN Center for Professional Development Registry upon subsequent renewal For new applications if verification of the training requirements is not received initially request this documentation from the provider DHS recommends you use the MEC opecial Letter function to request this information Always enter a Provider Note documenting that the training verification was requested The documentation showing completed First Aid and CPR training must show that t
126. rovider Entry Exercise 11 28 2012 134 Workbook Supplement Y Known Provider Registration Windows Flowchart To check the rest of the information begin with the Information tab Click Information tab Information Compare the Provider Type and Contact Information that is shown with what you have on your forms for this provider Click Registration and Renewal tab Hegistration amp Renewal The Agency Registration History table at the top of the window lists all of the FRAs that have completed a registration for this provider Check to see if the provider you have selected is already registered in your county If a provider was already registered in your county you would not need to register the provider with your county The bottom portion of the window displays Registration Status Information for the FRA highlighted in the table above it However before you can approve this provider s registration you must gt View the rest of the providers record AND Make sure that the record is current and that it matches the information provided in the registration packet 9 Known Provider Entry Exercise 11 28 2012 135 Once the provider is registered you can update any portion of the record that needs to be updated The provider record is updatable by any agency that has registered this provider This includes address changes updates to Fees amp Accounts or any other change the record requires The only portion of the re
127. rovider registration and acknowledgement packet explaining the registration process including a request for basic information regarding the provider the provider s payment policies and the provider acknowledgment to all providers 1 CCAP Provider Overview 11 28 2012 8 Provider Registration Packets Include the following attachments with all provider registration packets Cover letter Important Child Care Provider Registration Enclosed Child Care Provider s Responsibilities and Rights DHS 4079 Notice of Privacy Practices DHS 3979 for Child Care Providers Direct Deposit Form for the MN Child Care Assistance Program DHS 3552 Y Y V WV WV Child Care Assistance Program Financial Tracking Form Instructions DHS 5318 gt W 9 Request for Taxpayer Information The W 9 needs to be sent to providers when they are being authorized for the 1st time on MEC or when being reactivated in the system If the provider is currently authorized and active on MEC a W 9 form does not need to be included with the packet In addition to the forms listed above the appropriate Provider Registration and Acknowledgement forms must also be sent to providers based on the provider type It is advisable to include your county s payment policies as well as the Absent Day policy The Minnesota Child Care Assistance Program Provider Guide DHS 5260 is also a useful tool for providers Licensed Providers gt CCAP Licensed Provider Regis
128. ry information for a user Practice using this function by searching for your own name and information Last Name Your last name First Name Your first name Click Search Your name should appear on the list If your name isn t on the top find it and click on any data field to highlight your name You can use the scroll bar on the right side of the user box if needed These search results are limited to 40 names Below the display box are two boxes The left box lists the information about you The box on the right side contains your supervisor s information Please review this information If it is not correct you will need to contact the MEC Security Liaison at your county To search for other workers or Servicing Agency click Reset Search results are limited to 40 names if you are using the Servicing Agency field to search for a person you may need to enter the initial of their last name to ensure it displays Click Provider Registration List tab 4 Notices Alerts and Transfers 12 8 2012 83 Provider Registration List The Provider Registration List defaults to all approved registrations for your Worker ID Notice that the Provider ID and Servicing Agency fields are disabled To search for registrations using these fields you must click on the Reset button which allows access to all three of the following fields Worker ID Provider ID Servicing agency As soon as you select one of thes
129. sfers 12 8 2012 57 Provider Notice Requirements Policy requires that providers receive notice under specific circumstances Most provider notices are generated by the system these notices usually require no action oome notices are not system generated and require that the appropriate DHS form be manually mailed to the provider Notice requirements differ depending on the type of notice Detailed information about different types of notices conditions regarding when they are sent and information which must be included in them are given in the CCAP Policy Manual Different types of provider notices and the corresponding CCAP Policy Manual reference are gt Approval Notices See 12 6 3 Adverse Action Notices Termination Notices See 12 1 12 6 6 12 6 9 gt Provider Overpayment Notices See 12 3 15 gt Deductions Required By Law Notices See 12 6 12 Approval Favorable Notices When a Child Care Assistance participant is authorized for care with a provider a service Authorization SA notice is sent to the provider Likewise when favorable change is made to the child care case that affects the provider such as increased authorized hours or a decreased copayment the Service Authorization reflects the change service Authorizations include the following information Family s name Authorized hours of care Copayment amount County maximum rate that may be paid and How payments w
