Joyce Baron Westbrook Boulder County CCAP Provider Specialist
Contents
1. 30 How to Print the Attendance Report Continued The Attendance Report can be attendance Report today is 66 16 generated for e Any date range up to 14 days for the past 365 days e g 2 days 5 days 8 days 14 days e Press Enter green arrow if you do not wish to enter a date range e All cases or a single case e Press Enter green arrow if you do not wish to enter a case number Wait for report to generate and print Attendance Report Printing Options A Report for all cases for today s date Press the first purple key from the left to print the report for today s date for all cases The word Print ap pears above the purple key No data entry is required B Report for all cases for a single day Key in the From date and press the green enter key which will add MM DD in the To field Press the green enter key or press the first purple key from the left The word Print appears above the purple key 32 Attendance Report Printing Options Continued C Report for a date range for all cases Key in the desired date range e g up to any 14 day period for the past 365 days in an MM DD format Press the green enter key to move to the next field Leave the Case number field blank and press the first purple key from the left The word Print appears above the purple key D Report for a specific case for today s date Press the green enter key twice to move to the case number field Key in the ca2. for POS No there is no cost for the transactions from the POS 00 S E device to CHATS 53 Common Questions About the POS Device Can use my cell phone to connect to the d No all POS devices must be connected using a land based phone line POS device Can I get more than one POS Best practice is one POS device for 40 children You may device apply for additional POS devices 00 Can a provider keep his her eee No A provider can never have possession of STEREOS eet e Ue their clients CCAP card If this happens they locaton He a ae mey will no longer be a CCCAP provider check in and check out The POS device works The POS device stores entries for up to 10 days so they but the pone can be transmitted when the problem is solved When this line does not happens a SAF Stored message will display 54 Point of Service POS Device Paper Supplies The POS device comes with two thermal paper rolls when it is shipped to the provider Providers are responsible for purchasing additional thermal rolls as needed Example office supply stores or online stores The POS device must have a thermal paper roll in order to work Thermal Paper specifications Thermal paper for a Verifone Vx510LE Thermal single ply 2 25 inches x 85 feet Quantities of 1 10 25 or 50 rolls Prices may vary Example In June of 2012 the prices ranged from 0 46 to 1 93 per roll depe
3. Choose 2 for Check Out Prou ider Options F4 Type child number s from Attendance Type the card carrier Inen 2 Check Out Enter multiple children if 3 Prev Check In ca fac i ae he Pa Le necessary Press Enter after 4 Prev Check Ou each child number Press Enter green arrow after all children are entered POS device displays an Enter Child approved pending or denied message 21 Previous Check in out Functions Shall not be used instead of Check in out functions Used for attendance exceptions e School aged children who take the bus or walk to the facility e Another adult without a card dropped off or picked up the children ona limited basis e The POS device was not available due to a malfunction or inability to connect to a power supply e Replacement CCAP Card in transit Client forgets the CCAP Card Error prone activity e Requires additional manual entry from the client Records start time of child care for prior POS Attendance Functions Previous Check In time or day Client will swipe the card and enter PIN 4 digits Press Enter green arrow Choose 3 for Previous Check In Enter Date Enter Enter Time Enter Enter 1 for AM or 2 for PM Enter child number s Press Enter after each child Press Enter again after all children are entered POS displays an approved pending or denied message Attendance Tape i Check In 2 Check Out 3 Preyv Che
4. FT Full Time 5 hours through the 11 hour FT PT 12 through the 16 FT FT 17 through the 24 hour This cannot be used on an ongoing hour basis Authorization Notes lt 13 Authorization Eligibility Notice Continued Child s Schedule Standard Schedule Effective Date 10 31 2010 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY NOV FT FT FT FT FT WEEK 1 NOV FT FT FT FT WEEK 2 NOV FT FT FT FT WEEK 3 NOV FT FT FT FT WEEK 4 NOV FT FT WEEK 5 DEC FT FT FT WEEK 1 Authorization Eligibility Notices display the child s weekly schedule This schedule may be edited on a day to day basis The county is required to provide you with an updated Authorization Eligibility Notice each time changes are made to the care schedule Please read and understand the authorization notes 14 Provider Best Practices Require complete sign in out sheets daily Use the YouTube video to assist clients in understanding the process Assist the client the first or first few times in using the device and card Establish written policy for clients Clients without cards School aged children Missed swipes Client financial responsibility Reconcile client POS attendance with the sign in sheets daily Insist clients correct swiping errors immediately Assist clients in troubleshooting errors The Parental Fee Is different for every family The Parental Fee is based on A percentage of
