Transcript IDHS Child Care Telephone Billing System A New Way To Pay What’s it all about: • The IDHS Child Care Telephone Billing System is an.

IDHS Child Care
Telephone Billing
System
A New Way To Pay
What’s it all about:
• The IDHS Child Care Telephone
Billing System is an alternative to
mailing the Child Care Certificate to
the local CCR&R at the end of each
month
• The Telephone Billing System will
help providers get their payments
quicker
How it Works
• If providers call the Billing
System instead of mailing a
Certificate to the CCR&R:
– The information gets into the
State’s payment system faster
• No mail delays in getting information
to the CCR&R
• The payment information may be
entered 7 days a week, 24 hours a day
• The provider gets immediate
confirmation that their payment has
been entered
How it Starts
• All current licensed home and
license-exempt home
providers of approved cases
will be mailed a notice for the
new Telephone Billing System
and a Child Care Telephone
Billing Agreement form on a
phased-in schedule
• The provider will mail the
completed agreement to their
local CCR&R
Newly Approved
Providers
• At the time new providers are
approved, CCR&R staff must
mail them a notice for the new
Telephone Billing System and a
Child Care Telephone Billing
Agreement form
Processing the
Agreement Form
• After the CCR&R receives a
completed and signed
Telephone Billing Agreement
form from the provider, staff
must enter a “Y” for IVR
Agreement on the Provider F12
screen on the Child Care
Tracking System (CCTS)
Start Up Package
• The CCR&R will mail a
Telephone Billing System startup package to all providers that
return a completed Child Care
Telephone Billing Agreement
form
Learning the System
• The package includes
instructions on how to use
the system and practice
certificates for the provider
to enter on the system
• The provider must call the
number listed on the
instructions and enter the
practice certificates
Provider
Passwords
• The provider must complete the
practice certificates
successfully in order to bill over
the phone
• The system will mail the
provider an “Important Child
Care Password Information”
notice after the practice
certificates have been entered
State of Illinois
Department of Human Services
IMPORTANT CHILD CARE PASSWORD INFORMATION
Date of Notice:
Provider:
Your Password is:
Provider’s Password
Listed above is your password for the Child Care Telephone Billing System toll-free number
1-800-787-9316. TTY callers may dial 1-800-787-9318.
The password listed above is (system will enter one of the messages below)
a new password being issued to you for the first time.
a new password that you requested through the toll-free number.
Please do not share or give your password to anyone. If you forget your password or want to
change your password, call toll-free number 1-800-787-9316. TTY callers may dial 1-800-7879318.
The toll-free number is available 24 hours a day, 7 days a week. All certificate information entered
on the toll-free number is updated once each day at 4:00 AM to our system for payment processing.
Please wait at least 2 working days after you enter your certificate before calling the Payment Inquiry
toll-free number 1-800-804-3833 to check the status of your payments. TTY callers may dial 1-877434-1082.
Remember, if you use the toll-free number, do not mail the certificate to your Child Care Resource
and Referral agency (CCR&R). Both you and the client must sign the certificate before you call the
toll-free number to enter the certificate. Also, you cannot enter your payment information for a
service month until 6:00 AM on the first day of the next month. You must keep the signed
certificate on file at your home for five years.
IL444-4951 (N-2-04)
Confirming the
Password Letter
• CCR&R staff may confirm that a
Password letter has been sent
to a provider on the Provider
Forms List screen which is
accessed through the F12
screen of the Child Care
Tracking System
What is Needed
• Providers will need the following
items before calling in their
billing information:
– Their SSN or FEIN
– Their password
– Their Child Care certificate,
completed and signed by both the
provider and the parent
Calling the Billing
System
• To submit billing information,
the provider must dial 1-800787-9316
• TTY callers may dial 1-800787-9318 to access the
system
• The Billing System is
available 24 hours a day, 7
days a week
Entering Information
• The provider may enter
information either with the
phone key pad or by voice
– Once a reply using the phone key
pad is made, all information must
be completed using the key pad
• The system can be accessed in
either English or Spanish
Verifying the SSN
• The Billing System will ask the
provider for their Social
Security Number (SSN). They
must enter either their:
– Social Security Number (SSN) or
– Federal Employers Identification
Number (FEIN)
• This must be the same number
used on the Child Care
Application and W-9 Form
Verifying the SSN
• The system will confirm
that the SSN is on the
Child Care Tracking
System (CCTS)
• If the number is not
correct, or is not listed on
the CCTS, the provider
must contact the CCR&R
Enter the Password
• The system will also ask for the
password. This is the number
that is located on the letter
IDHS sent the provider
State of Illinois
Department of Human Services
IMPORTANT CHILD CARE PASSWORD INFORMATION
Date of Notice:
Provider:
Test Provider
dba Child Care Center
400 W Law rence Ave
Springfield
IL 62762
Your Password is:
Provider’s Password
Lost/Forgotten
Passwords
• If the provider has lost or forgotten
their password, or would like to
change it for any reason, they must
call the Telephone Billing System
• The provider will receive a new
password letter in the mail with their
password information
Address Verification
1420
• If the address on the
certificate is not correct, the
provider must change it on
the certificate, complete the
billing information (including
signatures) and mail it to the
CCR&R.