130. sued 11 07 2012 Payment Method Electronic Funds Transfer Payment ID 100000080 Warrant Provider Adams Jennifer EFT 20000044 Provider ID 300430 FRA Ramsey County Payment Action Reason Paid To Amount Gross Amount 859 20 Claim Recoup 0 00 Child Support 0 00 IRS Levy 0 00 State Levy 0 00 Payment to the Family No Bank Name Affinity Plus FCU Payee Jennifer Adams Account Holder Jennifer Adams Address 296 7THSTE Account Type Checking Routing Number 296076301 SAINT PAUL MN 55101 2301 Account Number 178653 Federal TIN 0 00 State TIN 0 00 Net Amount 859 20 Go to Provider Payment History Update 11 05 2012 By User System Take a couple of minutes to review the information on this window If the payment was made by EFT only the last four numbers of the provider s account number show unless you have EFT access Now navigate to the Provider Payment History window again using the button at the bottom of this window 8 Billing Process 11 28 2012 128 Click Go to Provider Payment History The system opens yet another tab for the Provider Payment History window You now have three tabs showing at the top of your MEC window Case d Financial 49 Provider InfoView Tools Help H MEC Ay Minnesota Department of Human Services j l VIHEN Name Adams Jennifer Status Active Type Legal Non licensed When you are done with this window you can cl
131. t you will need to navigate to the DHS Licensing website to select a licensed provider for this exercise The DHS Licensing website address is http www dhs state mn us Licensing ProgramLists pdf flccc pdf Once you have completed reviewing the materials and identified the information on the checklist you are ready to begin entering this provider in MEC You will follow the Licensed Provider entry process shown in the flowchart Provider Search Whenever you enter a provider on the system begin by conducting a provider search You must determine whether the provider is known to MEC This is done to avoid assigning duplicate Provider ID numbers Click Provider Search Icon amp 5 Licensed Provider Entry Exercise 11 28 2012 91 As you have already learned there are three ways to search for a provider and they are by number by name or by address Inquiring by number allows us to search using several types of identifying numbers including license numbers If an identifying number is provided a search should be done by number first Keep in mind that the system returns only an exact match when searching by number You are going to search for your provider by name Searching for a provider by name is required in order to add a new provider to MEC Always begin a search with the assumption the provider you are searching for is known to the system Business Name For your selected provider Click Search The system displays
132. tation Fraud Fraud Disqualification Begin Disqualification End information Number Offense Financially Responsible Agency Reason Fraud Investigator Disqualification Period Phone Update By User The Fraud window displays a fraud offense history box at the top The specifics of each fraud occurrence are accessed by clicking on in the history table The Offense field will display the offense number for the provider Disqualification Begin and Disqualification End dates are set automatically by the system The length of disqualification depends on how many offenses have incurred First Offense provider is disqualified for one year Second Offense provider is disqualified for two years gt Third Offense provider is disqualified indefinitely 3 LNL Provider Entry Exercise Maryanne 11 28 2012 50 Help Reminder Click on the Help icon to view a list of fields and Number system generated field descriptions for the window Information should be entered for each offense Offense date of the offense Financially Responsible Agency at the time fraud occurred Reason select from drop down listing Disqualification Period set by the system Fraud Investigator if known Vv Vv Vv WV V WV Phone phone number of the fraud investigator if known Prior Fraud Convictions Each time a new fraud offense is recorded MEC initiates a background trans
