Welcome! OEL Provider Services Portal Training

Transcription

1 Welcome! OEL Provider Services Portal Training. 1

2 TODAY S TOPICS What is the OEL Portal? When to use OEL Provider Services Portal vs. ELC Provider Portal How to register & activate your OEL Provider Services Portal Account How to complete Business information and create a Provider Profile User management Next Steps

3 WHAT IS THE OEL PROVIDER SERVICES PORTAL Statewide Online System to manage the School Readiness and Voluntary Prekindergarten Programs It is mandatory that all providers in Pinellas County register and complete your provider profile. OEL Office of Early Learning, Florida Department of Education Provider Services Portal Link: 3

4 OEL PROVIDER SERVICES PORTAL VS ELC PROVIDER PORTAL OEL Provider Services Portal Provider Profiles (Formerly Annual Provider Update) 2018/2019 School Readiness & VPK Provider Contracts 2018/2019 VPK Provider Applications (Forms OEL-VPK 10, 11A & 11B) User Management of Provider Staff for the OEL Portal ELC Provider Portal Child Enrollment Child Attendance ASQ s Existing Contracts & VPK Provider Applications Updates or changes to existing contracts or VPK Provider Applications Messages to the ELC Note: Supporting documentation should go in the corresponding portal Document Library

5 HELPFUL TIPS FOR USING THE OEL PROVIDER SERVICES PORTAL 1. If you see a question with a yellow triangle, it means it is linked to VPK and/or School Readiness Provider Contracts 2. If you see a blue circle next to the question, you can click it for more information 3. If you need assistance completing the Provider Profile, you may click Request Assistance and a Provider Services staff member will assist you. 4. If you click save or next and it doesn t move to the next step, scroll up to review if there are any required fields with a message in red asking you to correct the information

6 REGISTER & ACTIVATE ACCOUNT Register as soon as possible to begin the process Go to: Follow the link to register You will need to enter your Taxpayer ID or Provider ID and your License Number. Exempt providers will enter EXEMPT in this field The system will pre-populate some information for existing VPK and SR providers in most cases. Please review to make sure that all of the information is correct and populate the Phone Number and County fields.

7 REGISTER & ACTIVATE ACCOUNT Update/complete information and select Register to submit If asked to verify address, select the USPS Address as long as the address is correct Once registration is submitted, the ELC is notified to review and activate the account When an account is activated by ELC, you will be notified by that they may login to the OEL Provider Services Portal to complete your provider profile

8 HELPFUL TIPS FOR USING THE OEL PROVIDER SERVICES PORTAL Forget Password? If you forget your password click the Forgot my password button from the log in screen If you are locked out of your account for too many log-in attempts, wait 15 minutes and try again

9 OEL PROVIDER SERVICES PORTAL DASHBOARD 9

10 BUSINESS INFORMATION First step after logging in, providers must update their Business Information by going to the Business Tab > Business Info Complete all required information and save 10

11 PROVIDER PROFILE The CCR&R Profile will now be created by completing the Provider Profile on the OEL Provider Services Portal The Profile information is used to complete SR and/or VPK Contracts in the system for those who choose the Contract option Please note, this process will be simpler going forward because the information you submit the first time will carry over year to year

12 TREAT YOUR PROVIDER PROFILE AS YOUR CONTRACT Much of the information you submit in the Business Tab and Provider Profile is used for your Provider Contract If the information is incorrect or incomplete, the contracting process cannot begin 12

13 PROVIDER PROFILE To get to the Provider Profile, from the Dashboard, select the Profile tab Provider Profile. For Program Year, next to Program Year select the button that says + Create 2018 Starting with the first tab, General, complete the information in each tab of the Provider Profile 13

14 USER MANAGEMENT OEL PROVIDER SERVICES PORTAL Each staff member you would like to have access to the portal are added by the Provider using an unique address for the staff member An cannot be used more than once in the OEL Portal, this includes the Family Services Portal and the Provider Services Portal Reminder: DO NOT use your to help parent apply for VPK or the SR Waitlist. Instead, help parents create their own unique address For the ELC Provider Portal, the ELC will continue to add users 14

15 USER MANAGEMENT OEL PROVIDER SERVICES PORTAL In the Provider Profile, under the Facility tab, there is an option to add a user for VPK or SR Site/ Facility If the user is an authorized to complete and certify a contract, check the Authorized Contract Rep box From the Dashboard, you can also select Manage All Users to add or delete a user Provider User Roles Business Administrator = Full access. Typically assigned to an Owner Site Administrator = Access to a specific provider site/location. Typically assigned to a Director User = Able to perform administrative task as assigned by Business or Site Admin. Typically assigned to teachers and aides 15

16 NEXT STEPS SCHOOL READINESS CONTRACTS AND/OR VPK APPLICATIONS Once your Provider Profile is approved, the Provider Contract Specialist will initiate your School Readiness Contract and/or VPK Application VPK Applications must be submitted and approved before the ELC can initiate your VPK Contract When an SR Contract or VPK Application is initiated, you will receive a notification from the portal that it is ready for you to review and certify 16

17 PROVIDER RESPONSIBILITIES Check Messages on both the ELC and OEL Provider Portal Complete the Provider Profile on the OEL Provider Portal Update changes to existing contracts on the ELC Provider Portal Monitor address used to create OEL Provider Portal account* Manage users for the OEL Provider Portal Submit Provider Profile, VPK application (if applicable) timely, leaving time to submit contracts by due date *Make sure s aren t going to junk and spam folders

18 ELC OF PINELLAS CONTRACT DUE DATES 5/15/18 School Readiness Contracts need to be submitted 5/15/18 Pre-Pay VPK Contracts need to be submitted 18

19 RESOURCES & ASSISTANCE OEL Provider Portal User Guide, available on our website at ELC of Pinellas County , option 2, option 1 19

20 PROVIDER CONTRACT SPECIALISTS Melody Fernandez Provider Contract Specialist Phone: ReAnna Maroudis Provider Contract Specialist Phone: Carolyn Kovanis Provider Contract Specialist Phone: Amanda Urdal-Wenzel Provider Contract Specialist Phone: Destiny Woodward Provider Contract Specialist Phone: