e-Child Care (ECC) Provider Information Session Department of Human Services Division of Family Development

Agenda Introduction Program purpose – overview What changes? What stays the same? How it works Provider Web Portal Questions and answers

Stakeholder Identification Providers Parents New Jersey Department of Human Services Division of Family Development (DFD) Child Care Resource & Referral Agency (CCR&Rs)

Who is ACS? Affiliated Computer Services, A Xerox Company State & Local Solutions, headquarters in Dallas Vendor selected to implement/operate ECC Provide proven experience Launched e-child care in five other states that are live and in production Colorado, Indiana, Louisiana, Oklahoma, Texas Five other states preparing to go live by end of 2011 Alabama, New Jersey, North Carolina, Ohio, Virginia

Why is New Jersey Implementing ECC? To provide accurate and timely tracking and verification of child care attendance To provide better attendance data including real time reporting To automate and reduce manual processes To pay providers more quickly

What are the Benefits? To give parents the responsibility of reporting the actual time their child is in care Parent transactions confirm that the care was provided to their child To streamline the processing of child care reimbursements for providers – reduction of most paper invoices

More Benefits… Payments made electronically, directly to your bank account resulting in quicker payments (you will be paid every two weeks for the care you provided two weeks ago) Real-time attendance transactions—attendance transactions are seen as they are actually happening

More Benefits… Reduction in timeframe to receive information about agreement and attendance Access to attendance and payment records through the provider web portal Accessible through the internet from any computer Reports on attendance, agreements, payments and other resources The portal address is: www.echildcarenj.org

What Stays the Same? Authorization policies for the Child Care Subsidy Program Record keeping requirements – sign in/out sheets for Licensing and Food and Nutrition Program documents State child care licensing rules related to individuals authorized to pick up or drop off children

What Changes? Attendance reports will be automated Attendance information is available when the transaction is occurring

How ECC Works Equipment required for the ECC Registered Land Line Phone New Jersey ECC Card

Interactive Voice Response (IVR) In-home providers will use the IVR to complete transactions. Parent/designee will use the registered land line at the provider location to report the child’s check-in/check-out. Parent must check in and check out every day for the provider to get paid.

What Parents are Being Told About ECC Parents receive an early alert letter The parent automatically will be mailed a card, card carrier and FAQ sheet Two designees may be identified and will receive cards If parent already has a Families First card, he/she will be asked to contact their CCR&R to link the card Parents cannot select the provider or any one acting on the provider’s behalf as their designee

What Parents are Being Told About ECC After getting the card, the parent/designee activates the card and selects a PIN (Personal Identification Number) by calling an toll-free number Parents will be connected to the Interactive Voice Response (IVR) system IVR will prompt them to enter 16 digit number from card

Card Activation The IVR will prompt the parent to enter their birth date. The IVR will prompt the parent to enter any 4-digit number of their choosing, as their PIN. The card is now active and ready for use. Encourage parents to activate their cards as soon as they receive them.

How Parents will Report Attendance Parent will call 1-800-997-3333 and follow the prompts Parent will press 2 for Child Care Parent will enter the card number Parent will enter their secure PIN # Parent will select one of the options given by the IVR: Check in/out, previous check in/out, absent day, sick day Parent will enter their child’s 2-digit number (01, 02, 03, etc.)

ECC Verification Process The IVR transaction is sent for verification: Is it case eligible? Is it child eligible? Is this the correct provider? If all the checks are confirmed, the transaction is approved If any check fails, the transaction is denied This occurs behind the scenes. The parents will not see this information.

Forms so you get paid Will receive both a banking form and W-9 tax form Complete and return within 24 hours of receipt ACS will be making the payments to providers Remember, parents must call IVR every day for the provider to get paid!

What ifs? What if the parent/designee forgets or is not present to record attendance? Parent/designee has the ability to perform transactions for previous days, including absences. This is commonly referred to as a “back swipe”. Parent/designee has two weeks (today plus the previous 13 days) to enter any missing transactions through the IVR. Parent can select two designees, who often pick up or drop off the child, to receive a card.

What ifs? What if there is a phone line problem? The system gives the parent/designee two weeks (today plus the previous 13 days) to fill in any missing transactions once the issue is resolved (“back swipe”)

Provider Web Portal – Log In Now, let’s look at the provider web portal. This is the log in screen for the provider web portal. You will enter your user name and password here. Your user ID is your EPPIC™ Provider number that will be sent to you with your bank form and tax form. The following screens show you what types of information and reports are available to you through the web portal. Remember, you can access the provider web portal from any internet location—not just your home.

Provider Profile This screen shows your unique provider profile. It gives information that you have shared with the state and the CCR&Rs. Your profile includes your address, phone number and contact names

Provider Agreements This screen lists all the agreements for a particular provider. An agreement is the set of data that contains all the information about a child’s care arrangement. Here you will see the date and time of the last transaction activity, as well as the transaction type.

Case Screen This screen allows you to retrieve information by case ID. All cardholders and agreements for this case are listed.

Agreement Screen This Agreement Screen shows the status and payment information for a specific agreement.

Provider Transactions By selecting a start and end date, you can view all the transactions for a given time period. You will be able to see the date, time and type of swipe (for example a check in or check out) for each transaction. There will be a toolbar which will allow you to print the screen or download the data in Excel or PDF mode.

1099 Search This screen allows the provider to search 1099s for a specified year. State issued 1099s will not be in the system. Next year, providers will receive two 1099s—one from the State and one from ACS.

Closure Dates This screen shows the dates that your facility is closed. If you have any questions about closure dates, please contact your local CCR&R.

Provider Payment Report As a provider, you can search payment information by a specific date. Select that payment date here.

Provider Payment Report - Detail This is the payment report selected by the provider and gives detail including the Attendance Payment, Manual Claims, Co-Pay and Total Payment.

Child Payment Detail This screen gives you detail of a child’s payment information broken down by full time and part time rates.

Child Attendance- Detail This reports provides attendance detail for a particular child. You can see when the child was in care and when he/she was out due to an absence, sick day or closure.

Provider – Payment Adjustment Detail The Provider Payment Adjustment Detail screen gives information on adjustments made to provider payments.

Provider Unmatched Check-In/Out Report Each day, there should be a matching check in and check out for every child in care. This inquiry allows you to see any unmatched check in or check outs for a specific day.

Provider Unmatched Check-In/Out Report These are the results of the search showing unmatched transactions.

What Happens Next? Informational mailings to all parents Parents will receive instructions on how to report their child(ren)’s attendance Providers will receive banking and tax forms—return within 24 hours Pilot counties are scheduled to go live in September Remaining counties will go live in October

How To Get Information or Assistance For program information, call your local CCR&R For general information log onto the DFD Webpage: www.state.nj.us/humanservices/dfd/programs/child

Questions?