PELICAN Child Care Works: Provider Self Service Training

Transcription

1 PELICAN Child Care Works: Provider Self Service Training

2 Overview Self Service is a combination of Provider Certification and Provider Self Service now offered online to providers. Regulatory information, forms, and a variety of other useful information is available from the Department of Public Welfare (DPW) Child Care Provider Home page. Provider Certification Provider Certification allows: New providers to complete and submit their certification information online Existing providers to complete certification renewals online Existing providers to complete complaints, incidents and plans of correction online Provider Self Service Provider Self Service allows: Established regulated providers to view and update specific R&R profile information in PELICAN Child Care Works The first part of this training focuses on Provider Self Service as this functionality impacts CCISs and requires CCIS actions. The second part of this training focuses on the impacts of the PELICAN Provider Certification system for CCISs and what is new. 2

3 Training Agenda The following topics will be covered during this training: 1. Goals of Provider Self Service 2. Training Overview 3. Provider Registration DPW Child Care Provider Home page 4. Provider Registration PELICAN Child Care Works 5. Provider Legal Entity Supervisor User Maintenance 6. Provider Access to PELICAN Child Care Works 7. CCIS Provider Self Service Processing 8. Provider Self Service Processing - Policy 9. Changes to Provider Profile Pages in PELICAN Child Care Works 10.Assistance for Provider Users 11.Provider Outreach Communications Instructions and Policy 12. R&R Impacts to PELICAN Child Care Works 13.Provider Profile Information 14.Provider Search 15. Certification Impacts to PELICAN Child Care Works 3

4 Goals of Provider Self Service The Provider Self Service Initiative focuses on 2 key user groups: 1. Providers 2. CCIS R&R and Provider Staff 1. Providers Provider Self Service functionality allows providers to update their PELICAN Child Care Works R&R Location Summary information as frequently as needed. 2. CCIS R&R and Provider Staff CCIS staff must approve specific updates for Provider Self Service. This will be covered in more detail later in the training. 4

5 Training Overview Training for this initiative is geared toward R&R and Provider Specialists to become familiar with the process providers will use to update and maintain their information in PELICAN Child Care Works and the steps required once updates are made by a provider Once training is complete, you will have a full understanding of the goals of Provider Self Service and your role in successfully processing the information in PELICAN Child Care Works 5

6 Provider Registration DPW Child Care Provider Home page 6

7 Provider Registration DPW Child Care Provider Home page For Provider Self Service and Certification, providers begin the registration process from the DPW Child Care Provider Home page: 7

8 Provider Registration DPW Child Care Provider Home page Providers must click the New User hyperlink to begin the registration process 8

9 Provider Registration DPW Child Care Provider Home page The first step is to accept the Management Directive Not accepting the Management Directive will cancel the registration 9

10 Provider Registration DPW Child Care Provider Home page Next, the provider must enter information about themselves in the New User Registration page Providers will have access to information such as Child Care Provider Forms, Regulations, etc. without having to register or login 10

11 Provider Registration DPW Child Care Provider Home page DPW website s Unified Security system automatically assigns a KEYSTONE ID and PIN for the provider user Notes: PIN is strictly for Provider Certification functionality and is not needed for R&R Maintenance Updates The Keystone ID is not ed to the provider and will only display on the page 11

12 Provider Registration DPW Child Care Provider Home page After the Keystone ID and Password are assigned, the DPW Provider Home page opens and the new provider user must login Once a proivder user has registered for access to the DPW Provider home page and PELICAN Child Care Works, they will only login once for access to Certification and PELICAN Child Care Works from that point forward 12

13 Provider Registration PELICAN Child Care Works 13

14 Provider Registration PELICAN Child Care Works Once logged into the DPW Child Care Provider Home page the provider user must click the Provider Services Maintenance hyperlink to register for access to PELICAN Child Care Works 14

15 Provider Registration PELICAN Child Care Works As the first user for a provider, the provider user must authenticate their login by providing their Tax ID and Master Provider Index (MPI) ID numbers in the Provider Services Maintenance page 15

16 Provider Registration PELICAN Child Care Works If the provider user does not know their MPI ID they can do one of two things: 1. Locate their MPI ID on a Payment Summary form Note: The MPI ID will be added to Payment Summaries during Release Contact their CCIS office Per policy, if a provider contacts the CCIS, the CCIS may not supply the MPI ID over the phone: Refer the provider to a recent copy of the Payment Summary; or Take down their information and mail a screenshot of the LE Demographics page to the provider address that is in PELICAN Child Care Works The MPI number can be mailed to any provider address listed in PELICAN Child Care Works The first person to login and register is automatically designated as the Legal Entity Supervisor for that organization and they must: Approve additional new provider user requests within their organization Manage existing provider user access to locations within their organization Note: Providers are advised to keep this in mind when selecting the initial provider user to be registered in PELICAN Child Care Works 16

