Upload
others
View
1
Download
0
Embed Size (px)
Citation preview
Provider Portal User Guide
Provider Portal User Guide
Date Revised: 3/17/16 2 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
About This Guide
This user guide provides information about the features and use of the screens on the
ELC of the Big Bend Region’s Provider Portal, referred to as the Provider Portal.
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 ............................................................................................... 9
Receiving Messages ....................................................................................... 10
Sending Messages .......................................................................................... 10
Document Library .......................................................................................... 11
Downloadable Documents & Helpful Information Links ............................... 14
School Readiness Contract ............................................................................... 15
Completing a New School Readiness Contract .............................................. 15
NEW for 2016‐2017: Agreement Documents ................................................ 17
Making Changes to Existing Contracts ........................................................... 21
VPK Contract ..................................................................................................... 22
Creating a New VPK Contract ........................................................................ 22
NEW for 2016‐2017: Agreement Documents ................................................ 25
VPK Director Tab ......................................................................................... 28
Instructors tab: ............................................................................................ 29
Provider Portal User Guide
Date Revised: 3/17/16 3 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
Making Changes to Existing Contracts ........................................................... 31
CCR&R Provider Update ................................................................................... 31
Provider Portal Contract Status Definitions ..................................................... 33
Attendance ....................................................................................................... 34
Sorting Roster Information ............................................................................ 34
Entering Attendance‐No Absences ................................................................ 35
Entering Attendance‐Absences ..................................................................... 35
ABSENCES ....................................................................................................... 37
SCHOOL READINESS ABSENCES ................................................................... 37
VPK ABSENCES............................................................................................. 38
CHILDREN NO LONGER ATTENDING PROGRAM ......................................... 38
CLOSURES FOR DAYS NOT APPROVED ON PROVIDER CONTRACT ................ 38
Helpful Hints for the Using the Provider Portal ................................................ 38
Provider Portal User Guide
Date Revised: 3/17/16 4 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
Accessing the Provider Portal Open internet browser
Type the Provider Portal web address into the URL bar at the top of the screen:
https://providers.elcbigbend.org/
Press the Enter key. The website opens at the Login Screen.
Provider Portal User Guide
Date Revised: 3/17/16 5 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
Creating an Account First time Provider Portal users must create a User Name and Password to access the
Portal.
Create a password. Passwords are required to be at least 7
characters in length. They must contain
characters from 3 of the following 4
categories:
• Upper case letters,
• Lower‐case letters,
• Numbers 0‐9, and
• Non‐alphanumeric characters such as
$, #,*.
Re‐enter password
Enter DCF license, registration, or
religious exempt number. If you do not
have one of these numbers, please
contact the ELC’s Contract
Administration Department for
assistance.
Enter zip code of provider location
Click “Create Account” when fields are
complete
Re‐enter User Name
Enter User Name (email address)
Provider Portal User Guide
Date Revised: 3/17/16 6 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
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
On the Reset Account Password screen, enter Username, DCF License, Registration, or
Religious Exemption number, and Zip Code
Provider Portal User Guide
Date Revised: 3/17/16 7 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
Enter a new password in the “New Password” field
Re‐type new password in “Re‐enter New Password” field
Click “Reset Password”
.
Provider Portal User Guide
Date Revised: 3/17/16 8 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
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.
Provider Portal User Guide
Date Revised: 3/17/16 9 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
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
Message Center The Message Center allows users to send messages to and receive messages from ELC
staff.
Provider Portal User Guide
Date Revised: 3/17/16 10 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
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
Sending Messages To send a message back to ELC staff, click “Add A Message”
Enter a subject and message, then click “Save”
Provider Portal User Guide
Date Revised: 3/17/16 11 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
Document Library The Document Library is a place to submit and store documents required by the ELC. The
Document Library is used by the ELC to share information including reimbursement
payment details and monitoring results with providers.
Each folder in the Document Library is used for different types of documents.