5. after the replacement POS device is installed A pre paid pre addressed return label is included with the replacement POS device Use this label to return the damaged POS device to Xerox Adult Caretaker Interactive Voice Response IVR There is a client Interactive Voice Response IVR for assistance with pinning the client s CCAP cards The client uses this IVR to select initial PIN or change PIN Instructions are included on the card carrier as well as on the Pinning Letter on what data must be entered to select a CCAP card PIN The same phone number is used for the initial pinning and if the client wishes to change PIN in the future Toll free number 1 877 779 1933 If the client receives a replacement card he she does not need to PIN the replacement card unless he she wants to change the PIN Provider Self Service Portal PSSP CDHS is working on the Provider Self Service Portal PSSP with rollout expected in the Fall of 2013 UAT Training during Monday 5 13 Friday 5 24 at the Pinnacle Training Center in Thornton for testing of the PSSP Sign up if you haven t already through cdhs_pssp state co us This UAT testing will provide you a preview of what PSSP will offer The time commitment is a 4 hour orientation and a minimum of 4 hours of testing PSSP is a web based read only tool that will allow CCAP providers to view appropriate CHATS data PSSP will allow access to your provider s family authorizations
6. approved schedules payment information swipe data reports and more As the CDHS PSSP team plans for rollout they will be providing training for County Trainers and will also provide the providers with training required to obtain access to PSSP Boulder County also anticipates providing training to providers through a lecture style forum at a time and location to be determined Please keep an eye out for this information Thank you for your time today and for supporting our CCAP families
7. in for care Authorized vs Attended Hours CCAP will pay the lesser of the attended and authorized hours Example The child is authorized for FT 8 hours The child attends 4 hours and leaves early for a doctor s appointment You will be paid for PT 4 hrs of care Example 2 The child is authorized for PT 3 hrs The child attends 8 hours because the adult caretaker has to work extra that day The provider is paid for 3 hours unless the client contacts the caseworker to request additional care that day and it is approved Payroll Key Points Providers will not need to submit Manual Claim Forms to the county for payment Attendance will be recorded by the Adult Caretaker swiping his her child into and out of care to record attendance Attendance information will be automatically sent to CCAP through an interface with the POS device Providers will be paid weekly Payments are calculated and issued on Thursday of each week for the Service Period that ended approximately two weeks earlier It is estimated providers will receive payment within seven business days depending on their banking institution Parent fees are deducted from the payment due the provider until exhausted Providers will notice a decrease in county payments in the third and fourth week of most months due to when payments are released for the first service periods of care in a month Payment Summary Providers are required to understand and reconc
8. 2143211 DOB 63 44 2005 f 6 17 2042 SAF attendance will show after IN 7 55 S6an Tr 3878356730041 transmitted 09 12am Tr 30793 3666901 z Tr s07es 3666001 Tr S076S5662004 Tr 30763 3664004 a Tr 307633660004 n Tr 367833661861 Attendance Report In Depth Transactions with two consecutive check ins will display in reverse print Inthis example the client did not check out for 6 17 12 Firstname l Chilc i 452143 ERi4 DOB amp erii 72685 6r4i7rrecbie gt IN 67 55 S6 an Tr ee7ess6rsee1 IH amp 1i246n H 3266596 s Ph a Pe eee en ee ae Tier E The care will not be paid for 6 17 12 etl Pam pati Traseresssssoet unless the client performs a N G4 iGen TrHtevres segcnn4 Previous Check Out to correct the 6S Gar T 2072 2664884 TH 44 66 4d42m_m Tr eeres 2bseee4d ee OUT G4 67 d4en Tr se7esse61804 36 Attendance Report In Depth Transactions with two consecutive check ins will display in reverse print Inthis example the checked in at 02 25 21 p m and checked out at 04 26 11 p m on 6 18 12 The client performed a Previ Check In at 02 15 p m after the Check In and Check Out was recorded The provider should Void the incorrect In for 6 18 12 Otherwise the client will be unable to swipe successfully in the future Firstnane L Chilc 2 4241432414 DOB amp 6 1i5 2887 86 17 72812 TIN 66 68en Tra 878s 3629881 OUT 11 88 Tr s8783s648ee1 86 18 2812 IN 82 i5e
