Provider Portal User Guide

Transcription

1 About This Guide This user guide provides information about the features and use of the screens on the ELC of Duval s Provider Portal, referred to as the Provider Portal.

2 Contents Accessing the Provider Portal... 4 Creating an Account... 5 Logging in to the Provider Portal... 6 Resetting Provider Portal Password... 6 The Home Screen: Provider Dashboard... 8 Changing Password... 9 Message Center Receiving Messages Sending Messages Document Library Downloadable Documents & Helpful Information Links School Readiness Contract Completing a New School Readiness Contract Making Changes to Existing Contracts VPK Contract Creating a New VPK Contract Making Changes to Existing Contracts CCR&R Provider Update Provider Portal Contract Status Definitions Attendance - Please read pages before you close your attendance Attendance Reporting Guide: SCHOOL READINESS ABSENCES VPK ABSENCES CHILDREN NO LONGER ATTENDING PROGRAM Date Revised: 6/23/16 2 Provider Portal User Guide

3 CLOSURES FOR DAYS NOT APPROVED ON PROVIDER CONTRACT ACCESSING ATTENDANCE ON THE PROVIDER PORTAL Sorting Attendance Information Entering Attendance-Absences Entering Attendance-No Absences CHILDREN REDETERMINATION VPK ROSTER Helpful Hints for the Using the Provider Portal Date Revised: 6/23/16 3 Provider Portal User Guide

4 Accessing the Provider Portal Open internet browser Type the Provider Portal web address into the URL bar at the top of the screen: Press the Enter key. The website opens at the Login Screen. Date Revised: 6/23/16 4 Provider Portal User Guide

5 Creating an Account First time Provider Portal users must create a User Name and Password to access the Portal. Enter User Name ( address) Re-enter User Name Passwords are required to be at least 7 characters long and must include 3 of the 4 categories: Upper case letters, Lower-case letters, Numbers 0-9, and/or A symbol such as $, #,*. Re-enter password Enter your Provider ID and Ext. If you do not these numbers, please contact ELC Provider Services team. Enter the child care business details including the business name, your title, your first and last name, the business phone number and address. Click Create Account when fields are complete Date Revised: 6/23/16 5 Provider Portal User Guide

6 Logging in to the Provider Portal Access the Provider Portal and enter Username and Password in the appropriate fields of the Login box on the left side of the Provider Portal main page Click Login Resetting Provider Portal Password To reset a password, click Reset Password link next to Login button on the left side of the Provider Portal main page Date Revised: 6/23/16 6 Provider Portal User Guide

7 On the Reset Account Password screen, enter Username, Provider Id, and Provider Extension Enter a new password in the New Password field Re-type new password in Re-enter New Password field Click Reset Password Date Revised: 6/23/16 7 Provider Portal User Guide

8 The Home Screen: Provider Dashboard The Provider Dashboard is the main screen in the Provider Portal. From this screen users can navigate to all areas of portal. Clicking Home on top left of any Provider Portal page will take users back to Provider Dashboard. Clicking Log Out on top right of any Provider Portal page will log users out of Provider Portal. Date Revised: 6/23/16 8 Provider Portal User Guide

9 Changing Password To change your password, click on My Profile at the top of the Provider Dashboard On the next screen, enter new password in the first field Confirm new password by entering it in the second field Click Change On the change confirmation message, click OK Click Home at top left of page to return to Provider Dashboard Date Revised: 6/23/16 9 Provider Portal User Guide

10 Message Center The Message Center allows users to send messages to and receive messages from ELC staff. Receiving Messages Click the link indicating unread message(s) under Message Center on the Provider Dashboard On the next page, click the arrow next to message to open message When message has been read check the Acknowledge box Date Revised: 6/23/16 10 Provider Portal User Guide

