Microsoft Provider Webinar Deck_July2011_V6_Postable [Compatibility Mode] Swipe Provwebinardeck

User Manual: Swipe

Open the PDF directly: View PDF PDF.
Page Count: 77

DownloadMicrosoft  - Provider Webinar Deck_July2011_V6_Postable [Compatibility Mode] Swipe Provwebinardeck
Open PDF In BrowserView PDF
Ohio Electronic Child Care
(Ohio ECC)
Provider Informational Session

Ohio Department of Job & Family Services

• A lot of information – Don’t panic ☺
• Information available many places

Use your handouts for the session
Documents available on CCIDS website
Attend additional live sessions
Recordings posted on Provider Website for later viewing
Printed items from installer

• Common Terms
– Main terms, detailed glossary in your Provider User Manual

• Asking Questions
– Use Q&A feature
– Contact the CCIDS Help Desk
– Questions from Webinar posted to CCIDS website


• Welcome and Introductions
• Overview of Ohio ECC program
– Why? What changes? What stays the same?

• The Role of the Caretaker
– Procedures, Resources, Responsibilities

• The Role of the Provider
– Procedures, Resources, Responsibilities


Preparing for Installation
Provider Website (PWeb)
Getting Help
Project Timeline

Common Terms
• ODJFS – Ohio Department of Job and Family
– The agency that supervises the Ohio ECC system and the
CCIDS program

• CDJFS – County Department of Job and
Family Services
– The local agency that administers the publicly funded child
care program

• Caretaker – Parent
– In Ohio rule, “caretaker” is the parent or person in the home
who has responsibility for the child

Common Terms
• POS– Point of Service
– The device that caretakers (parents) swipe the card through
– The POS remains at your program

• IVR – Interactive Voice Response
– The part of the telephone system where the caller can do
things by listening to voice prompts

• CSR – Customer Service Representative
– The person on the phone who can help answer questions
when a parent or provider calls in for help

• PWeb – Provider Website
– A secure internet site with all attendance and transaction
information gathered by the POS. Also, the location to view
payment information and report absences

Child Care Information Data System
• Statewide automated system
• Subsystems
• Eligibility and Authorization (EA)
• Centralized Payments (CP)
• CCIDS Provider Portal
• Ohio Electronic Child Care (ECC)

Ohio ECC Overview


What is Ohio ECC?
• Ohio Electronic Child Care
• Ohio ECC is an automated time and attendance tracking
• Ohio ECC is managed using a POS (Point of Service)
device and a magnetic stripe card
• Caretakers use a swipe card to report attendance each
• The data collected by the POS device is
transmitted to the Ohio ECC system for
verification of benefits and to calculate
payments to the provider

Affiliated Computer Services- ACS
• Vendor selected by ODJFS through competitive
bid process
• ACS provides proven training experience in
several state ECC projects
• Currently have 5 other states live and in
production using the ECC system
• Oklahoma, Texas, Louisiana, Indiana, Colorado

• Currently have 4 other states scheduled to go
live by end of 2011
• Alabama, New Jersey, Virginia, North Carolina

Why Ohio ECC?
• To automate the collection of attendance data
• To verify a child received care from a specific
child care provider
• To give caretakers (parents) the responsibility
for reporting child care services
• To reduce manual processing of invoices and
use of multiple systems


What are the benefits?
• Automation!
• More accurate attendance tracking
• Providers receive weekly payments
• Real-time information
• Provider access to attendance records and reports
through the point of service (POS) device and the
Provider Website
• Reduction in errors and improper payments

What changes?
• Attendance is recorded electronically using the POS and
the swipe card
• Automated payment calculation
• Reduced paper invoicing
• Providers are paid weekly
• New authorization, attendance and payment reports
• Real time transaction information available to providers
• Weekly co-payments are assigned
• Manual claim process for services outside back swipe

What stays the same?
• ODJFS continues to license providers
• CDJFS continues to certify Type B providers/in home
• CDJFS manages overpayments and underpayments
• Caretakers contact the county for eligibility assistance
• Caretakers and providers will still receive notices
• Provider completes Provider Agreement via CCIDS
• Providers continue to report absences

Who uses Ohio ECC?
• Caretakers
– To report their child’s attendance

• Providers
– To collect attendance data
– To record absences
– To view and download reports

• State & County Staff
– To manage caretaker participation in the program
– To assist caretakers & providers with information
– To process manual claims and authorization level
– To communicate with providers using broadcast

