MAXIMUS Provider Billing Application v.3 Attendance Entry

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1 MAXIMUS Provider Billing Application v.3 Attendance Entry The following training documentation contains detailed step-by-step instructions and may be used as reference in understanding the Attendance Entry features and are broken down into the following sections: Attendance Entry Overview Attendance Entry Step-by-Step Instructions Attendance Entry Additional Reference Materials Attendance Entry Overview The Attendance Landing Page serves as a launching page for the user to enter attendance for a new service week, continue entering attendance for an incomplete week, bill for grants for a service week, or view the history of attendance entries. Consistent with the Dashboard Certificate access, the page features 3 different tiles representing 3 ways to access attendance entry: ADD ATTENDANCE ENTRY CONTINUE INCOMPLETE WEEK BILL FOR GRANT WEEKS ADD ATTENDANCE ENTRY The service weeks available in the CHOOSE A SERVICE WEEK dropdown are all service weeks that have active certificates that need to be billed. The threshold is eight weeks, including the current service week. CONTINUE INCOMPLETE WEEK The service weeks available in the CHOOSE A SERVICE WEEK dropdown include the service weeks that have active certificates that have been started and need to be completed. The threshold is eight weeks, including the current service week. BILL FOR GRANT WEEKS The service weeks available in the CHOOSE A SERVICE WEEK dropdown are weeks that have active grants that need to be billed. The threshold is eight weeks, including the current service week.

2 Attendance Entry Step-by-Step Instructions 1. The Attendance Landing Page can be accessed by clicking the ATTENDANCE link in the header navigation Or by clicking + ADD ATTENDANCE ENTRY from the Provider Dashboard page: 2. To enter attendance, you select a service week from one of the attendance option tiles. Whether you are choosing a service week for:

3 ADD ATTENDANCE ENTRY, CONTINUE INCOMPLETE WEEK, or BILL FOR GRANT WEEKS Each option requires selecting a service week from the CHOOSE A SERVICE WEEK dropdown before a button will display. Refer to the overview for which service weeks will be offered in each of these options. Once a service week is selected, you may click the button that is displayed beneath the dropdown box to access the corresponding attendance entry page. Per the screenshot below, a service week has been selected for each option for displaying the appearance of each of the buttons: 3. In this guide, the focus is on certificate attendance, so a service week may be selected in either the ADD ATTENDANCE ENTRY or CONTINUE INCOMPLETE WEEK tile. Grant attendance will be covered in next Grant Attendance Entry Training Guide. Select the desired service week from the ADD ATTENDANCE ENTRY and click the Get Started button.

4 4. The Attendance Entry page is displayed for the selected service week. This page will display the Number of Certificates that are billable within the selected service week, as well as the attendance certificate cards to enter attendance for a child certificate.

5 5. Note the information displayed on each attendance entry card. Each card contains the Name of the child, the Certificate ID, the Care Type for the child s certificate, and the Certificate Expiration Date. 6. To record that no care was provided for the given service week for a child, click No for Was Care Provided? Once a selection for attendance is made or the No button clicked, the Approve button appears to save the entry. Note, the Approve function simply saves the attendance entry it is not Submitted - the entry is simply saved while multiple other certificate attendance may be recorded.

6 7. Click the Approve button. Once the Approve button has been clicked and the entry saved, Approved with a green check icon appears in the upper-right hand corner of the attendance card. The green highlight on the right side of the card serves as another visual indicator that this entry has been entered. Also, the pencil icon appears. Click on the pencil if this entry ever needs to be edited before submission. Finally, the label for Was Care Provided? changes to indicate Care Provided. For this example, note that No care was provided. is displayed. If days had been recorded, they would display here along with the care type selected for those days. For attendance entries where the user has selected Yes for Was Care Provided?, the care type has is used to determine which days/care types are displayed and available for recording the child s attendance. Full-Time example:

7 Full-Time attendance certificates allow for full-time attendance entries (FT) to be made MON SUN Part-Time attendance certificates allow for part-time attendance entries (PT) to be made MON SUN

8 Before/After attendance certificates allow for full-time attendance entries (FT) to be made MON SUN Variable Schedule attendance certificates allow for both part-time (PT) and before/after (BA) attendance entries to be made MON FRI 8. To record attendance for a child, click Yes for Was Care Provided?