The Document Library can be accessed from the Provider Dashboard
Provider Portal User Guide
Date Revised: 3/17/16 12 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
Document Library Folders & Documents
Folder Documents That Belong in FolderAccreditation Certificates
Certificates from Accrediting Agencies, DCF Gold Seal Accreditation Certificate
Additional Supporting Documentation
Sunbiz information, Signature Authorization form, Charter School information
Background Clearance
Level II Background Clearance letters, Affidavits of Good Moral Character
Banking Information EFT form, bank account information, W9
DCF License, Registration, or Exemption
DCF license, registration letter, or religious exemption
Insurance Certificate of Liability Insurance
Monitoring Completed monitoring tools, compliance and notices of non‐compliance, corrective action plans, documentation from provider related to non‐compliance correction
Rates Copy of provider’s private pay rates
Reimbursement Payment Detail
Copy of monthly payment detail
School Readiness Eligibility
Childcare certificate from ELC are uploaded to this folder for providers
SR Sign In‐Out Sheets Upload School Readiness sign in/out sheets and documentation of absence here
VPK Calendar Information
ELC VPK calendar calculator, calendar adjustment documentation
VPK Eligibility Providers upload VPK certificates here; approved VPK certificates from ELC are uploaded to this folder for provider
VPK Director & Instructor Credentials
Staff credential verification, education credentials, DCF transcripts, director’s certificate, certificates of completion for required VPK courses
VPK Sign In‐Out Sheets
Upload VPK sign in/out sheets and monthly parent certification of attendance (VPK short or long form) here
Uncategorized At this time do not use this folder
Provider Portal User Guide
Date Revised: 3/17/16 13 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
To upload a document to a folder in the Document Library, select the correct folder to
upload document from the drop down menu
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
Provider Portal User Guide
Date Revised: 3/17/16 14 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
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
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.
Provider Portal User Guide
Date Revised: 3/17/16 15 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
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
The Agreement Details page is the home page for completing the School Readiness
contract
Provider Portal User Guide
Date Revised: 3/17/16 16 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
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.
When OEL‐SR20 is complete, OEL‐SR20L, OEL‐SR20LE, or OEL‐SR20FFN will appear for the
user to complete
Provider Portal User Guide
Date Revised: 3/17/16 17 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
NEW for 2016‐2017: Agreement Documents Once all forms have been completed, supporting documentation must be uploaded. A
new link called “Agreement Documents” will appear below the two contract forms.
Select the Agreement Documents link.
A new screen with several tabs across the top will appear. Each tab corresponds to a
specific document or set of documents required as part of the contract.
Click on the License tab, then click “Edit’.
Provider Portal User Guide
Date Revised: 3/17/16 18 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
On the next screen, enter your license, registration, or exemption expiration date
If the document you wish to attach in already in your Document Library, under Select
Document Source select the “From the Document Library” button. The following screen
will appear
1. Select folder in
which document you
wish to attach is
2. Click on document you
wish to attach
4. Click Save
3. Verify the name of the
document you wish to
attach appears here
Provider Portal User Guide
Date Revised: 3/17/16 19 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
If the document you are uploading is not already in your Document Library, select the
“Upload a New Document” button
Click “Choose File”
Browse for and select appropriate file for upload from your computer
Click “Save”
Once you complete the License tab, continue to repeat the instructions for attaching
documents for each of the tabs.
WORKER’S COMPENSATION INSURANCE
If required to carry Workers’ Compensation insurance, upload your policy or
certificate of insurance.
If not required to carry Workers’ Compensation, upload an exemption certificate or
a document describing why provider is not required to carry this insurance. This
document should NOT be handwritten, should be on the center or home’s
letterhead, and must clearly state the legal name of the center or home.
Provider Portal User Guide
Date Revised: 3/17/16 20 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
School Readiness providers will need to upload any changes to banking information and
any background screening documents (if applicable based on provider type) directly to
the Document Library.