11 Sending Messages To send a message back to ELC staff, click Add A Message Enter a subject and message, then click Save Document Library The Document Library is a place to submit and store documents required by ELC Duval. The Document Library is used by providers to share information including screenings and credential information with ELC Duval. Preparation for uploading to the portal begins on your computer. As you scan your documents, please follow these specific guidelines for labeling each document. This will streamline the process of transferring files from your computer to the Document Library. 1. Documents with an expiration date should be labeled as follows: License: License Expiration date (License ) If the document is specific to a staff member, please include the document name, staff name and expiration date Background screening: BGS Person s name Expiration date (BGS Jane Doe ) 2. Documents without an expiration date should be labeled as follows: Date Revised: 6/23/16 11 Provider Portal User Guide

12 Affidavit of Good Moral Character: GMC Person s name (GMC Jane Doe) Sunbiz Report: Sunbiz Once you ve scanned and correctly labeled the documents to your computer, you may now begin uploading to the Document Library. The Document Library can be accessed from the Provider Dashboard There are several folders to choose from when uploading documents. Each folder in the Document Library is used for different types of documents. Date Revised: 6/23/16 12 Provider Portal User Guide

13 Folder Licenses, Exemptions, and Gold Seal Insurance Banking Information Screenings Credentials VPK Calendar Additional Support Documentation Reimbursements Document Library Folders & Documents Documents That Belong in Folder DCF license, exemption letter, certificates from Accrediting Agencies, and DCF Gold Seal Accreditation Certificate Certificate of General Liability and Auto Insurance W9, Direct Deposit form, Voided Check, Advance Payment form Level II Background Clearance letters CDA (NECC or FCCP), DCF transcripts, College Transcript or degree, Teaching Strategies GOLD certificates Calendar worksheet or DCPS calendar Z Sunbiz report, Signature Authorization form, etc To be determined To upload a document to a folder in the Document Library, select the correct folder to upload document from the drop down menu Date Revised: 6/23/16 13 Provider Portal User Guide

14 Click + Add New Document button In the pop up, click Browse to select the document being uploaded In Description enter the document name In Expiration Date enter the date the document expires If the document does not have an expiration date, such as sign-in sheets or rates, do not enter any date Click Upload Document To determine whether the upload is complete, select the folder to which the document was uploaded and verify the document is there Click Home on the top left of screen to return to Provider Dashboard Date Revised: 6/23/16 14 Provider Portal User Guide

15 Downloadable Documents & Helpful Information Links Downloadable Documents and Helpful Information Links are located on the Provider Dashboard Documents in the Downloadable Documents section are supporting documents that providers need to complete, or documents for provider reference. Links in the Helpful Information Links section are links to other websites or information for providers. Clicking on one of these links will take the user out of the Provider Portal. Date Revised: 6/23/16 15 Provider Portal User Guide

16 School Readiness Contract To access an existing or complete a new School Readiness contract, click on the link under School Readiness on the Provider Dashboard Completing a New School Readiness Contract Click on the appropriate School Readiness program year link under School Readiness on the Provider Dashboard Verify the correct agreement has been selected and click Yes on the confirmation screen Date Revised: 6/23/16 16 Provider Portal User Guide

17 The Agreement Details page is the home page for completing the School Readiness contract Supporting documents for the School Readiness contract can be uploaded to the Document Library from this page. Please refer to Document Library instructions for information on uploading documents in the Provider Portal. Required School Readiness forms are located on the Forms section of the Agreement Details page. Each form must be completed. There are a total of two (2) forms, however, initially only one (1) form is displayed. Once the user completes the OEL-SR 20, the second form will appear under the OEL-SR 20 for the user to complete. To open and complete each form, click on the form name. Date Revised: 6/23/16 17 Provider Portal User Guide

18 When OEL-SR20 is complete, OEL-SR20L, OEL-SR20LE, or OEL-SR20FFN will appear for the user to complete Once all forms have been completed, supporting documentation must be uploaded to the appropriate folder in the Document Library. Required supporting documents for the School Readiness contract are listed in the OEL-SR20 in Exhibit 2 (page 19). To submit the School Readiness contract for review by the ELC, verify that there is a YES next to all forms and click Submit Click Yes on the confirmation screen Date Revised: 6/23/16 18 Provider Portal User Guide