17 Provider Registration PELICAN Child Care Works Provider Services Maintenance page now displays the Provider Legal Entity name for confirmation 17

18 Provider Registration PELICAN Child Care Works Provider Services Maintenance page confirms the request submission Office of Child Development and Early Learning (OCDEL) confirms the provider user is associated with the provider and approves or rejects the request. Once the provider user is approved or rejected, an automated confirmation is sent to the address provided during registration OCDEL only approves the Legal Entity Supervisor. All additional provider user requests within the organization are approved by the Legal Entity Supervisor 18

19 Provider Registration PELICAN Child Care Works When the Legal Entity Supervisor receives the approval confirmation from OCDEL they can log back into the DPW Child Care Provider Home page Notice the hyperlinks have changed under the Provider Self-Service heading. Only the Legal Entity Supervisor will see the Check Access Requests and Manage Users hyperlinks Access to PELICAN Child Care Works is now available by clicking the Provider Services Maintenance hyperlink. This takes the provider user to the PELICAN Child Care Works Location R&R Summary Page Note: If a single location provider is R&R Inactive and they try to access PELICAN Child Care Works they will get the following message when clicking the Provider Services Maintenance hyperlink: Location is not active for Referral purposes. Contact your local Child Care Information Services (CCIS) office with questions 19

20 Provider Legal Entity Supervisor User Maintenance 20

21 Provider Legal Entity Supervisor User Maintenance Once ODCEL approves the Legal Entity Supervisor, additional provider staff can be given access to the DPW Child Care Provider Home page and PELICAN Child Care Works Additional provider staff must also complete the DPW Child Care Provider Home page registration process we just reviewed Legal Entity Supervisor must provide the provider Tax ID and MPI ID (required for Pelican Child Care Works registration) to additional staff requesting access to PELICAN Child Care Works within their organization For larger Providers, the LE Supervisor will manage access to all staff within their Pennsylvania sites to PELICAN Child Care Works. HQ will work with the organization LE Supervisor to confirm they understand this process If the LE Supervisor changes, the provider will work directly with HQ to remove the previous LE Supervisor and assign a new one 21

22 Provider Legal Entity Supervisor User Maintenance The following chart describes the role of the LE Supervisor Legal Entity Supervisor First person to request access to PELICAN Manages all user requests under this organization This is the only request approved by OCDEL Location 1 Director Susan Jones Approved by Legal Entity Supervisor Location 2 Director Sam Watkins Approved by Legal Entity Supervisor Location 3 Director Nancy Smith Approved by Legal Entity Supervisor All active provider users will have the same access to PELICAN Child Care Works 22

23 Provider Legal Entity Supervisor User Maintenance Once the additional provider user s registration is complete for PELICAN Child Care Works, the Legal Entity Supervisor must approve the request Legal Entity Supervisor logs into the DPW Child Care Provider Home page and clicks the Check Access Requests hyperlink Legal Entity Supervisor must check pending requests regularly. They will not receive notification that there are requests waiting for approval 23

24 Provider Legal Entity Supervisor User Maintenance Authorization Approval page opens Each provider user must be individually approved by clicking SELECT to the left of the new provider user s Keystone ID 24

25 Provider Legal Entity Supervisor User Maintenance Authorization Approval page opens Legal Entity Supervisor must choose the location(s) the new provider user can access Once location(s) are selected, APPROVE or REJECT must be clicked CANCEL returns the Legal Entity Supervisor to the previous page Approval requests will remain in the Authorization Approval list until they are Approved or Rejected 25

26 Provider Legal Entity Supervisor User Maintenance Authorization Approval page displays the Approval or Rejection confirmation After clicking Continue, the Legal Entity Supervisor is navigated back to the DPW Child Care Provider Home page An automated is NOT sent to the new provider user. The Legal Entity Supervisor must inform the new provider user whether access has been approved or rejected 26

27 Provider Legal Entity Supervisor User Maintenance Once additional provider users are approved, additional maintenance may be conducted by the Legal Entity Supervisor such as: Location access may need to be changed Deactivation if they are no longer employed by the provider To make the changes, Legal Entity Supervisor clicks the Manage Users hyperlink once logged into the DPW Child Care Provider Home page 27