RATES
Providers must upload a copy of the private pay rates it charges all parents.
Providers should include a rate for every care level and care type offered. For
example, if a program currently has no infants, but has room for infants and will
accept an infant, the provider must include this rate.
ELC will not enroll children in care levels for which a provider has no rates. For
example, if a provider does not submit rates for a part‐time school age child, and
a parent wants to enroll school age child for part time services at provider, ELC
will be unable to enroll this child at provider.
Rates submitted with the contract CANNOT be handwritten, should be on the
center or home’s letterhead, and must clearly state the legal name of the center
or home. All providers are required by the School Readiness Provider Contract to
submit a copy of their rates. Providers cannot charge different rates for School
Readiness and private pay enrollments.
Provider Portal User Guide
Date Revised: 3/17/16 21 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
To submit the School Readiness contract for review by the ELC, verify that there is a “YES”
next to all forms and click “Submit Agreement”
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 School Readiness contract must contact
the contract case manager for assistance. Failure to contact your contract case manager
may result in your change not being approved.
Provider Portal User Guide
Date Revised: 3/17/16 22 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
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
Provider Portal User Guide
Date Revised: 3/17/16 23 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
The Agreement Details page is the home page for completing the VPK contract
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.
Provider Portal User Guide
Date Revised: 3/17/16 24 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
To open and complete each form, click on each form name.
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.
OEL‐VPK 10: VPK Site 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
Click the “+”
icon
Provider Portal User Guide
Date Revised: 3/17/16 25 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
This will add another link below the existing form to add more information.
When OEL‐VPK 20 is complete, OEL‐VPK 20PP or OEL‐VPK 20PS will appear for the user to
complete
Once all forms have been completed, supporting documentation must be uploaded.
NEW for 2016‐2017: Agreement Documents Once all VPK forms have been completed, a new link will appear. This link is called
“Agreement Documents”
Select the Agreement Documents link.
Provider Portal User Guide
Date Revised: 3/17/16 26 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
Each tab corresponds to required document(s).
Click on the License tab, then click “Edit’.
On the next screen, enter your license or registration expiration date
If the document you wish to attach in already in your Document Library, under Select
Document Source select the “From the Document Library” button. The following screen
will appear
Provider Portal User Guide
Date Revised: 3/17/16 27 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
If the document you are uploading is not already in your Document Library, select the
“Upload a New Document” button
Click “Choose File”
1. Select folder in
which document you
wish to attach is
2. Click on document you
wish to attach
4. Click Save
3. Verify the name of the
document you wish to
attach appears here
Provider Portal User Guide
Date Revised: 3/17/16 28 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
Browse for and select appropriate file for upload from your computer
Click “Save”
Once you complete the License tab, click on the Insurance tab. Continue to repeat the
instructions for attaching documents for each of the tabs.
VPK Director Tab: The VPK Director tab is where all VPK Director supporting documents,
including the credential, background screens, and Affidavit of Good Moral Character are
uploaded. The system will pull the Director information entered on the VPK Form 10 and
pre‐populate the Document Type and Director Name.
Provider Portal User Guide
Date Revised: 3/17/16 29 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
Instructors tab: The Instructors tab is where all VPK instructor and classroom staff
supporting documents including credentials, background screens, and Affidavit of Good
Moral Character are uploaded. The system will pull the Director information entered on
the VPK Form 11A and pre‐populate the Document Type and Instructor Name.
Click on “Close Form” when all required documents have been added to each tab.
VPK providers must continue to upload a current W9 and any changes to banking
information to the appropriate folders in the Document Library as these items are not
on the Agreement Documents tab.
Once you have uploaded all required documents on each tab, the Agreement Documents
Complete status will change to “Yes” on the main agreement screen.
To submit the VPK contract for review by the ELC, verify that there is a “YES” next to all
forms and click “Submit”
Provider Portal User Guide
Date Revised: 3/17/16 30 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
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.