133. tes paid by CCAP are county specific and determined by a Number of providers in the county b Type of provider c Age of child d Type of provider and age of child 2 Legal non licensed providers are paid only at which rate a Hourly rate only b Daily rate only c Weekly rate only d None of the above 3 lf a child attends child care for any part of a day and is also absent for part of the day does it count towards the ten absent day payment limits a he full day is not paid and it does not count b The full day is paid and it does not count c The full day is not paid and it does count d The full day is paid and it does count 4 You must pay a provider s charge for up to 10 federal or state holidays per year if a he provider is closed and not providing care b The provider charges all families for these days c he holiday falls on a day when the child is authorized and scheduled to attend d The provider meets all of the criteria above Answer Keys 11 28 2012 158 5 lf a provider holds a current early childhood development credential or is accredited and requests an accreditation differential a 1596 differential is paid above the maximum rate not to exceed the actual provider charge This rate differential is paid to which providers a Only licensed providers b Only legal non licensed providers c Both licensed and legal non licensed providers d Only providers accredited by the National Associa
134. ting Yes Previous License Number License Holder Name Zion Lutheran Pre Kindergarten Licensor Name TONIA HAY Click Save Click Next Tax Information Once Tax ID and 1099 information are saved on the Tax Information window it can only be updated by DHS staff For this reason be prepared to enter information in all fields when you have the tax information to enter in this window 5 Licensed Provider Entry Exercise 11 28 2012 96 Completion of the Tax Information window is mandatory for provider approval If you do not have information from the W 9 and your provider status is pending bypass this window by clicking Next and complete it later Prior to saving this window the tax ID and validation results can be cleared by clicking Reset This is similar to the way the feature worked on the previous window with the license number Click New Tax Type FEIN Tax ID You creafed for your selected provider Click Tax ID Validation Pressing the Tax ID Validation button launches a search to see if the tax ID entered already exists in MEC it also validates the format of the number entered This feature does not interface with the SSA or the IRS If a match is found within MEC the system will populate the Information as Reported on W9 box with known data Check to make sure this information is correct If no match is found you must manually input information into this box For training purposes in the Lab region of MEC if y
135. tion Facility box unless your county has received approval from DHS for at risk rates for this provider 3 LNL Provider Entry Exercise Maryanne 11 28 2012 46 I MEC Lab Case Financial 4 Provider InfoView Tools Lj Help Monday December 19 2011 the Minnesota Department of Human Services north star TELHSTLIEERLE Z2 Sucmmame Yt Name Lincoln Maryanne Status Active Type Legal Non licensed Provider ID 300399 le J Overview Information Notice Activity Deduction Payment History Provider Notes Information License Taxinfo Registration amp Renewal Address Fees amp Accounts Background Study Mlias Accreditation Fraud Effective 11 15 2011 Rate Period Standard Rates Weekly Non Standard Infant NIA MIA Toddler NIA NIA Pre School MA MA School Age MA N A At Risk Population Facility Hourly Non Standard Infant NIA NIA Toddler MIA MIA Pre School MIA MA School Age MA MIA Cia ee osae ren Update 12 19 2011 By User P WSRS66 Click Save Another window that you may use often is the Accreditation window Click Accreditation tab 3 LNL Provider Entry Exercise Maryanne 11 28 2012 47 Accreditation This window collects and displays accreditation information for a provider A provider holding certain current early childhood development credentials or accreditations may submit a request for payment of an additional 15 differential rate above the max
136. tion for Family Child Care Answer Keys 11 28 2012 159 True True True True True 7 Payment Policy amp Provider Requirements False False False False False False False False Answer Keys Answers True or False When the provider charge is greater than the maximum allowed the parent is responsible for the difference If a provider submits a bill for services to the county within 10 days after the month of service the county must issue payment within 60 days of receipt of the bill The county must issue payment within 30 days of receipt of the bill In order for care to be provided in the child s home the child s parents must have authorized activities outside of the home and meet additional criteria A Provider must keep daily attendance records detailing drop off and pick up times and to the extent possible who dropped off and picked up If the provider s policy requires payment during a notice period when care is reduced or terminated and the family does not continue to bring the children to child care payment to the provider must be terminated In this situation payment to the provider must still be made Child care providers are required to maintain and make available to you documentation of third party payments of a family s copayment upon request Require all providers to report immediately when a child has been absent for more than 15 consecutiv
