LA TOTS Provider Web Portal User Guide

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Duane Cole
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1 LA TOTS Provider Web Portal User Guide July 2010

2 TOTS Provider Web Portal Overview Louisiana Tracking of Time Services TOTS Provider Web Portal is an easy to use Website. The address is After a secure log-in providers may view their information about their facility, authorizations, inquiry exceptions, transactions, and attendance summary reports. LA TOTS Provider website is compliant with all federal and state Americans with Disabilities Act (ADA) requirements. All information is updated in real time, which means the information displayed is the most current available. The TOTS Provider Website is available to all users 24 hours a day, 7 days a week. The user is responsible for charges, if any, related to accessing the Internet (e.g., Internet service provider). This manual is intended to be a guide for Child Care Providers who care for children authorized for the Child Care Assistance Program. The Login screen as shown below has general information about TOTS and links to the Louisiana Department of Children and Family Services website. The remainder of this User Guide describes the LA TOTS Provider website features and functions. 2 of 12

3 TOTS Provider Website Information This section describes the information screens that a Child Care Provider can use to access information about authorized children, transactions, summary reports and the process for changing their password. TOTS Provider Web User Log In and Password Change The first time a user logs into the TOTS Provider Portal, he/she will use their 9-digit provider number and the 5-digit zip code of their facility. Users will be prompted to change their password at the time of their initial login, and then again every 30 days. Password requirements: Require minimum one (1) lower case alpha Do not require but allow upper case alpha Require minimum one number Do not require but allow special characters Require password change every 30 days Minimum password length is (8) eight characters If a user attempts three (3) bad login ID or Password he/she will be locked out. User will be able to create a new password if this happens as follows: 1. On TOTS main menu click on Forgot Password link 3 of 12

4 2. Enter your 9-digit Provider User Id in the Security Question screen. 3. User will be prompted to enter their Security Answer in the next screen 4. After Security Question has been answered correctly, the Change Password Screen will display Providers will be required to change their password every 30 days as a security measure. To change the password: 1. Click on Admin then select Password Change submenu 4 of 12

5 2. The User Password Change screen displays, enter the old password, and new password twice, then click Change 3. The User Profile screen displays prompting the user to answer their security question, then to confirm the answer. Click Save to complete the password change. After a successful login to the Provider Profile is displayed. It is important for Providers to review this information the first time they log into the TOTS website to make sure that all information is correct. This is the data that is in the State s provider database and therefore should be updated whenever there is a change. Providers should contact their Department of Children and Family Services parish office for any updates to their Provider Profile. 5 of 12

There are (3) three blue Navigation buttons below each screen: AUTHORIZATIONS This button displays the Provider Authorizations ACTIVITY TRANSACTION This button displays the Providers Daily Activity

6 There are (3) three blue Navigation buttons below each screen: AUTHORIZATIONS This button displays the Provider Authorizations ACTIVITY TRANSACTION This button displays the Providers Daily Activity This button displays the Provider Transactions Search and Transactions Report Screen To view Authorizations: 1. Click on the Authorizations navigation button at the bottom of the Provider Profile screen. The Provider Authorizations screen displays. 6 of 12

7 2. Click on the Authorization Number on the Authorization Profile Screen to display authorizations for a specific Child. 3. The Authorization Profile screen lists all the authorizations connected to a particular child as shown on the following screen. These numbers are collapsed when the screen is opened. Click on the desired authorization to display the Authorization Profile screen. 4. Click on the Authorization number as shown above to display the details of that particular Authorization on the Authorization Profile screen. 7 of 12

8 Reports Providers have access to attendance reports in the TOTS website. 1. To view the Swipe Exceptions Report, click on Reports in the Main menu and select Swipe Exceptions Report. 8 of 12

The summary of all activities for a specific week are displayed in the

9 2. You may select a specific date or the previous 10-days to view the Exceptions Detail 3. The Exceptions Detail screen opens and can be printed. 4. The summary of all activities for a specific week are displayed in the Attendance Summary report. To view, from the main menu, click Attendance Summary. 9 of 12

10 5. Click on a child s name in the Attendance Summary Results screen, to view the Authorization Profile Screen for that particular child. 10 of 12

11 To search and view Provider Transaction Report: 1. At the bottom of any screen click on the blue Transaction button. 2. The Provider Transaction Search screen displays. Enter the date range for the Transaction Report. 11 of 12

12 3. Enter the date range in the Provider Transaction Search screen and Time and Attendance number available. (This can be found in the Attendance Summary Report screen.) 12 of 12

Accessing the Online Application

Accessing the Online Application The online application is available in the onboard community. Prospective families must have a username and password in order to access the community. Admissions Managers