Read How to use the CCIDS Provider Portal text version

How to Use the CCIDS Provider Portal

A Child Care Information Data System (CCIDS) created by the Ohio Department of Job & Family Services (ODJFS)

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The Provider Portal is....?

· A web application available on the internet at https://www.CCIDSportal.ohio.gov or by accessing the CCIDS web page through the Child Care in Ohio website at http://jfs.ohio.gov/cdc/childcare.stm · An on line web tool used to collect required information from providers and to allow providers to view information specific to their program

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The Provider Portal is....?

· Accessible by state licensed or county certified providers who are mailed a letter containing their User ID and a description of their password · Supported by standard web browsers ­ Internet Explorer version 6.0 or later, and Fire Fox version 3.5 or later · Available Monday through Friday 7:00 am ­ 7:30 pm and Saturday 8:00 am ­ 4:30 pm (The portal may be unavailable during these times for system maintenance. These times are subject to change.)

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Purpose of the Portal

· To allow providers to enter into an agreement with ODJFS in order to receive reimbursement for child care services provided for children who are eligible for publicly funded child care · To complete the provider agreement, rate information and banking information forms · To view and make updates to these 3 forms, including a provider's email address · To view and print reports for child care payments received from ODJFS

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How to Use the Portal

Access the portal log in page and read the "FAQ" (Frequently Asked Questions), "Terms of Use" and "Contact Us" by selecting links located on the log in page User ID ­ · Located in the letter sent by ODJFS · Specific to each provider · Is the 6 digit number following "CCP" · Enter only the 6 digit number in the space provided on the portal Password · Enter your initial password

­ ­ ­ if you are county certified, this is the 9 digit provider number used by the county, typically your Social Security Number or Federal Tax Identification Number if you are licensed by ODJFS, or if you are an ACA camp, this is the 6 digit license number assigned to you by ODJFS If you are licensed by ODE, this is your 12 digit license number assigned by ODE

It may take approximately 20 minutes to enter all required information

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Passwords

The first time you log in you will be required to enter a new password. The new password

­ must be at least 6 characters long, but less than 20 characters long ­ is more secure if you use a mixture of upper and lower case letters, numbers and special characters ­ is case sensitive (if you use a capital letter as part of your password then you must always capitalize that letter) ­ cannot be the same as the initial password or your user ID

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Passwords continued

· Write down your password for future reference · You can change your password by signing into the provider portal and selecting "Change Password" on the Home Page · If you have forgotten your password, you can reset it by going to the provider portal log in page and selecting the "password" link

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Home Page

Once you have successfully logged in, you will be able to view the Home Page. The Home Page includes: · The provider's name and address · Registered email address (if this is the first time you've logged in this will be blank until you complete the rate or banking form) · Data Collection Section (the 3 forms that need completed are listed) · Remittance Reports Section (to view payment history) · "First Time User Help", please read this section before proceeding · Options for "Change Password", "Change E-Mail Address", "Logout"

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Data Collection Section

· In the Data Collection section you will see the names of the forms (provider agreement, rate information and banking information) with a Status next to them. · The portal does not "save" partially completed forms. Each form must be fully completed to be submitted. You cannot complete two forms, for example, and return to the portal later to complete the third form. · These forms cannot be mailed, emailed or faxed to ODJFS. · Once completed, you can print these forms from the portal.

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Data Collection Section

The following forms must be completed and submitted to be reimbursed for services provided to eligible children. · The JFS 01144 Provider Agreement for Publicly Funded Child Care Services · The JFS 01150 Rate Information for Providers of Publicly Funded Child Care · The JFS 01141 Banking Information for Providers of Publicly Funded Child Care · It is recommended that you print these from the ODJFS Forms Central web site http://www.odjfs.state.oh.us/forms/inter.asp , complete all information on the forms, and use the completed forms as a guide while entering data on the portal.

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Data Collection Section

First time completing the forms · Select the form you wish to complete. Once all information has been entered, confirm agreement by checking the box at the bottom of the form, print the form, and select "Complete" at the bottom of the form. · If you have entered all required information successfully, you are returned to the Home Page. If you have not entered all required information you will receive an error message. The Status box next to the form you successfully completed will display "Updated ­ Ready for Submission". Do this for all 3 forms. · Once all 3 forms are successfully completed, and the Status boxes displays "Updated ­ Ready for Submission" select "Submit" on the Home Page to send the forms to ODJFS. The Status box will now display "Submitted".

Updating forms · Individual forms can be updated and submitted at any time after the original submission of all 3 forms. The Status box next to the form name will display "Previously Submitted". After you enter new data on the form, select "Submit" at the bottom of the specific form being completed. This will send the form to ODJFS. The Status box next to the form will display "Submitted".