137. tration and Acknowledgement DHS 51 90 Licensed Exempt Providers gt CCAP Licensed Exempt Provider Registration and Acknowledgement DHS 5191 1 CCAP Provider Overview 11 28 2012 9 Legal Non Licensed Providers gt CCAP Legal Non Licensed Provider Registration and Acknowledgement DHS 5192 Child Care Assistance Program Authorization for Release of Background Study one for each person in the household who is 13 or older Health and Safety Information and Immunization Information gt Information about First Aid and CPR training requirements The Commonly Used MN CCAP Forms table lists many of the different Child Care Assistance Program CCAP forms that are used The forms indicated with a P in the right column are forms that are included in the registration packet Take a few minutes now to review the information on the handout See below Commonly Used MN CCAP Forms Review the list of letters and notices for all provider types listed in the Commonly Used MN CCAP Forms table which is in your Workbook Supplement The templates of these letters and notices are available through eDocs Workbook Supplement Y Commonly Used MN CCAP Forms County Child Care Fund Plan Each county has a County Child Care Fund Plan that identifies the county s optional policies and procedures You should review your County Child Care Fund Plan so that you are aware of the optional policies that your county has chosen to implem
138. try Exercise Provider selected warrant as their method of payment and chooses to be paid Provider charges a one time 60 00 registration fee per family They also Storage New Delete provider on MEC Home icon Workbook Supplement V Licensed Provider Entry Review 11 28 2012 108 Chapter Rates and Fees Introduction CCAP sets maximum provider rates for each county CCAP can pay the provider s charge or the maximum rate whichever is less The rate that is paid to providers depends upon the many factors provider standard rates State of Minnesota maximum rates for CCAP provider type CCAP children s age category provider accreditation special needs rates child absent days holidays registration fees and approved service Authorizations A provider worker must have a basic understanding of these policies and procedures in order to answer any questions the Provider may have Objective gt Describe CCAP provider rates and fees policy Recognize situations and rules which affect provider payments 6 Rates and Fees 11 28 2012 109 Provider Rates DHS conducts a statewide child care provider rate survey every other year All licensed family child care providers and licensed child care centers are included in the survey The survey informs the state legislature about market rates The state legislature sets the maximum rates Rates are county specific and determined by type of provider a
139. ublic school for children 33 months or older gt Camps licensed by the commissioner of the Minnesota Department of Health 1 CCAP Provider Overview 11 28 2012 Legal Non Licensed LNL Providers Legal Non Licensed LNL providers are not licensed or license exempt They must meet the following criteria Be at least 18 years of age Not be a member of the MFIP assistance unit or a member of the family applying for or receiving child care assistance Provide child care only to related children and or provides child care to children from a single unrelated family at one time Related means the provider is a sibling a step sibling a niece a nephew a grandparent an aunt or an uncle Must not meet any criteria which prohibit authorization These criteria are described in the following chapter Legal Non Licensed Provider Requirements Must successfully complete a background check meet First Aid and CPR training requirements AND Must not be disqualified for any other reason Registrations Before you can approve payment to any provider that provider must register with your county Registration is the process you use to determine whether the provider chosen by a family meets the Registration The process used to determine whether a provider meets the requirements necessary for payment of requirements necessary for child care assistance payment of child care assistance The county will send a p
140. uesday January 10 20172 LS minnesota north Star Prowler Dos a d Date 01 10 2012 Worker FWSRSb5 Note Registered and entered LNL provider Linda Caregiver Linda will provide child care in her jwusehold Her household consists of 2 adults only Linda and her husband Steven and W9 are on file as background study Background Study release forms LNL Registration form Both have passed well as a copy of her certificate verifying Linda met the Basic First Aid and CPR training requirements Linda does charge for absent days and recognized State and Federal holidays She requires 15 days notice of termination Rates and alias entered Renewal date set out 24 months ies today Eataa sme Dont save 175 11 28 12 Answer Keys Word Find Answers ENOITAZIROHTUAERTTTFSDVZXIOE ZGWXHZYWBMCWUKXZSZLBAMFCYVDF N L OO C E IGOREKLODEMFDRZANZRHOGVTRWIP VHKTAISWESYWOLRFBOUFJANRDWMTRH MOIOALTGGWZYWPCBNBOSYKNABPPGEH NCVPSZOQORGHNBCANLWSXSWHPA OENLSNNHOSWCUORRIFRIHES AMOPHAHMUDADHA A OHPMHNAH AH x H ff MAaANHH PAOOA RHE HGExXHMPHamMHnH om A Ni a OU AO n H AOS A ah Oy Ve PMmMaZaHNoODM BAH MH m UMnAX HOR ANMOUD PHU OMNORnAHHA AAHMOOD 2NnNHMAZAMGMATDOD AN TER EA WO d Ki Ae AaS O Q OU Em A A H gt gt EJ HAH zZz DRAB H NUANDAAH gt S Ol Ej 2 M B HEX H 2anHE A O n ElpP5Huo H N f G7 UO A E4 EH HHH M SP m e i t0 E4 ad Ay gt a a D lt Ef O TMZOKCCIFPAA