9. Joyce Baron Westbrook Boulder County CCAP Provider Specialist Joyce Baron Westbrook Accountant II CCAP Provider Specialist Boulder County Department of Housing amp Human Services PO Box 471 2525 13 St Su 204 Boulder CO 80306 303 441 1059 Phone 303 441 1055 Fax iwestbrook bouldercounty org HHSAccountingOffice bouldercounty org Table of Contents Provider Responsibilities and Client Training Service Periods and Day Types Client Responsibilities and Authorization Eligibility Notices Provider Best Practices and The Parental Fee POS Device Functions Check Ins Outs Daily Transactions etc Check Ins and Check Outs Previous Check Ins and Check Outs POS Device Provider Functions Exceptions Reports Attendance Reports Store and Forward and Voiding Transactions Common Errors Payroll Key Points and Payment Summary Manual Claims and Recoveries Common Questions PSSP 9 10 11 14 15 17 18 26 19 21 22 24 27 40 27 29 30 37 38 40 41 44 45 48 49 52 53 58 59 CCCAP Process Provider Responsibilities Attend Live Provider POS Training Complete and sign the County Fiscal Agreement and all other required forms Be sure to contact your County if you do not receive a POS device within one week of receiving the county signed copy of the Fiscal Agreement Understand using the POS device is mandatory Perform a Communication Test when you receive the POS device Provider Responsibilities Continued Set
10. Services if my provider possesses any CCAP cards agree to use my CCAP card to check my child ren in and out of care daily or my child care assistance case will close and shall be responsible for payment of the child care costs Authorization Eligibility Notice Describes the maximum authorized care for a child each day Contains a three month calendar even if the care is authorized longer than three months ls updated as there are changes to a client s case Must be provided to the client and provider each time a change in made to the authorized care Should be used in conjunction with POS receipts to troubleshoot issues Understand The notes are as important as the information contained within the calendar Authorization Eligibility Notice Authorization Eligibility Notice lt Adams County Department of Human Services gt Case lt gt lt 5650 Bowen Court gt Mailing Date lt gt lt Commerce City CO 80022 gt lt Client Name gt lt Worker gt lt ClientAddress gt lt City gt lt State gt lt Zip gt Dear lt Client Name gt Provider Information lt Provider Name gt lt ProviderType gt lt ProviderAddress gt lt Provider Phone gt Child Information lt Child Name gt lt Individual gt Eligibility Begin Date lt Parent Fee lt gt Authorization Begin Date lt Authorization Status lt Child s Schedule Standard Schedule Unit of Care PT PT Part Time less than 5 hours
11. ansaction and enter the correct PIN 3 Invalid Person Number retry the transacting using the correct number for the child The number is found on the blue wallet card 4 Check In First use the Daily Transaction Receipt or Attendance Report to determine the last successful Check Out then the client will perform a Previous Check In to correct the error before checking out How Do Correct Common Errors Resolutions to Common Errors Continued S Check Out First use the Daily Transaction Receipt or Attendance Report to determine the last successful Check In then the client will perform a Previous Check Out to correct the error before checking in Or the provider will void the error transaction No Auth for Person Retry the transaction Review the most current authorization if the child is authorized contact the county Two approved Check Ins in a row with one approved Check Out Review the Attendance Report to locate the orphan transaction The client will perform a Previous Check Out to correct the orphan transaction or the provider will void the error transaction SAF Stored Plug the POS device into an active land based phone line The provider will perform the actions to send SAFs All errors must be corrected when SAF transactions are complete Payroll Key Points CHATS will report zero attendance and not pay the provider for any day the client forgets to check the child out of care or only checks
12. ase Ee ee ee Oe ean ci es oe Worker Please state why billing a Manual Claim for above child child here gt Child s Name Paid Y N Case Worker Please state why billing a Manual Claim for above child child here gt Child s Name Paid Y N Case Worker Please state why billing a Manual Claim for above child child here p gt Marking Y yes shows the parent has paid the parent fee or made payment arrangement to pay the parental payment for this claim TOTAL Marking N no shows non payment of the parental fee and this will make the parent ineligible for child care until the parental fee has been paid i I certify that the above Child Care Attendance Record and Billing Form is accurate and complete for care actually provided and for which payment has not been received through the POS device I understand and certify that I am in compliance with the law concerning discrimination under the Civil Rights Act of 1964 and Section 504 Rehabilitation Act of 1973 which prohibits payment to anyone providing care and services under federally assisted programs unless such services are provided without discrimination on the basis of race color sex age religion political beliefs national origin or handicap I further certify that I am not presently debarred suspended proposed for debarment declared ineligible or voluntarily excluded by any Federal department fs net recevos trough he POS Tertnesaye