28 Provider Legal Entity Supervisor User Maintenance Manage Users page opens Legal Entity Supervisor selects the provider user by clicking SELECT to the left to the provider user s Keystone ID 28

29 Provider Legal Entity Supervisor User Maintenance Manage Users options are now available A provider user can be deactivated or their location access modified SAVE must be clicked to incorporate changes 29

30 Provider Access to PELICAN Child Care Works 30

31 Provider Access to PELICAN Child Care Works Providers will be given a Provider Online Services Reference Guide to assist them with: Registering on the DPW Child Care Provider Home page and for PELICAN Child Care Works access Basic Provider Certification and Self Service navigation tips Provider Certification functionality Provider Self Service functionality Provider Online Services Reference Guides will also be available to providers from the DPW Child Care Provider Home page For login issues, providers are directed to call the Commonwealth User ID & Password Reset number at which is available Monday Friday, 7:30 AM 4:30 PM A copy of the Reference Guide was included in the document with the training 31

32 Provider Access to PELICAN Child Care Works Once a provider user is approved they can access PELICAN Child Care Works by clicking the Provider Services Maintenance hyperlink on the DPW Provider Home page. This opens the Location R&R Profile Summary page in a new window Note: If assisting a provider using Provider Self Service, the look and navigation of screens will be identical to what CCIS staff sees 32

33 Provider Access to PELICAN Child Care Works Location R&R Profile Summary Page A provider user can access the R&R Profile Summary pages and make changes as needed Select Provider Location dropdown box allows provider users to update specific locations Screen column provides navigation to R&R pages that providers have access to view and update Last Updated On column displays the date and time the page was last updated Last Updated By column displays the Keystone ID of the provider user or CCIS staff that last updated the page 33

34 Provider Access to PELICAN Child Care Works Location R&R Profile Summary Page (cont.) There are two types of updates, Managed Updates and Real-Time Updates 1. Managed Updates: Managed Updates are identified by a Y in the Approval? column and include: Accreditations (it is good business practice to verify accreditations, however it is not required by Policy) Service Schedule Note: These pages require CCIS approval prior to being updated 2. Real-Time Updates: These updates do not require CCIS approval and are updated in real-time Updates will not be available for a referral search until the next business day 34

35 PELICAN Child Care Works Child Care Provider Self Service Provider Access to PELICAN Child Care Works To increase system performance due to Provider Search and providers accessing the R&R subsystem, Provider R&R Profile changes will batch overnight. Example #1: A CCIS using PELICAN Child Care Works or a provider using Provider Self Service adds Peanut Free Environment as a characteristic. An hour later, a CCIS does a referral search for a client based on the Peanut Free Environment attribute. The provider who had the change made in the preceding hour will not return as a result in the referral search. However, after the overnight batch runs, this provider will show in the results for this search parameter Example #2: A CCIS using PELICAN Child Care Works or a provider using Provider Self Service adds Peanut Free Environment as a characteristic. An hour later, a CCIS does a referral search for a client NOT based on the Peanut Free Environment attribute. The provider who had the change made in the preceding hour WILL return as a result in the referral search and after the overnight batch 35

36 Provider Access to PELICAN Child Care Works Providers can check on the status of their Managed Updates by clicking the Approval Status hyperlink on the blue navigation bar in the Location R&R Profile Summary page There are three Approved/Rejected statuses (seen on next slide): 1. Pending CCIS has not completed processing the request 2. Approved CCIS has completed processing the request and approved the update 3. Rejected CCIS has completed processing the request and marked the update as not approved or rejected 36

37 Provider Access to PELICAN Child Care Works Approval Status Page Each Managed Update is listed for the provider user to review Different locations can be selected from the Select Provider Location drop-down box Item column lists the specific Managed Update Approved/Rejected column provides the status If a Managed Update was rejected, the reason is shown in the Rejection Reason column Comments column contains comments which are required by CCISs for Rejections Submitted Date is the date the provider changed the Managed Updates page Last Updated Column is the date the CCIS updated the status of the Managed Update 37

38 Provider Access to PELICAN Child Care Works The following Provider Profile pages cannot be accessed or updated by providers: Closures Comments Provider Assistance Log Rates Note: These pages will continue to be updated by CCISs with appropriate paperwork CCISs still have access to update all Provider Profile pages Providers will receive the same error messages when the system is down as CCISs do. If they call your CCIS regarding an error message, please advise them to try to access the system at a later time 38