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Helpful Hints

· · All forms will be self populated with the provider name, address, and the provider identification number. You will be required to enter your email address on the banking or rate form the first time you complete the form. The email address will be populated on the second form using the information you provided. If you would like to update your email address, you only need to update either the rate or banking form. The last email address entered is the email address recognized by the program. By selecting "Cancel" at the bottom of a form, you will be returned to the Home Page. Any information added to the form prior to selecting cancel will not be saved. No new information will be sent to ODJFS.

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Provider Agreement Helpful Hints

· · You must select one of the two check mark boxes for #16 You must select one of the four check mark boxes for #23 in regards to the DMA form "Declaration Regarding Material Assistance/ Non-Assistance to a Terrorist Organization". For more information go to http://business.ohio.gov/efiling/help/dma.stm or http://homelandsecurity.ohio.gov/dma/dma/asp If you choose box 2 of #23 B, then you must enter your 8 digit precertification number issued by OBM You must complete a new Provider Agreement if - there are any changes to #16 or #23 - if you are a certified type B provider and you become certified at a new location - If you are a state licensed facility and you are issued a new license number

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Rate Form Helpful Hints

· · If you do not currently have a weekly full time, weekly part time and hourly rate for each age range you are able to serve, these rates must be established. The form requires that you enter a weekly full time, weekly part time and hourly rate. For example, if you serve infants and the weekly full time rate is $200.00, you cannot enter $0.00 in the weekly part time or hourly fields if you entered a rate in the weekly full time field. If you don't serve an age range of children, you must put "0.00" in each of the customary rate fields for the form to be accepted. This is verification that you do not have rates for those age ranges. When updating the rate form, any changes to rate information will go into effect on the first Sunday following the day changes were made in the portal. This includes changes to accreditations and business charges. If the business charges identified in section B of the rate form do not apply to your business, you must enter "0.00" in each section to verify this.

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Rate Form Helpful Hints

· · The "Registration Fee" field only allows for one registration fee to be entered. If you have more than one registration fee, contact your county to provide them with this information. This fee may be reimbursed no more than twice in a twelve month period. The "Amount Charged for Non-Traditional Care" is one fixed dollar amount that is charged per week. It is in addition to the customary rate for each child care rate you specify in the customary rate section of the form. The "Activity Fee" amount is a single maximum dollar amount charged per year and includes all age categories. The "Absent Day" fee is charged for an absent day when a child has used allowable publicly funded absent days. The "Transportation ­ 1 Way" and "Transportation ­ Round Trip" fees are the amounts charged per week by the provider for transporting a child. The "Deposit" and "Advance Payment" fees are charged by a provider to reserve a child's space for care in advance of providing services.

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In-Home Aide Section Helpful Hints

· If you are a Certified In-Home Aide, you must add an hourly rate · If you are not a Certified In-Home Aide, you must enter "0.00" in this field to confirm that this does not apply to you

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Bank Form Helpful Hints

· After you enter your bank account number and submit it, the account number will no longer be viewable using the portal. For security purposes, all account numbers will be masked except for the last 4 digits once you submit the form. · It is important that before you select "Complete" or "Submit" on the bank form that you print a copy for your records. · Banking information is updated immediately in the ODJFS system. Payment will be sent to the most recently added account. · Savings account numbers can be found on the bottom of your bank statement or savings account book. Contact your bank for their specific routing number.

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Bank Form Helpful Hints Checking Account

The account and routing numbers may not appear in the same order as given in the example.

Date ____________ Pay to the Order of ____________________________ $ ______________ ______________________________________________ Dollars ____________________ __________________________ Account Number Routing Number * ( 9 digits) Account Number* (8 digits) · Can be up to 17 digits |: 111222333 |: 00444555 || · Ends with the symbol (II) · Only add the numbers, no symbols · In the example, the account number is 00444555 · Enter it exactly as it appears on your check including any zeros that are part of your account number as shown on your check · Some boxes under the account number can be left blank if your account number is less than 17 digits long Routing Number · 9 digit number between the symbols (l:), 111222333 in the example

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How Do I Know I Did It Correctly?

· · · · An error message will be displayed if all required information has not been added on each form After you have submitted the forms, the Status box in the Data Collection section on the Home Page will display "Submitted" If you log out and log back in, the form Status will display "Previously Submitted" Any time you make changes to the information on these forms or change your password, you will receive an email confirmation within approximately 1 hour from the time you submit Log out when you are finished so that others cannot access your information!!!!

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Important Information

· The system will time-out after 20 minutes of no activity for security reasons. You will be required to log back in. Any information you may have entered on any of the 3 forms will not be saved and will need to be re-entered. · Your provider portal access will be disabled after 90 days of inactivity. Contact the CCIDS Help Desk at 1-877-302-2347 to unlock your user ID.

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Questions

· Select "FAQ" at the bottom of the screen · Select "First Time User" in the Data Collection section. · Contact the CCIDS Help Desk at 1-877-302-2347 Monday through Friday, 8:00 am to 5:00 pm, or email [email protected]

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Information

How to use the CCIDS Provider Portal

33 pages

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