13. bied Be fen bt Provider Signature Date 51 Recoveries Frequently Asked Questions What is a recovery A recovery is money you owe the county for any overpayment Why do owe money Contact the county billing department for specific information on the recovery How do l pay it back The county may deduct money from future POS payments and or you may pay the county directly for the recovery How do set up a payment plan Contact the county to set up a payment plan Important Counties are required to collect all overpayments to providers in excess of 50 in a year Common Questions About the POS Device 5 e The client The client has the ability to perform transactions for forgets to previous days The system gives the client 10 day of care record 9 days to complete any missing transactions attendance The client is not available to Clients will be issued two cards one for themselves and record check one for another family member or designated person to 00 ins or outs use when picking up dropping off children in their behalf The provider should run an Exceptions Report or Denied message Attendance Report to determine the last day the client reads check out successfully checked in Next the client will use the sign first how do out time from the sign in out sheet from that day to enter know what day the check out time and time to use Is there a cost
14. ck In 4 Prev Check Out Prev Check In 0970972009 08 30am Enter Child 23 POS Attendance Functions Previous Check Out Records end time of child care for prior time or day Client will swipe the card and enter PIN 4 digits Press Enter green arrow Choose 4 for Previous Check Out Enter Date Enter Enter Time Enter Enter 1 for AM or 2 for PM Enter child number s Press Enter after each child Press Enter again after all children are entered POS displays an approved pending or denied message Attendance Tape i Check In 2 Check Out 3 Prew Check In 4 Prevw Check Out Prev Check Out Date 09709 Time 65 36 ee Prev Check Out 69 89 2689 85 38pm Enter Child 24 Point of Service POS Device Daily Transaction Receipt Information printed on the daily receipt Prints automatically after each transaction Shows an approved pending or denied message Provider and Adult Caretaker shall review the receipt for errors so they can be corrected for accurate attendance reporting May be reprinted by provider The provider is required keep the transaction receipts for i three years plus the current i year to verify authorizations I These should not be given to the client Test Provider Cool Street Harn Sunday Lane Denver C0 12233 2333 Ph 383 TiT TiTi Terrn 12567501 B r 12 Prod 123456785 Daily Transaction Receipt F
15. e Adult Caretaker to contact his her eligibility worker to request a change in the child s authorization schedule before care is provided If the schedule is not changed before care is provided the provider may not be reimbursed by the county for the care It is difficult to turn a client away if know he she turned in the required paperwork to the county but the county just hasn t had time to work on the case Should turn the child away This is your business and you may decide to allow the child to attend or turn the child away The county will not be responsible for the cost of care unless the care provided is authorized Provider Efier rover Name f County Use Only Child Care Manual Claim Form Name Enter Provider iD You must wait until after the payment process date for a County Adj Id Provider Id Service Period before you can submit a manual claim form Ee UE cen cae This is a legal document Please keep a copy for your records z County Inv Address P part time F full time FT PT full time part time FT FT full time full time Total umes _ equals minus LZ B3 A SEF E SJL T EIL EE E EEL ZIZI ZI SIZ ZIZ 22 S s ds per Sub Parent equals O 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 used day total Fee Total Child s Name Paid Y N C
16. e Dale lt fUci Typo Hres Subtotal Parent Fee Tota osoro erm seso seoa s2500 resene i mn so soo sso ne e Child Subtotal This is the rate type and authorized hours released the payment It may take up to seven business days to be in your bank Information in this box identifies the individual child and Boulder County doesn t pay for Absences Consider for the scenario these were Attendance payments JBW 48 Manual Claims for Payment Adjustments The provider may file a Manual Claim for a payment with the county if a payment adjustment is required based on county policy and care provided The Manual Claim must be filed after the payment was issued based on county policy Manual Claims cannot take the place of swipe based attendance Acceptable Manual Claims Non payment or incorrect payment due to system error Non payment or incorrect payment due to county error New authorized case that cards didn t arrive in time to back swipe af Reminder The provider is not guaranteed payment for the any care provided outside of the authorization Do not provide child care without a written authorization from the county Manual Claims for Payment Adjustments Frequently Asked Questions f know that a child s schedule will change e g a non school day for a school age child so the child attends all day how do get paid the difference Encourage th