141. uired from the provider even when registering a provider already known to MEC Known Provider Registration Exercise In this next exercise you will select a provider known to the MEC Provider database and go through the process to register that provider for your county In order to allow other workers from your county to practice this exercise you will not register this provider with your county during this exercise Refer to the DHS Kids Portfolio which includes the License Exempt Registration form and W 9 DHS Kids Portfolio Y Review all materials and keep them close by to compare to the data already entered in MEC As with all provider registrations your first step is to conduct a Provider Search This is usually the point when you discover if the provider is known to the MEC system Unlike a new provider entry which requires you to assign a new provider number you do not register the provider via the Add a Provider Workflow 9 Known Provider Entry Exercise 11 28 2012 132 Provider Search Click Provider Search icon Business Name DHS Kids Click Search The system will search for a potential match amp MEC Training Som Pd J Case amp Financial Ber Provider amp I InfoView Tools Help Thursday March 1 2012 the Minnesota Department of Human Services north star IIBER ELO LEE I Provider Search Number Name Provider ID Business Name DHS Kids SSN Last Address FEIN First
142. ur answers to those in the Answer Key Workbook Supplement Y Child Care Providers Review 1 CCAP Provider Overview 11 28 2012 12 Chapter LNL Provider Requirements Introduction This chapter introduces you to the basic policy and additional requirements for Legal Non Licensed LNL providers to be registered and authorized for CCAP payments You will learn LNL provider eligibility requirements and be able to define and describe the registration process and requirements Objectives gt Identify the registration process of Legal Non Licensed child care providers gt Identify the LNL provider training requirements Describe background study requirements gt Recognize actions which prohibit authorization of an LNL provider 2 LNL Provider Requirements 11 28 2012 13 When a Legal Non Licensed Provider Is Selected Legal non licensed providers must meet additional requirements to be registered and authorized for CCAP payments Providers must be informed of these requirements When an LNL Provider is selected Parent s Choice Describe the registration process Describe the participant s CCAP allows parents to responsibilities and rights when choose legal child care choosing a provider providers that best meet the needs of the family Explain that immunization records are required for each child within 90 days of the date that care begins updating as necessary Explain the criminal backg
143. uthorization Acurrent household member has turned 13 since the last authorization Your county has reason to believe that a household member has a factor prohibiting authorization gt The county s provisions for unsafe care differ from those established by the county responsible for the first authorization If your county has provisions for unsafe care they are listed in your County Child Care Fund Plan To create a new Background Study window for Maryanne use the buttons at the center and bottom of the window Click New 3 LNL Provider Entry Exercise Maryanne 11 28 2012 30 The Financially Responsible Agency FRA will default to your County FRA If you have security for more than FRA a Select Financial Responsible Agency pop up window will appear listing the FRAs associated with your Servicing Agency The Overall Result Effective date is the date associated with the overall background study results for this provider Overall Result Effective The first of the current month The table to the right of the effective date will show a history of background study results including the Overall Result the Overall Result Effective date and the Expiration date When there is information in the history box and you select a row more detailed information is shown in the fields below Last Completed Background Study Expiration Financially Responsible Agency and Overall Result Help for MEC Window and Fields 4 Remember that
144. w entered all of the information available on this window At this point you must either save your work and continue with the provider workflow or discard your work and exit the queue oave your work and continue the registration Click Save 5 Licensed Provider Entry Exercise 11 28 2012 94 Notice that the Next button at the bottom left of your window is now activated Click Next License The next window in the queue is the License window When entering licensing information for a non MN DHS licensed provider for example an out of state provider skip the license validation step The licensing interface only works for DHS licensed providers You have license information to enter for this licensed provider Click New License Number For your selected provider Click License Validation button The License Validation accesses information stored by the interface Since this provider is licensed by the State of Minnesota the provider name and licensing information is auto filled via the DHS Licensing Interface Information from the interface can only be updated by the interface or by TSS Help Desk staff If this information is incorrect and you need to correct the License Number press Reset to clear the information and re enter the license number If information received from DHS Licensing is not recognized by MEC interface or there is an License Validation in MEC error a message will appear in the Status field contact the