39 CCIS Provider Self Service Processing 39

40 CCIS Provider Self Service Processing Managed Updates from providers require CCIS approval. Other updates made by the provider are automatically updated in PELICAN Child Care Works CCISs will use a new Provider Profile Inbox to view Managed Updates awaiting approval Only CCIS workers with the Provider Profile Manager security role will see the Provider Profile Inbox link on the sub-navigation bar Provider Profile Inbox is accessed by navigating to: Navigating to the Provider Profile Inbox is done by clicking R&R Provider Profile Inbox 40

41 CCIS Provider Self Service Processing Provider Profile Inbox Summary Page Managed Updates are listed in the Provider Profile Inbox Summary page Provider Location column lists the provider s Location ID Location Name is the name of the specific provider location (if it exists), otherwise it will display the provider s Legal Entity Name Profile Attribute column displays the Managed Update that must be approved or rejected by the CCIS Managed Updates are listed individually Records are sorted oldest to newest by the date the request was submitted Click a Profile Attribute hyperlink to open the Provider Profile Inbox Detail page for that update There are no search options for the Provider Profile Inbox Summary records All staff with the new Provider Profile Manager role will be able to view and approve managed updates in the Provider Profile Inbox Summary page. The Inbox is not separated by providerload 41

42 CCIS Provider Self Service Processing Provider Profile Inbox Detail Page Provider Profile Inbox Detail page displays the requested update from the provider and the current information in PELICAN Child Care Works. This allows CCISs to compare the information If an update is being rejected, a Rejection Reason Code must be selected from the dropdown box Rejection Reason Codes are: No Documentation Provided Use comments to advise providers what documentation may be needed Error Used for misc. rejection reasons. Details must be provided in comments section Documentation Expired Accreditation Revoked Use this if you are aware of an incorrect accreditation update Schedule Does Not Accommodate Current Enrollments Schedule Does Not Match Published Schedule Published schedule is the schedule providers distribute to parents. This rejection is only used if the provider specialist knows the published schedule Schedule Incorrect 42

43 CCIS Provider Self Service Processing Provider Profile Inbox Detail Page (cont.) Comments are required if an update is being Rejected This is a free text field: Up to 250 characters can be entered Please keep in mind that providers will see your comments for rejections (they cannot view provider comments and assistance log entries in PELICAN) Please be clear with information added in comments To complete a rejection, click the REJECT button at the bottom of the page If the update appears to be correct, click the APPROVE button at the bottom of the page Click CANCEL to return to the Provider Inbox Profile Summary page Once a Managed Update is approved or rejected, it is removed from the Provider Profile Inbox: Changes can always be viewed from History If a Managed Update is being Rejected due to missing documentation, you can advise the proivder of this by including what is missing in the comments 43

44 CCIS Provider Self Service Processing - Alerts Provider Profile Inbox Summary Alerts There are two alerts generated from the Provider Profile Inbox: 1. A real-time alert when the Managed Update appears in the Provider Profile Inbox day alert advising that a Managed Update has not been processed: On Day 60, the update is automatically rejected with the reason of Request Expired A comment is automatically added of Request Expired 44

45 CCIS Provider Self Service Processing Policy CCISs need to process Managed Updates within 5 business days after receipt of paperwork OCDEL Headquarters staff will make contact with individuals requesting the Provider Legal Entity Supervisor role within 48 hours of submission (this does not mean approvals or rejections will be determined within 48 hours) 45

46 Changes to Provider Profile Pages in PELICAN Child Care Works 46

47 Changes to Provider Profile Pages in PELICAN Child Care Works Options on a variety of Provider R&R Profile pages have been added and/or updated as a result of: OCDEL request; and Provider feedback through several focus group presentations 47

48 Changes to Provider Profile Pages in PELICAN Child Care Works Local Curriculum Offered Page This page is now Location Additional Activities Following options have been added: Science Social Studies Inter-generational Activities 48

49 Changes to Provider Profile Pages in PELICAN Child Care Works Location Additional Charges Page Treat has been changed to Snack 49

50 Changes to Provider Profile Pages in PELICAN Child Care Works Location Affiliation Page Employer has been changed to Business Partners Following options have been added: Faith-Based Organization University/College/Community College 50

51 Changes to Provider Profile Pages in PELICAN Child Care Works The Faith-Based Organization checkbox has been returned to the Location Affiliations page of the Provider Profile CCISs can still perform a referral search on Faith-Based Organization under the Other Early Learning Programs field 51

52 Changes to Provider Profile Pages in PELICAN Child Care Works Location Capacity and Vacancies Page This page is now Location Capacities Tables have been combined into one table and the following enhancements have been made: Options are now: Total Desired Enrollments (calculates based on entry within the table) Part Day (less than 5 hours) Full Day (more than 5 hours) Specific age groups and Preschool (Kindergarten broken out separately) beneath the Care Levels 52