17. gfdxXUaqblfk Swiping Success http www youtube com watch v RbpkO6eHjdM Common Denials http www youtube com watch v Tjl_ Nxvi3 WO Service Periods The week of care for which a provider is paid at one time Service periods start on Monday at 12 00 AM and end on Sunday at 11 59 PM The client has nine days after the date of care to use Previous Check In and Previous Check Out to record care if a client does not swipe on a day care was provided It is expected all care will be recorded by the client within the swiping period Counties may not pay manual claims for care that could have been recorded through the swiping process Day Types All counties use the following day types for authorizing child care Part Time PT 00 00 01 through 05 00 00 Full Time FT 05 00 01 through 12 00 00 Full Time Part Time FT PT 12 00 01 through 17 00 00 Full Time Full Time FT FT 17 00 01 through 24 00 00 Note All authorized care is rounded up to the nearest hour Client Responsibilities Agreement Highlights agree that must verify my eligible activity By providing education training or work schedules at re determination and whenever my activity changes agree that will not leave my CCAP card in the possession of my child care provider at any time or will be disqualified from the Colorado Child Care Assistance Program also agree to report to the County Department of Social Human
18. green arrow Choose 1 for Check In Type child number s from SHIPE CARD to Begin Prou ider Options F4 the card carrier Attendance Tape x i Check In Enter multiple children if ian necessa ry Press Enter after 3 Prevw Check In each child number 4 Prev Check Out Press Enter green arrow after all children are entered POS device displays an approved pending or eo denied message Enter Child Check In Validation The POS device communicates with CHATS to ensure that four criteria below are met when the check in or previous check in swipe occurs a valid authorization exists for the child a valid Fiscal Agreement exists at the requested provider on the specific date e The client will receive an Approved message on the POS Device screen if the above four criteria exist e The client will receive a Denied or Pending message if any of the above four criteria do not exist The provider must determine if he she will still provide care Important The provider may not receive payment from the county if care is provided under a pending or denied message The client may be responsible for the cost of care Please ensure the rate does not indicate SO Records end time of child care POS Attendance Functions Check Out Sat 09703760F 12 44pm SHIPE CARD to Begin Client will swipe the card and enter the PIN 4 digits Press Enter green arrow
19. ile payments prior to sending any manual claims to the county for reimbursement Ensure the sign in out sheets are completed by the clients every day Use the Payment Summary to view payments on a weekly basis Match the Payment Summary to the Daily Transaction Receipts and or Attendance Report All payments for approved care with rates higher than SO will appear on the Payment Summary Providers forfeit any county payments for care provided if the client did not record attendance using the CCAP Card through the POS machine Providers forfeit county payments for any POS attendance errors that could have been fixed within the 9 day missed swipe period by either the client or provider Providers forfeit payments for any manual claims submitted more than 60 days after the last date of care in a month Payment summary Child Care Assistance Program Payment Summary Provider Detta County Department of Health and Human Services 560 Dodge St 1 Delta CO 81416 0000 Payment Provider Name Provider Address Provider City State amp Zip WacbeceedbebsodecelbellaclDeeeDDecsDDascEDerebbensl Proviger Provider ID Date of Action 08 18 2011 This is the date the county Dear Provider Name On 08 18 2011 Gu Were Paid For Child Care For The Children Listed Below chide a Case lenia N Child Name Service Dote Child Subtotal 50 00 This is the date of care Child E Caso Child Name Servic
