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Ohio Electronic Child Care

(Ohio ECC)

Provider Informational Session

Ohio Department of Job & Family Services

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

–

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

–

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

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

–

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

CCIDS

• Statewide automated system

• Subsystems

• Eligibility and Authorization (EA)

• Centralized Payments (CP)

• CCIDS Provider Portal

•Ohio Electronic Child Care (ECC)

Ohio ECC Overview

• 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

What is Ohio ECC?

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

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

• 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

Why Ohio ECC?

•

To give caretakers (parents) the responsibility

for reporting child care services

• To reduce manual processing of invoices and

use of multiple systems

• Automation!

• More accurate attendance tracking

• Providers receive weekly payments

•

Real

time information

What are the benefits?

•

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

• Attendance is recorded electronically using the POS and

the swipe card

• Automated payment calculation

• Reduced paper invoicing

•

Providers are paid weekly

What changes?

•

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

• ODJFS continues to license providers

• CDJFS continues to certify Type B providers/in home

aides

• CDJFS manages overpayments and underpayments

What stays the same?

• 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

Who uses Ohio ECC?

• Caretakers

– To report their child’s attendance

• Providers

– To collect attendance data

– To record absences

–

To view and download reports

–

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

–

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

Point of Service Device

Ohio ECC Swipe Card

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

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

•

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

CARETAKERS

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

•

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

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

Caretaker

Postcard

Caretaker postcard,

card mailer and FAQ are

provided in English and

Spanish

Card Mailer -

Sample

• 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

Tip Sheet &

Responsibilities

• 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

• 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

in order to report attendance

• Child ID numbers are printed

on the card mailer and on

notices

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 28

Caretaker

Frequently

Asked

Questions

(FAQs)

• Posters

• Early Alert Postcard

• Card Carrier

•

Tip Sheet

Caretaker Resources

•

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

•

Speak to a Customer Service

Representative

• This help line is specific to caretakers; a

different help line is available to providers

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: 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

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

•

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

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

•

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 Packet

• Installation Guidelines

• Face-to-face installer training

• Provider User Manual

•

Provider FAQs

Provider Resources

• Webinars

– Informational sessions

– Pilot sessions

– Session last approximately 90

minutes

– 40-50 webinars scheduled

–

•

Provider FAQs

• Quick Reference Card

• PWeb User Manual

• 5 Things Providers Can Do to

Help Families Prepare

• Provider Resource Guide

• Helpline information

–

• Webinar Invitation

– Invitation to be mailed to

providers

– Webinar schedule

– WebEx Instructions

– Ohio ECC Point of Service device

“What do I need to know?”

Quick Reference Card - Caretaker

Quick Reference Card - Provider

Provider

Frequently

Asked

Questions

(FAQs)

Provider Helpline - IVR

• Confirm attendance information

– Void transactions

– Report absences

• Retrieve payment information

•

Troubleshoot the POS device

•

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

• 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

Provider Responsibilities

•

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

What ifs?

• What if the POS device is not working?

•

The system gives the caretaker the back

•

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)

INSTALLATION

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

•

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

• 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

Equipment Installation

•

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

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

machine

• 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

Data Hub/Router

Wall Data Port

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

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

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 &

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.

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

PWeb User ID is the

same User ID/CCP#

used in CCIDS Provider

Portal



Initial password is zip

Access the PWeb from www.eccproviderweb.ohio.gov/



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

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

PWeb – Provider Profile

PWeb – Authorizations Report

Can download reports to

spreadsheet or .pdf

document

PWeb – Authorization Profile

PWeb – Record Absent Day

PWeb – Case Profile

Transaction

Report

Can download reports to

spreadsheet or .pdf document

PWeb – Reports

PWeb – Exceptions Report

PWeb – Payment Reports

Select payment period data range from drop down menu.

Provider

Payment

Detail

Report

Child

Payment

Detail

Report

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

•

888

516

4776

•

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

Ohio ECC Roll Out

• Pilot counties go live - August 28, 2011

– Champaign

– Logan

–

Marion

–

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.

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