19 After clicking Submit the agreement status will change to Submitted. This indicates the contract has been sent to the ELC for review. Users can log in at any time to check the status of the contract. Making Changes to Existing Contracts Users who need to make changes to an existing School Readiness contract should contact the contract case manager for assistance. Date Revised: 6/23/16 19 Provider Portal User Guide

20 VPK Contract To access an existing or complete a new VPK contract, click on the appropriate link under VPK on the Provider Dashboard Creating a New VPK Contract Click on the appropriate VPK program year link under VPK on the Provider Dashboard Verify the correct agreement has been selected and click Yes on the confirmation screen. Date Revised: 6/23/16 20 Provider Portal User Guide

21 The Agreement Details page is the home page for completing the VPK contract Supporting documents for the VPK contract can be uploaded to the Document Library from this page. Please refer to Document Library instructions for information on uploading documents in the Provider Portal. Required VPK forms are located on the Forms section of the Agreement Details page. Each form must be completed. There are a total of five (5) forms, however, initially only four (4) forms are displayed. Once the user completed the OEL-VPK 20, the fifth form will appear under the OEL-VPK 20 for the user to complete. To open and complete each form, click on each form name. Date Revised: 6/23/16 21 Provider Portal User Guide

22 OEL-VPK 10: VPK Licensing and Director Information OEL-VPK 11A: VPK Classroom Staff Information OEL-VPK 11B: VPK Calendar and Schedule Information OEL-VPK 20: Statewide VPK Provider Contract TIP: When completing the OEL-VPK 11A and OEL-VPK 11B, some users run out of room. Click the + icon to add another page to the form. Click the + icon Date Revised: 6/23/16 22 Provider Portal User Guide

23 This will add another link below the existing form to add more information. When OEL-VPK 20 is complete, the VPK 20PP will appear for the user to complete Once all forms have been completed, supporting documentation must be uploaded to the appropriate folder in the Document Library. A list of required supporting documentation for VPK contracts can be found in the Downloadable Documents section of the Provider Dashboard. To submit the VPK contract for review, verify that there is a YES next to all forms and click Submit Click Yes on the confirmation screen Date Revised: 6/23/16 23 Provider Portal User Guide

24 Click Yes on the confirmation screen After clicking Submit the agreement status will change to Submitted. This indicates the contract has been sent to the ELC for review. Users can log in at any time to check the status of the contract. Making Changes to Existing Contracts Users who need to make changes to an existing VPK contract should contact the contract case manager for assistance. CCR&R Provider Update To complete the CCR&R Provider Update Form, click on the link under CCR&R Date Revised: 6/23/16 24 Provider Portal User Guide

25 Provider Update Form on the Provider Dashboard Verify the correct agreement has been selected and click Yes on the confirmation screen The Annual Provider Update Details page is the home page for completing the CCR&R Form To open and complete the CCR&R Form, click on the form name Date Revised: 6/23/16 25 Provider Portal User Guide

26 Once the form has been completed, supporting documentation must be uploaded to the appropriate folder in the Document Library. Providers must submit DCF License or Religious Exemption, as well as any accreditation certificates with the CCR&R Form. To submit the CCR&R Form for review by the ELC, verify that there is a YES next to all forms and click Submit Click Yes on the confirmation screen Date Revised: 6/23/16 26 Provider Portal User Guide

27 After clicking Submit the agreement status will change to Submitted. This indicates the CCR&R Form has been sent to the ELC for review. Users can log in at any time to check the status of the CCR&R Form. Provider Portal Contract Status Definitions Creating: Provider is in the process of completing an initial application Submitted: Provider has submitted the agreement to the Coalition for review Reviewing: Coalition is reviewing the agreement; provider can no longer make changes Reviewed: Coalition s review found no errors or missing information on its initial review and is sent for certification Rejected: Coalition s review found errors or missing information and sent the application back to the provider for correction. Date Revised: 6/23/16 27 Provider Portal User Guide

28 Certified: Agreement has been certified and executed by the coalition. Documents can be uploaded into the document library during any status of the agreement, including after the agreement has been certified. Date Revised: 6/23/16 28 Provider Portal User Guide