20. income based on the clients Federal Poverty level Number of household members Number of children in care The amount of care authorized for the child with the most care Payment is required the first of the month to the provider Is exhausted prior to county payment for child care May be assigned to one or more children but the client is required to pay the full amount Parental Fee Deductions Total parental fee per month 210 00 Assigned to one child County Rate of Reimbursement for FT care for child 25 00 per day Care Authorized February 1 19 Tuesday Saturday Regular Full Time Understanding the Parent Fee Week 2 Rate tended Parent Fee County 5 Parental Fee portion of payment 210 County portion of payment 115 Total payment for February 325 Parental Fee is the first money paid for care in a month The provider receives payments from the county after the parental fee is exhausted 17 Functions to Perform on Point of Service POS Device Check In m Check Out m Previous Check In m Previous Check Out Provider Functions Void Transactions Store and Forward m Daily Transaction Receipt m Attendance Report Exception Report Reprinting Receipts 18 POS Attendance Functions Check In Records start time of child care Sat SS Bs oarT 12 44pm Client will swipe the card and enter the PIN 4 digits Press Enter
21. n Tr ise7ssse6s2ee41 UT 64 26 2ipn Tr se7ress6s4oe1 37 POS Attendance Functions Store and Forward Store and Forward is an function which See say ser rp stores offline attendance while the phone User Pud ___ line is temporarily unavailable It will transmit transactions when the phone line is available This is a Provider function Press F4 Type provider password and press Enter Be olden Dee aie green arrow 1 Reports 2 Void Tran Number Back Main gn 3 Send SAF Press 3 4 Repr int os Terminal Setup Press Enter green arrow Back Main POS device displays approved pending or denied message for each transaction Check all transactions on the receipt to see if they have been stored Printing Complete 4 Press Any Key gt gt SAF What it Means Your Daily Transaction Receipt will display SAF STORED This indicates transactions were recorded but not transmitted therefore the transaction has not been approved or denied It is important to check the Daily Transaction Receipt after the stored transactions are transmitted to ensure they are approved It is possible that attendance transactions may be pending or denied 11 21 2616 66 56 47pnm CHECK IN NAME UNAVAILABLE 333333 DENIED Br Reason Ivd Person Nbr Trace 8666064491661 Drops Remaining OG 39 Voiding Transactions The provider may Void Transactions entered in error This is a
22. nding on the quantity purchased Paper is available online or at many office supply stores Manual claims cannot be submitted if POS device doesn t work Provider Helpdesk and Interactive Voice Response IVR There is a Xerox Provider Helpdesk which includes Interactive Voice Response IVR for assistance with troubleshooting the POS device e The Xerox Provider Helpdesk is a Toll free number 1 877 779 1932 e When calling the helpdesk there is the option to ask for Troubleshooting tips which will be delivered via the IVR or to choose to speak with a customer service representative CSR for assistance for equipment problems or assistance with replacement POS devices e Customer service representatives CSR are available from 7 am to 7 pm MT 7 days a week e The IVR is available in both English or Spanish How do I Order a Point of Service POS Device Replacement Call the Xerox provider Help Desk at 1 877 779 1932 Choose to speak with a customer service representative to explain why you need a replacement POS device The Xerox provider Help Desk will order replacement POS device The replacement POS device will arrive via FedEx in 4 5 business days after you place the order While the POS device is being replaced it is a best practice to use a paper attendance log to track attendance in addition to using the POS device The Adult Caretaker will enter attendance using the Previous Check In and Previous Check Out options
23. ntinued Key in the date you would like to Reports run the Exceptions Report in 1 Attendance MM DD format asada Note The exceptions report will print the exceptions for the date you select Press the green Enter key fanart ts Wait for the report to generate i Exceptions How to Print the Exceptions Report The Exceptions Report is a manual report which shows all check ins without a check out for transaction date selected lt is a best practice to review this report to inform the client if they must correct any exceptions using the Previous Check out function Attendance will be reported as 0 hours if this is not corrected SAF exceptions will show after transmitted Exceptions Report For 01 25 2010 IN 03 00 pm Tran 14125 F Lastname Child 1 1234567890 DOB 02 01 2001 ParFee 5 00 IN 04 00 pm Tran 14135 F Lastname2 Child 2 1234567891 DOB 02 01 2001 ParFee 5 00 IN 05 00 pm Tans 14145 F Lastname3 Child 3 1234567892 DOB 02 03 2001 Total Exceptions 3 29 How to Print the Attendance Report This is a provider function press F4 Type your provider password and press Enter green arrow Press 1 for Reports Press 1 for Attendance Provider Options Provider Options 1 FReports 2e Void Tran Number 3 Send SAF 4 Repr int S Terninal Setup Back Main Reports i Attendance 2 Except ions Back Main