Ohio ECC Tools
• Caretakers
– Swipe card
– Caretaker Helpline/IVR

• Providers
– POS device
– Provider Website (PWeb)
– Provider Helpline/IVR

• State & County Staff
– Administrative Terminal (AT)
– Broadcast Messages
– CCIDS Help Desk

How Ohio ECC Works
Equipment required

Ohio ECC Swipe Card

Point of Service Device

Point of Service Device - POS
• Providers with active authorizations for children
receive a POS device
• Caretakers (parents) receive swipe cards
• POS device is located with child care provider
• Provider cannot swipe or back swipe for


• One POS for every 50 authorized children
– Providers can request additional devices at their expense

• Provider Equipment agreement between
ACS/provider on care of POS
• Normal wear/tear or defects
– Provider calls Ohio ECC Provider Helpline and new device sent
with postage paid packaging to return defective POS

• Will be mailed within 48 hours
• Provider can keep same POS if they relocate



How Caretakers (Parents)
Report Attendance
• Cardholder will swipe the card at the
POS device
• Cardholder will enter their secure 4-digit
Personal Identification Number (PIN)
• Cardholder will select one of the options
shown on the POS:
– Check In/Out, Previous Check In/Out

• Cardholder will enter their child’s 2-digit
number (01, 02, 03, etc.)
• Cardholder will press Enter key again to
complete transaction

What have caretakers
been told?
• Primary caretakers are issued two cards
• All other caretakers on the case are issued one card
• Caretakers can choose someone as a designee to
use their card
• After getting the card, the caretaker must activate
card and select their 4-digit PIN by calling an 800
• If lost or stolen or damaged, ACS replaces
• Penalties to providers for possession or use of card
• Penalties to families for leaving card with provider

Verification Process
• The POS transaction is sent to Ohio ECC
for verification:
Case Eligible
Child Eligible
Correct Provider
Authorization Category

• If all the checks are confirmed, the transaction is
• If any check fails, the transaction is denied


Caretaker postcard,
card mailer and FAQ are
provided in English and


Card Mailer Sample


Tip Sheet &

Caretaker must activate card and
select a 4-digit PIN using the
Caretaker Helpline


Providers are not permitted to
perform the check in or check out
functions, or keep cards


Call the Caretaker Helpline if the
card is lost, stolen or damaged


Continue to report any changes in
case information to their child care


Child ID Numbers
• The same card is used to report attendance for all
children in the case
• Each child has a unique two-digit child ID number
• Parents must know the child ID number for their children
in order to report attendance
• Child ID numbers are printed
on the card mailer and on


Reporting Attendance
• Children should be checked in and checked out daily
• Check In and Check Out are the most common
attendance transactions
• If a check in or check out is missed, a previous check
in or previous check out is required
• Parents are given a tip sheet for
reporting attendance


Previous Check In/Out
• Each check in must be matched with a check out
• If a child has not been checked out, he/she cannot be checked in
again until a Previous Check Out occurs
• This process is often called a “back swipe”
• The back swipe period is the current week of service, plus the
previous two weeks
• The week of service begins on
Sunday and ends on Saturday
• Exception report is available
from POS & on PWeb

Tip sheet provided




Caretaker Resources
• Posters
• Early Alert Postcard
• Card Carrier
• Tip Sheet
• Frequently Asked Questions
• 5 Things Caretakers Can Do to Prepare for Ohio
• Caretaker WBT (online presentation)
• Helpline information


Caretaker Helpline
• Activate card or change PIN
• Report lost, stolen or damaged card and
request replacement card
• Speak to a Customer Service
• This help line is specific to caretakers; a
different help line is available to providers



Process for NEW Providers
• Provider is certified/licensed
• The ODJFS Provider Agreement is submitted using
CCIDS Provider Portal
• County authorizes child to provider
– Triggers: ACS Equipment Agreement to be mailed
– Triggers: POS installation appointment
– Triggers: Card mailer to caretaker

• Provider should keep attendance records until POS is
• After POS installation, caretaker will back swipe for care
received during the back swipe period
• Provider submits manual claim for attendance before the
back swipe period

POS Device Usage
• POS display shows approved/denied swipes
• POS denies transaction if no authorization

Contact child care caseworker
Provider establish business practices for denied swipes

• Providers use the Point-of-Service (POS) device to:
– Print daily transactions receipts
– Void transactions
– View broadcast messages on receipts
• Sample message: Caretaker must contact child care caseworker for new
authorization by 12/30/2011

– View and print POS reports
– Ensure that Store and Forward (SAF) transactions are sent

POS Device Reports
• The POS can print two daily reports
• Daily Attendance Report
– Shows all attendance transactions received for a
specified date

• Exception Report
– Shows unmatched check ins for a specified date;
Check in transactions for which there is not a
corresponding check out transaction

• Reports are available on the POS for the
previous 20 days

Store and Forward (SAF)
• If the communication connection is interrupted, (phone line is
down, no internet connection) the POS automatically enters a
“Store and Forward” (SAF) mode
• As long as the POS device has power, transactions are still
accepted and stored
• The POS device automatically transmits stored transactions
when the phone line or internet connection is restored
• In SAF mode, providers will not receive an approved or denied
message when the card is swiped
• After all transactions have been transmitted, a report prints
showing approved/denied
• The SAF period is the current day plus the previous 5 calendar

POS Device Supplies
• Initial supply of paper is provided
– Type A: 9 rolls
– Center: 18 rolls
– All others: 3 rolls

• Thermal paper, no ink is used
• Paper can be purchased at most office
supply stores
• POS must have paper in the tray to work,
even if printing turned off

Provider Resources
• Provider Packet

• Webinars
– Informational sessions
– Pilot sessions
– Session last approximately 90
– 40-50 webinars scheduled
– Register online

• Installation Guidelines
• Face-to-face installer training
• Provider User Manual
• Provider FAQs
• Quick Reference Card

• Webinar Invitation
– Invitation to be mailed to
– Webinar schedule
– WebEx Instructions
– Ohio ECC Point of Service device
“What do I need to know?”

• PWeb User Manual
• 5 Things Providers Can Do to
Help Families Prepare
• Provider Resource Guide
• Helpline information


Quick Reference Card - Caretaker


Quick Reference Card - Provider




Provider Helpline - IVR
• Confirm attendance information
– Void transactions
– Report absences

• Retrieve payment information
• Troubleshoot the POS device
• Troubleshoot the PWeb
• Speak to a Customer Service Representative from 6am
to 7pm EST
• 24/7 access to automated information
• This help line is specific to providers; a different help line
is available to caretakers 42

Provider Responsibilities
• Verify that parents are reporting attendance for every
child entering or exiting care
• Ensure parents are swiping out any time the child leaves
for any period of time, such as a Dr. appointment
• Do not take possession of or store a parent’s swipe card
• Encourage parents to continue reporting changes to their
child care caseworker
• Maintain POS devices properly and report issues
promptly to the Provider Helpline
• Continue compliance with all other program policies and
reporting requirements

What ifs?
• What if the caretaker forgets, is not present
to record attendance or the provider
transports the child?
• The caretaker has the ability to perform transactions
for previous days
• Caretaker has back swipe period (current week of
service plus previous 2 weeks) to enter any missing
transactions on the POS
• Primary caretaker can designate another person who
often picks up or drops off the child to use their card

What ifs?
• What if the POS device is not working?
• The system gives the caretaker the back
swipe period to enter any missing
transactions once the issue is resolved


What ifs?
• What if the POS is working but there is a
problem with the communication (phone
line, internet service, etc.)
• The POS device stores entries for the current day
plus previous 5 calendar days so they can be
transmitted when the problem is solved (“Store and
Forward”, or SAF feature)




Getting Equipment
• Media Riders, Inc. (MRi) is an ACS subcontractor in
charge of all equipment installations
• There is no cost to the provider for the POS device,
initial paper supply, training or resource materials
• The provider is responsible for providing a
communication connection; either an analog phone line
or broadband internet connection for the POS device
– Refer to Installation Guidelines document from your provider

• Providers are responsible for any costs of additional
cabling or cords for installation

Equipment Installation
• An installation technician from Media Riders, Inc., (MRi) will
contact the provider to set up a date & time for the
– Provider responsible for accommodating any language or special

• A typical onsite visit lasts approximately 1 hour
• Providers may have others on their staff present for the
• The technician works with the provider to complete an
installation checklist. Signatures are obtained to confirm the
installation & training was completed and all necessary
topics explained

What to consider
• Method of communication
• Dial up using a telephone line (analog) for access, or
• Broadband or DSL for access to the internet

• Placement of POS
• Place where children are dropped off or where the
highest foot traffic occurs
• 8 foot – 3 prong power cord, 6 foot telephone or
Ethernet cable
• Any additional cabling, longer cabling and/or
customization must be completed by the provider prior
to the installation appointment

• Installation Requirements
• Refer to the Installation Guidelines Handout

Dial Up Option
• The dial up option is used when a simple
analog phone connection can be made
• This connection can either be made at a
wall jack or run through the back of a fax
• Installers can provide
splitters for single open jack
Telephone Jack

Dial Up Option - Continued
• Things to consider
• Multi line phones that require user to press a line
button to access an open line cannot be used
• Dial Out Prefixes, must be made known to the MRi
installer prior to installation

• Connection speed is relatively quick, takes
about 20 seconds per transaction


Internet Options
• The internet option is used when a high
speed broadband connection is available
• Typically connections can be found either
on the wall data port or an open port on a
hub or router

Wall Data Port
Data Hub/Router

Internet Options – Continued
Things to consider
• Firewalls
• No open ports or jacks
• Number of POS devices to be installed
• Connection speed is very fast, just a
matter of seconds


Internet Requirements
• If your network has firewalls or security in place, there
are a few requirements that must be done prior to our
visit that will allow for a successful installation
• The following ports will need to be opened
Host Port
# 61112
Download Port # 8013
• The device will also need to connect to the host address
• For providers with a technology staff person refer this
information to them; otherwise providers should contact
their internet service provider

Consider best location
• Optimum placement would be where the
parents bring their children in and out of
the facility
• Remember, an open phone jack or
Internet connection must be within 6 feet
of equipment and within 8 feet of a power
source in order to install

FAQs – Equipment Installation
Will we be given a choice on install date &
• Yes, there is a small window for variation in the schedule.
Depending on your location, it may be limited.

Will the technician know information about the
• No, the technician will only train on the POS functionality.
The installer cannot answer program and policy questions.


Frequently Asked Questions
How many devices do I receive?
• You receive one POS for every 50 authorized children, so
1- 50 = 1, 51-100 = 2, etc.

How can I test my phone line to be sure
the device will connect properly?
• You can test by dialing 1-866-834-5189
• If you receive 3 beeps, your phone line is ready for install


Frequently Asked Questions
What if I want to have the POS device
installed in another room requiring a
longer cord or new wall jack?
• Any additional cabling, longer cabling and/or
customization must be completed by the provider prior to
the installation appointment

Do I have to pay for the POS device?

No, unless it is destroyed, stolen or not returned to ACS
when required


Provider Website - PWeb
Access the PWeb from
 PWeb User ID is the
same User ID/CCP#
used in CCIDS Provider
 Initial password is zip
 Providers given a Quick
Start Guide at install
 PWeb User Manual
 Attendance reports,
payment detail reports,
claim absent days

• View Provider Profile Information
• Changes to information must be made by the county or state

• Case and Authorization Information
• View information specific to each child

• Transaction and Attendance
• Real time attendance information
• View, download or print transaction reports
• Report absent days

• Payments
• View, download or print detailed payment reports

PWeb – Provider Profile


PWeb – Authorizations Report

Can download reports to
spreadsheet or .pdf


PWeb – Authorization Profile


PWeb – Record Absent Day


PWeb – Case Profile


Can download reports to
spreadsheet or .pdf document


PWeb – Reports


PWeb – Exceptions Report


PWeb – Exceptions Report


PWeb – Payment Reports

Select payment period data range from drop down menu.





PWeb – Admin
Use Admin option to change your password or profile
information. Steps found in PWeb User Manual


Help Information
• Caretaker Helpline
• 1-888-796-4322

• Provider Helpline
• 1-888-516-4776

• CCIDS Help Desk
• 1-877-302-2347, option 2

• CCIDS Website

Ohio ECC Roll Out
• Pilot counties go live - August 28, 2011
– Champaign
– Logan
– Marion
– Ross
– Union

• Hamilton Co Pilot – October 30, 2011
• Statewide go live – January 1, 2012

Thank you!
Thank you for your
attention and thank
you for viewing.



Source Exif Data:
File Type                       : PDF
File Type Extension             : pdf
MIME Type                       : application/pdf
PDF Version                     : 1.4
Linearized                      : No
Page Count                      : 77
Producer                        : GPL Ghostscript 8.15
Create Date                     : 2011:08:16 09:58:08
Modify Date                     : 2011:08:16 09:58:08
Title                           : Microsoft PowerPoint - Provider Webinar SlideDeck_July2011_V6_Postable.ppt [Compatibility Mode]
Creator                         : PScript5.dll Version 5.2.2
Author                          : kwestmaas
EXIF Metadata provided by

Navigation menu