Microsoft Provider Webinar Deck_July2011_V6_Postable [Compatibility Mode] Swipe Provwebinardeck
User Manual: Swipe
Open the PDF directly: View PDF 
.
Page Count: 77
| Download | |
| Open PDF In Browser | View PDF |
Ohio Electronic Child Care (Ohio ECC) Provider Informational Session Ohio Department of Job & Family Services 1 Welcome! • 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 2 Agenda • 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 3 Common Terms • ODJFS – Ohio Department of Job and Family Services – 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 4 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 5 Child Care Information Data System CCIDS • Statewide automated system • Subsystems • Eligibility and Authorization (EA) • Centralized Payments (CP) • CCIDS Provider Portal • Ohio Electronic Child Care (ECC) 6 Ohio ECC Overview 7 What is Ohio ECC? • Ohio Electronic Child Care • Ohio ECC is an automated time and attendance tracking system • 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 day • 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 8 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 9 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 10 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 11 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 period 12 What stays the same? • ODJFS continues to license providers • CDJFS continues to certify Type B providers/in home aides • 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 Portal • Providers continue to report absences 13 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 adjustments – To communicate with providers using broadcast messages 14 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 15 How Ohio ECC Works Equipment required Ohio ECC Swipe Card Point of Service Device 16 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 caretakers 17 POS • 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 18 CARETAKERS 19 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 20 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 number • 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 approved • If any check fails, the transaction is denied 22 Caretaker Postcard Caretaker postcard, card mailer and FAQ are provided in English and Spanish 23 Card Mailer Sample 24 Tip Sheet & Responsibilities • 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 worker 25 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 notices 26 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 27 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 28 Caretaker Frequently Asked Questions (FAQs) 29 Caretaker Resources • Posters • Early Alert Postcard • Card Carrier • Tip Sheet • Frequently Asked Questions • 5 Things Caretakers Can Do to Prepare for Ohio ECC • Caretaker WBT (online presentation) • Helpline information 30 Caretaker Helpline • Activate card or change PIN • Report lost, stolen or damaged card and request replacement card • Speak to a Customer Service Representative • This help line is specific to caretakers; a different help line is available to providers 31 PROVIDERS 32 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 installed • 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 33 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 34 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 35 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 days 36 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 37 Provider Resources • Provider Packet • Webinars – Informational sessions – Pilot sessions – Session last approximately 90 minutes – 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 providers – 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 38 Quick Reference Card - Caretaker 39 Quick Reference Card - Provider 40 Provider Frequently Asked Questions (FAQs) 41 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 43 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 44 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 45 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) 46 INSTALLATION 47 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 mailing • Providers are responsible for any costs of additional cabling or cords for installation 48 Equipment Installation • An installation technician from Media Riders, Inc., (MRi) will contact the provider to set up a date & time for the installation – Provider responsible for accommodating any language or special needs • A typical onsite visit lasts approximately 1 hour • Providers may have others on their staff present for the training • 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 49 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 50 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 machine • Installers can provide splitters for single open jack Telephone Jack 51 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 52 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 53 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 54 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 at: pos.acs-inc.com • For providers with a technology staff person refer this information to them; otherwise providers should contact their internet service provider 55 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 56 FAQs – Equipment Installation Will we be given a choice on install date & time? • 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 program? • No, the technician will only train on the POS functionality. The installer cannot answer program and policy questions. 57 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 58 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 59 Provider Website - PWeb Access the PWeb from www.eccproviderweb.ohio.gov/ PWeb User ID is the same User ID/CCP# used in CCIDS Provider Portal Initial password is zip code Providers given a Quick Start Guide at install PWeb User Manual available Attendance reports, payment detail reports, claim absent days 60 PWeb • View Provider Profile Information • Changes to information must be made by the county or state worker • 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 61 PWeb – Provider Profile 62 PWeb – Authorizations Report Can download reports to spreadsheet or .pdf document 63 PWeb – Authorization Profile 64 PWeb – Record Absent Day 65 PWeb – Case Profile 66 Transaction Report Can download reports to spreadsheet or .pdf document 67 PWeb – Reports 68 PWeb – Exceptions Report 69 PWeb – Exceptions Report 70 PWeb – Payment Reports Select payment period data range from drop down menu. 71 Provider Payment Detail Report 72 Child Payment Detail Report 73 PWeb – Admin Use Admin option to change your password or profile information. Steps found in PWeb User Manual 74 Help Information • Caretaker Helpline • 1-888-796-4322 • Provider Helpline • 1-888-516-4776 • CCIDS Help Desk • 1-877-302-2347, option 2 • CCIDS_Help_Desk@jfs.ohio.gov • CCIDS Website • http://www.jfs.ohio.gov/cdc/childcare.stm 75 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 76 Thank you! Thank you for your attention and thank you for viewing. 77
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 : kwestmaasEXIF Metadata provided by EXIF.tools