9 Record the attendance entries by clicking the circles for the correct day and care type. When selected, the circle will turn green. Clicking the circle a second time will cause it to become unselected. If the certificate is eligible to charge a registration fee, then a checkbox for Charge a registration fee? is shown. If the certificate has either not eligible for a registration fee, or if the registration fee has already been charge, then the Charge a registration fee? checkbox and label are not shown. A registration fee may be selected by clicking in the checkbox next to it. 9. Once approved, the Approved indicator with a green check icon appears in the upper-right hand corner of the attendance card. The green highlight on the right side of the card serves as another visual indicator that this entry has been entered. Also, the pencil icon appears. Click on the pencil if this entry ever needs to be edited before submission. Finally, the label for Was Care Provided? changes to indicate Care Provided. Because this entry has the days selected, they are also shown with their care type. 10. To submit the attendance, scroll down to the bottom of the page and click the Verify Attendance button. Additionally, a message and link is provided here to the Contact Us page to let us know if there is a child missing from the attendance entry. Clicking this link will open a form that the user

10 can type a message to the Support Team for help in getting the issue resolved. Click the Verify Attendance button. 11. The Attendance Entry Verification page displays. This page summarizes the attendance entries being submitted. The Number of Certificates shown under the Service Week displays a total of the certificates in this attendance submission. Additionally, there is a Certificates Not Included section that displays the Number of Certificates that are not included in this submission. Each Approved attendance card from the previous page shows as a line item here. The Child Name, Certificate Exp. Date, Care Provided, and Estimated Payment for each certificate of attendance that was approved on the previous page is detailed and totaled here with a Total Estimated Amount:

11 12. At this point, the user can either confirm or edit the invoice for the attendance submission. The pencil icon with the Edit Invoice button is used to go back to the previous page where the user can add to, remove, or edit the attendance line items included in this submission.

12 For this scenario, we will remove the SIMON JORDAN entry from this submission. 13. Click the Edit Invoice button

13 14. Back on the Attendance Entry page, click on the pencil icon in the upper-right of the attendance card to edit.

14 15. The user can now click the No for Was Care Provided? to undo the entry. Note: this would work similarly if Was Care Provided? was set to Yes. Clicking the No causes the Approve button to go away and sets the attendance card back to the default (or un-entered) state.

15 Now, when the user scrolls down and clicks the Verify Attendance button, SIMON JORDAN no longer appears on the Attendance Entry Verification page. Note that SIMON JORDAN is now listed in the CERTIFICATES NOT INCLUDED section:

16 16. This time, the attendance submission will be confirmed. This is done by clicking the Confirm Attendance button. Before this button is enabled, the user must agree to the statement certifying that the attendance submission is correct by clicking the checkbox next to the certification statement.

17 17. The Attendance Entry Confirmation page is displayed. Here the user gets a Confirmation Number for the submission. The confirmation number is based on the current local time (in this case being 9:50:04 AM with an extra 4 indicating milliseconds) and date (03/16/2017) formatted with 2-digit year, month, then day. The confirmation number may be printed out by selecting the Print button. Also included is the summary of the attendance line items similar to what was displayed on the verification page.

18 18. Click the DASHBOARD breadcrumb to go to the Provider Dashboard. Alternatively, the DASHBOARD link is also accessible in the main navigation.

19 19. The newly created attendance entry shows under MOST RECENT ATTENDANCE:

20 Attendance Entry Additional Reference Materials For additional information regarding viewing attendance for the certificates or entering grant attendance, please see the following training guides: Attendance Landing Page Training Guide Attendance History Training Guide Grant Attendance Entry Training Guide