29 Attendance - Please read pages before you close your attendance. Attendance Reporting Guide: Attendance Reporting Codes X Present E Excused- Absence day 1-3 (no documentation required) SR & VPK A Absent- Absence beyond 3 days (documentation required) SR & VPK N Absent without pay SR & VPK H Holiday This will be pre-populated for School Readiness T Terminate Children no longer attending your program Ignore for the weekend SCHOOL READINESS ABSENCES First 3 absences of a child should be marked with an E on roster After first 3 absences If provider has documentation of absence, select A If provider does not have documentation of absence, select N Total monthly reimbursed absences shall not exceed ten (10) calendar days. ACCEPTABLE ABSENCES DOCUMENTATION Doctor s Note Hospitalization document Illness requiring home-stay as documented Court ordered visitation with appropriate documentation VPK ABSENCES o Select E or A for all absences Date Revised: 6/23/16 29 Provider Portal User Guide

30 CHILDREN NO LONGER ATTENDING PROGRAM o Child not attending and does not intend to return Select T for terminated o Child is not currently attending but you anticipate child will return Select N CLOSURES FOR DAYS NOT APPROVED ON PROVIDER CONTRACT o ELC approved paid holidays are indicated by a pre-populated H on rosters-no action required by provider o Days provider is closed other than the pre-approved holidays should be marked with an N on roster ACCESSING ATTENDANCE ON THE PROVIDER PORTAL To access the Attendance area of the portal, click on the Children tab at the top of the Provider Dashboard, then click Attendance Sorting Attendance Information Users can select the Yes and No buttons at the top of the Attendance screen to view or hide certain information on the roster Date Revised: 6/23/16 30 Provider Portal User Guide

31 To see or hide Weekends, select YES or NO To see or hide Redetermination Dates, select YES or NO To see or hide Other Details, select YES or NO Other Details displays child date of birth, funding group & fees To sort the roster by Funding Group, select YES or NO To toggle between School Readiness and VPK attendance, select Switch to SR Sheet or Switch to VPK Sheet. Entering Attendance-Absences If the child (ren) on the roster have absences Click on EDIT for the appropriate child Date Revised: 6/23/16 31 Provider Portal User Guide

32 Find the date of the absence Click on the letter that corresponds to the correct absence code When all absences have been entered click Save Repeat these steps until all absences have been entered for all children before selecting Close Attendance Sheet. When you have entered your attendance information for the month, click on CLOSE ATTENDANCE SHEET Date Revised: 6/23/16 32 Provider Portal User Guide

33 Click YES if the roster is complete and ready to be submitted to the ELC. Entering Attendance-No Absences If the child(ren) on the roster do not have any absences Click on CLOSE ATTENDANCE SHEET Click YES if the roster is complete and ready to be submitted to the ELC Date Revised: 6/23/16 33 Provider Portal User Guide

34 CHILDREN REDETERMINATION To view upcoming SR redetermination dates for children enrolled at your site, select the children tab: The redetermination dates reflect only one month of information. Example: In June 2016, only July 2016 redetermination dates will be visible. Date Revised: 6/23/16 34 Provider Portal User Guide

35 VPK ROSTER To enter the children enrolling in your VPK class, select the roster tab. To add a child to a class(es), select the drop down arrow to choose the classroom. Select the ADD NEW CHILD button and enter the VPK certificate information. Date Revised: 6/23/16 35 Provider Portal User Guide

36 When you are done, select save. Date Revised: 6/23/16 36 Provider Portal User Guide

37 Helpful Hints for the Using the Provider Portal ELC staff is not automatically notified when providers make changes or add something to the portal. Always follow up with your Provider Services or Reimbursement Specialist to make sure your updates or documents were received. The Document Library maintains ALL documents for both School Readiness and VPK. If you have already uploaded a document for one agreement, you will not need to upload the same document again for a different agreement. For example: If you upload your DCF license as part of the VPK contract, and then you complete a School Readiness contract, you do not have to submit the same license again as it was already saved in the Document Library. New rosters are available on the first business day of the month by 8:00 a.m. Date Revised: 6/23/16 37 Provider Portal User Guide