53 Changes to Provider Profile Pages in PELICAN Child Care Works Location Environment Page Walker Access and Wheelchair Access have been combined into Accessibility for Persons with Disabilities Wading Pool/Sprinkler has been changed to Outdoor Sprinkler 53

54 Changes to Provider Profile Pages in PELICAN Child Care Works Location Financial Program Participation Page Following options have been added: Child Care Works/Subsidy Participation United Way Following options have been removed: CCIS Subsidy Participation CAO Subsidy Participation 54

55 Changes to Provider Profile Pages in PELICAN Child Care Works Location General Schedules Served Page School Holidays is now School District Holidays Snow Days is now School District Snow Days 55

56 Changes to Provider Profile Pages in PELICAN Child Care Works Location Other Early Learning Programs Page Following options have been removed: Adult Day Care Regulated Before School program Regulated After School Program Faith-Based Organization Following option has been added: PA Pre-K Counts 56

57 Changes to Provider Profile Pages in PELICAN Child Care Works Location Service Schedule Detail Page Table has been redesigned for ease of use Session 3 has been removed Start and End have been replaced with Start Time and End Time Times can be entered manually instead of a pre-populated drop-down list 24 Hour check box has been added Check box will automatically default provider s schedule to 6am-6am for the days it is checked Will not change the way the 24-hour General Schedule box functions today 57

58 Assistance for Provider Users In some instances, provider users may contact CCISs for assistance if they encounter login/password issues or technical issues The following information will help you assist them: Login Issues: CCISs should direct provider users to the Commonwealth User ID & Password Reset number (as listed in the Provider Online Services Reference Guide and the DPW Child Care Provider Home page) Monday Friday, 7:30 AM 4:30 PM Note: Providers can change their own password within the system if it is forgotten. Password lock-out will not occur until five failed attempts are made Technical Issues: CCISs should direct providers to the following number for the purpose of reporting technical issues that the CCIS cannot answer: (717) This number is a voice mailbox that is checked each day by HQ. Messages can be left 24 hours a day If the system is unavailable, provider users will experience the same errors as CCISs When directing provider users to either phone number listed above, it is important to distinguish between login/password and technical issues 58

59 Assistance for Provider Users CCISs should try to assist providers with general questions regarding navigation in PELICAN Child Care Works and specific options that are available for selection in the R&R pages they can update There is no plan to provide a toll-free number at this time for provider technical assistance 59

60 Provider Outreach Communications Instructions and Policy Headquarters will print and distribute copies of the Child Care Provider Online Services Reference Guide to each CCIS Office: Providers can get a copy of the guide from the CCIS Office or you can refer the provider to the PDF document on the DPW Child Care Provider Home page (under the General heading, click the Services Help Guide hyperlink) Share copies of the guide with new regulated providers during Face-to-Face meetings or as needed 60

61 R&R Impacts to PELICAN Child Care Works Referral Results Table: To improve system performance, results on the referral results table will only provide: Number of matches geographically and; Total matches for all parameters 61

62 R&R Impacts to PELICAN Child Care Works Township/Municipality filter: Improved page-load time 62

63 Provider Profile Information Provider Profile Information 63

64 Provider Profile Information With the implementation of Provider Self Service, a provider will be able to update their R&R profiles as needed without contacting the CCIS. Due to this, the provider profile update procedure has changed: Printing provider profile updates for all providers will no longer take place Providers will receive a one-page letter (R&R Chapter Appendix E) annually, asking them to review their profile and make updates to their profile online as needed or request a hard copy (RE212) from the CCIS For providers that request a hard copy, the CCIS will provide the RE212 for these providers and update their profile manually upon the receipt of changes from the provider. The process for this has not changed Appendix E will be used the first time in conjunction with the mailing of closures Spring 2008 Expect a new R&R chapter in the coming weeks 64

65 PELICAN Child Care Works Child Care Self Service Provider Search An online R&R search can be done by parents at their leisure. The search works as a component of COMPASS, however OCDEL has established a direct web address to the search without navigating through COMPASS to find it: The Welcome Page to the search acts as a portal of information for parents as they enter the search function. Highlights of the search include: Radial, zip code, and county - geographic searches Basic and advanced search parameters Sortable search results, provider detail information Maps and directions to provider (if both A to B locations are geo-coded) Add to Shopping Cart function My Selections page CCIS expectations regarding provider search: Have a familiarity with the use, functions, and limitations of the search Refer parents to the Provider Search functionality as needed 65

66 Questions? 66