Provider Portal User Guide
Date Revised: 3/17/16 31 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
Making Changes to Existing Contracts Users who need to make changes to an existing VPK contract should contact the contract
case manager for assistance. Failure to contact your contract case manager may result
in your change not being approved.
CCR&R Provider Update
To complete the CCR&R Provider Update Form, click on the link under “CCR&R Provider
Update Form” on the Provider Dashboard
Verify the correct agreement has been selected and click “Yes” on the confirmation
screen
Provider Portal User Guide
Date Revised: 3/17/16 32 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
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
Once the form has been completed, supporting documentation must be uploaded to the
appropriate folder in the Document Library.
Provider Portal User Guide
Date Revised: 3/17/16 33 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
Providers must submit DCF License, Registration Letter, or Religious Exemption, as well as
any accreditation certificates with the CCR&R Form if they are not already in the
Document Library.
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
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
Provider Portal User Guide
Date Revised: 3/17/16 34 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
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. 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.
Attendance To access the Attendance area of the portal, click on the “Children” tab at the top of the
Provider Dashboard, then click “Attendance”
Sorting Roster 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
Provider Portal User Guide
Date Revised: 3/17/16 35 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
• To see or hide “Weekends”, select YES or NO
• To see or hide “Determination Dates”, select YES or NO
• To see or hide “Other Details”, select YES or NO
o “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 rosters , use the drop down menu at
the top of the roster to select the other roster
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.
Entering Attendance‐Absences If the child (ren) on the roster have absences
Click on “EDIT” for the appropriate child
Provider Portal User Guide
Date Revised: 3/17/16 36 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
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
Click on “CLOSE ATTENDANCE SHEET”
Click “YES” if the roster is complete and ready to be submitted to the ELC.
Provider Portal User Guide
Date Revised: 3/17/16 37 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
To upload sign in/out sheets and documentation of absences, click “Home” on the top
left of the screen to go back to the Provider Dashboard. Refer to the instructions on
accessing the Document Library and Uploading Documents and upload the documents to
the appropriate folders.
ABSENCES Total monthly reimbursed absences shall not exceed ten (10) calendar days.
Acceptable Absence:
Hospitalization of the child or parent with appropriate
documentation;
Illness requiring home‐stay as documented;
Death in the immediate family with appropriate documentation
(i.e., obituary, death certificate);
Court ordered visitation with appropriate documentation (i.e.,
court order); or
Unforeseen documented military deployment or exercise of the
parent(s).
ROSTER REPORTING CODES
X Present
E Excused‐ Absence day 1‐3 (no documentation required)
A Absent‐ Absence beyond 3 days (documentation required)
N Absent without pay
H Holiday
T Terminate
• Ignore for the weekend
SCHOOL READINESS ABSENCES
o First 3 absences of a child should be marked with an “E” on roster
o After first 3 absences
If provider has documentation of absence, select “A”
Provider Portal User Guide
Date Revised: 3/17/16 38 ELCBB Provider Portal User Guide
Early Learning Coalition of the Big Bend Region
If provider does not have documentation of absence, select “N”
VPK ABSENCES
o Select “A” for all absences
CHILDREN NO LONGER ATTENDING PROGRAM
o Child not attending and does not intend to return
Select “T” for terminated
If provider terminates enrollment, provider must complete the
absence reporting form on ELC’s website at
http://www.elcbigbend.org/Providers/Report‐an‐Absent‐Child
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
Helpful Hints for the Using the Provider Portal Always follow up with your contract or reimbursement case manager to make sure
your updates or documents were received.
The Document Library is the same no matter what agreement or attendance
screen you are on.
New rosters are available on the first business day of the month by 8:00 a.m.
Terminating a child on the roster or reporting a child absent on the roster does not automatically notify the ELC that the child is not attending. Providers are still obligated to report the absence on the website form at http://www.elcbigbend.org/Providers/Report‐an‐Absent‐Child