145. xisting provider records in MEC that have a match on the License Number Find existing Agency Registrations with that Provider ID and if there is a license status change trigger the Provider Background Process which will generate Alerts Licensed Provider Entry Licensed Providers like Legal Non Licensed Providers are added to MEC via the Add a Provider Workflow MEC will queue a series of windows necessary for licensed provider registration The windows in the Licensed Provider queue are shown in the Licensed Provider Entry Process flowchart Take out the flowchart now and review it Workbook Supplement v Review the Licensed Provider Entry Process Flowchart When entering information into the MEC system remember to code as much information as you have available The workflow allows you to bypass certain windows and enter missing information later as it becomes known 5 Licensed Provider Entry Exercise 11 28 2012 90 The minimum information needed to enter a licensed provider is Provider Name Address Exercise Z2 Licensed Provider You will enter a licensed provider in the Lab region of MEC now Take out the Licensed Provider Portfolio including the Licensed Provider Checklist Licensed Provider Registration Form and W9 form Follow the instructions on the checklist Licensed Provider Portfolio v Review all materials v Complete the checklist As instructed in the Licensed Provider Checklis
146. y Deduction Payment History Provider Notes Transfer information License Taxinto Registration amp Renewal Address Fees amp Accounts Background Study Alias Rates Accreditation Fraud Background Study Last Completed 01 10 2012 Financially Responsible Agency Ramsey County Background Study Expiration 01 10 2014 Overall Result Pass Last Caregiver First Linda Birthdate 047191969 E SSN 651 54 5411 seata save Dontsave wow 167 11 28 12 Answer Keys Background Study Steven J case Financial 4 Provider Infoview A Toots EZ Help Hy Tuesday January 10 20172 B TSM Minnesota Department of Human Services minnesota ERLEAISSLZA IAJOS FAC 2 Name Caregiver Linda Status Pend Type Legal Non licensed Provider ID 300405 lls Overview information Notice Activity Deduction Payment History Provider Notes Transfer information License Taxinto Registration amp Renewal Address Fees amp Accounts Background Study Alias Rates Accreditation Fraud Background Study Last Completed 01 10 2012 Financially Responsible Agency Ramsey County Background Study Expiration 01 10 2014 Overall Result Pass Last Caregiver j FER HOMER Status Effective 01 10 2012 Birthdate 02107968 T seata sove Dwtsme wow 168 11 28 12 Answer Keys Address C3 MEC Lab I case
147. y Answers 10 Provider Type Change Answers 11 MEC Completed Windows for Linda s LNL Provider Entry Crossword Puzzle Answers Answer Keys 11 28 2012 152 1 Child Care Providers Answers Fill in the blanks A day camp licensed by the Department of Health is considered which one of the three provider types License Exempt Center The Notice of Privacy Practices DHS 3979 must be included with all registration packets sent all providers Reauthorize all providers every two years Also reauthorize Legal Non Licensed providers at the following times Whena household member turns 13 years old When there is reason for concern DHS is prohibited from issuing payments for child care that is provided by someone who resides in the same home asthe child Note DHS is also restricted from issuing payments when the child care is provided in the child s home unless an exemption is met If a provider is currently authorized and active on MEC a W 9 form does not need to be included with the packet Templates of all DHS forms can be found on eDocs Answer Keys 11 28 2012 153 2 Legal Non Licensed Providers Answers Fill in the blanks Certain providers must meet certain training requirements prior to authorization These providers are Legal Non Licensed providers An LNL provider must provide a signed Authorization for Release of Background Study form for the provider and all household members age 13 a
148. y and or title for the provider note created Summary LNL Registration In the Note field enter a free form note explaining any action s taken and the reason s why Provider Notes are a part of the permanent MEC record and can be viewed by all users statewide It is very important to write clear accurate and appropriate provider notes Use Provider Notes to record essential facts simply and clearly The Notes feature does not include spell check Notes may be modified and or deleted but only on the date they are created What Why When Provider Notes should be a clear accurate and appropriate documentation of facts and important information for the record 3 LNL Provider Entry Exercise Maryanne 11 28 2012 53 Note Registered new LNL provider status effective the first of the current monfh Background Study Maryanne lives with her husband and two children ages 15 and 9 Background studies passed for all members of the provider s household age 13 and over Fees and Accounts Maryanne selected warrant and chooses to be paid every two weeks She charges for Holidays and Absent Days Rates Maryanne charges the following rates Infant 2 50 Toddler and Pre school 2 15 School Age 2 05 Accreditation Maryanne holds an Associate Degree in Child Development as of 01 01 this year and is eligible for the rate differential effective the first of the current month Verification of current First Aid and CPR

CCAP Provider Workbook - Minnesota Department of Human

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