IDHS Child Care Telephone Billing System A Faster Way to get Paid

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IDHS Child Care Telephone Billing System A Faster Way to get Paid Slide 2 Whats it all about: The IDHS Child Care Telephone Billing System is an alternative to mailing the Child Care Certificate to the local Child Care Resource and Referral (CCR&R) Agency at the end of each monthThe IDHS Child Care Telephone Billing System is an alternative to mailing the Child Care Certificate to the local Child Care Resource and Referral (CCR&R) Agency at the end of each month The Telephone Billing System will help you get your payments quickerThe Telephone Billing System will help you get your payments quicker Slide 3 How it Works How it Works If you call the Billing System instead of mailing a Certificate to your local CCR&R:If you call the Billing System instead of mailing a Certificate to your local CCR&R: The information gets into the States payment system faster No mail delays in getting information to the CCR&RNo mail delays in getting information to the CCR&R The payment information may be entered 7 days a week, 24 hours a dayThe payment information may be entered 7 days a week, 24 hours a day You get immediate confirmation that your payment has been enteredYou get immediate confirmation that your payment has been entered Slide 4 How to get started All licensed homes and license-exempt home providers of approved cases will be mailed a Child Care Telephone Billing Agreement form Mail the completed form to your local CCR&R Slide 5 Learning the System You will be mailed instructions on how to use the system and practice certificates to enterYou will be mailed instructions on how to use the system and practice certificates to enter Call the number listed on the instructions and enter the practice certificatesCall the number listed on the instructions and enter the practice certificates After you have completed the practice certificates successfully, you will be able to bill for child care over the phone!After you have completed the practice certificates successfully, you will be able to bill for child care over the phone! Slide 6 Your Password After IDHS has confirmed that you have successfully completed the practice certificates, you will be mailed a letter that includes your payment passwordAfter IDHS has confirmed that you have successfully completed the practice certificates, you will be mailed a letter that includes your payment password Keep this number for your recordsKeep this number for your records Do not share or give your password to anyoneDo not share or give your password to anyone Slide 7 Your Password Slide 8 What You Need You will need the following items before you call in your billing information:You will need the following items before you call in your billing information: Your SSN or FEIN Your password The Child Care Certificate with all information completed including signed by both you and the parent Slide 9 Call the Billing System To submit your billing information, dial 1-800-787-9316 TTY callers may dial 1-800-787- 9318 to access the system The Billing System is available 24 hours a day, 7 days a week Slide 10 Entering Information You may enter information either with the phone key pad or by speaking the informationYou may enter information either with the phone key pad or by speaking the information If you reply using the phone key pad, you must complete the entire process in the same way. Slide 11 Speaking to the System The system can be accessed in either English or Spanish Speak slowly and clearly Call from a quiet room Slide 12 Speaking to the System Use the phone handset instead of a speaker phone or hands-free headsetUse the phone handset instead of a speaker phone or hands-free headset Use a land line phone instead ofUse a land line phone instead of a cell phone a cell phone If you must use a cell phone, call from a stationary position with a strong signalIf you must use a cell phone, call from a stationary position with a strong signal Slide 13 Speaking to the System Speak only the requested informationSpeak only the requested information If asked to say account information, dont say I want account information, say account information. If you are having problems, are calling from a noisy location or dont have a good connection, use the touch-tone keys on the phoneIf you are having problems, are calling from a noisy location or dont have a good connection, use the touch-tone keys on the phone Slide 14 Verifying Your SSN The Billing System will ask for your Social Security Number (SSN). Enter either your: Social Security Number (SSN) or your Federal Employers Identification Number (FEIN) Be sure to use the same number you used on the Child Care Application and W-9 Form Slide 15 Verifying Your SSN The system will confirm your SSN is on the States computer systemThe system will confirm your SSN is on the States computer system If the number is not correct, or is not listed on the computer, you must contact the CCR&RIf the number is not correct, or is not listed on the computer, you must contact the CCR&R Slide 16 Enter Your Password The system will also ask for your password. This is the number that is located on the letter IDHS sent youThe system will also ask for your password. This is the number that is located on the letter IDHS sent you Your Password Slide 17 Lost/Forgotten Passwords If you have lost or forgotten your password, or would like to change it for any reason, you must call the Telephone Billing SystemIf you have lost or forgotten your password, or would like to change it for any reason, you must call the Telephone Billing System You will receive a new password letter in the mail with your password informationYou will receive a new password letter in the mail with your password information Slide 18 Address Verification If the address on the certificate is not correct, you must change it on the certificate, complete the billing information (including signatures) and mail it to the CCR&R. If the address needs to be changed, you cannot use the Telephone Billing System 1420 Slide 19 Address Verification The Child Care payment will be sent to the address listed on the certificateThe Child Care payment will be sent to the address listed on the certificate Slide 20 When to Bill The system will ask if you would like to enter a certificate for any of the past four months that have been approved but not yet billed forThe system will ask if you would like to enter a certificate for any of the past four months that have been approved but not yet billed for You cannot enter information for a service month before the end of that monthYou cannot enter information for a service month before the end of that month Slide 21 When to Bill The earliest you can bill is 6:00 AM the first day of the following monthThe earliest you can bill is 6:00 AM the first day of the following month You cannot enter billing for March until 6:00 AM April 1 or later Slide 22 Peak Hours The systems phone lines may be busy during peak hours, between 8:00 AM and 5:00 PMThe systems phone lines may be busy during peak hours, between 8:00 AM and 5:00 PM To avoid a busy signal, call after 5:00, early in the morning or on the weekendTo avoid a busy signal, call after 5:00, early in the morning or on the weekend Slide 23 The First Case After you have selected a month, the system will state the first case name The system will ask you for attendance information for each child you are approved for from the first family Slide 24 Eligible Days If you are a licensed provider, you will be asked to confirm the total number of full time and part time days the child was eligible for care during the month of serviceIf you are a licensed provider, you will be asked to confirm the total number of full time and part time days the child was eligible for care during the month of service The number of approved eligible days are listed on the Child Care Certificate that was mailed to you for the monthThe number of approved eligible days are listed on the Child Care Certificate that was mailed to you for the month Slide 25 License Exempt Providers License exempt providers will not be asked about eligible daysLicense exempt providers will not be asked about eligible days License exempt providers will only need to enter the number of days a child received careLicense exempt providers will only need to enter the number of days a child received care Slide 26 Adding Eligible Days For Licensed Providers If the child attended more days than the number of eligible days, the telephone system cannot be usedIf the child attended more days than the number of eligible days, the telephone system cannot be used You must complete and mail the paper certificate, noting the change in eligible days and the reasonYou must complete and mail the paper certificate, noting the change in eligible days and the reason For example, increasing the eligible full time days by 1 due to a school holiday Slide 27 Reducing Eligible Days For Licensed Providers If the child was eligible for fewer days than approved, licensed providers may enter the new number of eligible days in the system at this time For example, if the child stopped attending your program before the end of the month, you may reduce the number of eligible days Slide 28 Attended Days The system will ask both licensed and license-exempt providers for the number of full time and part time days the child attendedThe system will ask both licensed and license-exempt providers for the number of full time and part time days the child attended This will be repeated for each child approved in this familyThis will be repeated for each child approved in this family Slide 29 Last Month of Care? After you have entered information on the last child approved for this case, the system will ask if you are still providing care for the familyAfter you have entered information on the last child approved for this case, the system will