24. or B57202012 Item 1 B57202012 82 38 17eR CHECK IH Firstname L Chi let i SRRRRSRaRE 1 DOB 68706172001 PT 15 08 APPROVED Tran 2500610006001 Item 2 aSr 20202 82 35 37PR CHECK OUT Firstname L Chi lets 1 Pas Sa SS S ht DOB 64 81 2888 PT 12 68 APPROVED Trant 30001006000001 25 How to Reprint the Daily Receipt This is a provider function press F4 Type your provider password and press Enter green arrow Press 4 for Reprint Press 1 for Daily Tran Receipt Type Start item or leave blank press the green Enter key Type End item or leave blank press the green Enter key The item number is the item number from the original receipt The Daily Receipt may only be i reprinted the same day Provider Options 1 Reports 2 Void Tran Number 3 Send SAF 4 Repr int S Terminal Setup Back Main Reprint i Daily Tran Receipt 2 Last Receipt Daily Tran Receipt 09703709 244 Itens Start Item End Item Blank Last Back Main 26 How to Print the Exceptions Report This is a provider function press F4 Type your provider password and press Enter green arrow Press 1 for Reports Press 2 for Exceptions Provider Options Back Main Provider Options 1 Reports 2 oid Tran Number 3 Send SAF 4 Repr int S Terninal Setup Back Main 27 How to Print the Exceptions Report Co
25. provider function and cannot be completed by the client Press F4 Type your provider password and press Enter green arrow Press 2 for Void Tran Number Void Transaction Type the transaction number from the receipt 8 to 12 digits Press Enter green arrow Provider Options Back Main Provider Options 1 Reports 2 Void Tran Number 3 Send SAF 4 Repr int S Terminal Setup Back Main Woid Tran Number Enter Tran 40 How Do Correct Common Errors Work in groups to resolve common errors No more PIN Try 3 bad PINs entered Invalid PIN wrong PIN entered Invalid Person Number no child authorized with that number Check In First cannot perform check out Check Out First cannot perform check in No Auth for Person Two approved Check Ins in a row with one approved Check Out SAF Stored o N OA WM BR U N e How Do Correct Common Errors How Do I Correct Errors Daily Transaction Receipt shows errors Attendance Report shows errors Exceptions Report shows errors Store amp Forward Receipt shows errors Previous Check In Previous Check Out and Void can be used to correct errors List of error codes in the Provider POS Device User Manual How Do Correct Common Errors Resolutions to Common Errors 1 No more PIN Try Client will call the PIN IVR at 1 877 779 1933 to reset the PIN 2 Invalid PIN Redo the tr
26. se number and press the green enter key or the first purple key from the left The word Print appears above the purple key Attendance Report Printing Options Continued E Report for a date range for a specific case Key in the desired date range e 9 up to any 14 day penod for the past 365 days in an MM DD format Press the green enter key to move to the next field Key in the case number and press the green enter key Example To request an Attendance Report for the date range June 10 to June 16 you will key in 0610 in the From field and press the green enter key and key in 0616 in the To field and press the green enter key Key in the case number and press the green enter key 34 How to Print the Attendance Report The Attendance Report will show all approved swipes for a specific care date Provider Street i or range of care dates regardless of aki heen i ae ga when the swipes occurred EINE ET EEE B Prouv 444444 14 37 25an Itis a best practice to review this ee ae report to inform the client if they EEP PENE NEERA IEZ asof 8671972812 must correct any attendance errors gt From 8671772812 Te 86719 26412 using the Previous Check out ies function First 1 Child 4 gt 234567878 DOB 1170572982 6 18 2812 The attendance will be reported as 0 IN 95 12am Tr se78S3676004 hours and no payment will be made for that care if a Check Out is not recorded for every Check In FirstnaneL Child 4 gt 43
27. up your POS device for client use Plug in POS device to a power source and active phone line at least once a day Train your CCAP clients on the use and importance of the POS device Read and understand each child s Authorization Eligibility Notice Ensure clients check in and check out each day Provider Responsibilities Continued Maintain sign in out sheets Keep spare thermal paper rolls on hand Monitor POS device receipts for denied pending and stored transactions Utilize the Xerox provider helpdesk or any questions or issues with the POS Device Encourage CCAP clients to contact the county with any changes to their care needs including schedule changes Never possess the CCAP card under any circumstances Fiscal Agreement may be terminated without notice if CCAP cards are found on premises Train Clients on the POS Device e Clients swipe the CCAP Card to record when they drop off pick up their children each day e Clients also enter children s in out times on the provider s sign in out sheets e Clients shall not record attendance on days the children are not present af e Assist clients in recording attendance the first week they use the POS device Train Clients on the POS Device Understand This may be the first time the client uses a POS device e Be patient e Client success provider success YouTube video reference library How to use the CCAP Card http www youtube com watch v Z
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