• If the address needs to be
changed, the provider cannot
use the Telephone Billing
System
Address Verification
• The Child Care payment will be
sent to the address listed on the
certificate
When to Bill
• The system will ask if the
provider would like to enter a
certificate for any of the past
four months that have been
approved but not yet billed for
• Information cannot be entered
for a service month before the
end of that month
When to Bill
• The earliest a provider can bill
is 6:00 AM the first day of the
following month
– They cannot enter billing for March
until 6:00 AM April 1 or later
The First Case
• After a service month has
been selected, the system
will state the first case
name
• The system will ask for
attendance information for
each child approved from
the first family
Eligible Days
• If the provider is licensed, they will
be asked to confirm the total number
of full time and part time days the
child was eligible for care during the
month of service
• Licensed exempt providers will not
be asked about eligible days. They
will only need to enter the number of
attended days
Adding Eligible Days
For Licensed Providers
• If the child attended more days than
the number of eligible days, the
telephone system cannot be used
• Providers must complete and mail
the paper certificate to the CCR&R,
noting the change in eligible days
and the reason
– For example, increasing the eligible full
time days by 1 due to a school holiday
Reducing Eligible Days
For Licensed Providers
• If the child was eligible for fewer
days than approved, licensed
providers may enter the new number
of eligible days in the system
• For example, if the child stopped
attending the provider’s before the
end of the month, they may reduce
the number of eligible days
Attended Days
• The system will ask both
licensed and license-exempt
providers for the number of full
time and part time days the
child attended
• This will be repeated for each
child approved in this family
Last Month of Care?
• After information has been entered
for the last child approved on this
case, the system will ask if the
provider is still providing care for the
family
• If they are not, the provider must
enter the last day care was provided
Last Month of Care
• All payments that are indicated
as the provider’s last month of
service will go onto an
Incomplete Payment list screen
on the CCTS
Incomplete Payment
List Screen
• CCR&R staff will be required to
review payments on the
Incomplete Payment List screen
daily
Incomplete Payment
List Screen
• Other types of payments that will
appear on the Incomplete Payment
screen include:
– OVRPYMT = The provider has an
overpayment balance
– NOTCERT = The provider is no longer
certified on SAMS
– IVROUTST = The provider entered a “Y”
for still providing care for the family but
the provider’s address is not in Illinois,
Indiana, Wisconsin, Iowa, Missouri or
Kentucky
Information Review
• The system will then review the
information that was entered
– The month of service and the
number of full time and part time
days entered will be confirmed
Additional Families
• If there are additional families
approved whose billing
information has not yet been
entered, the system will ask
about the next family
• If not, the billing process is
complete for this month
Additional Months
• If the provider is approved for earlier
months that have not been entered
yet, the billing process will start
again for each of those months
• After all months are completed, or if
the provider chooses to skip those
months and enter them at a different
time, the call will end
The Child Care
Certificate
• If billing is completed by phone, the
provider SHOULD NOT mail the
certificate to the CCR&R
• Both the provider and the parent
must sign the certificate and all
information on the certificate must
be complete
• The provider MUST keep the
certificate for five (5) years
How the Payment is
Made
• When payments are entered for a
case using the Telephone Billing
System, the payment goes directly to
the CCTS and IDHS Vouchering Unit
• Information is then sent to the State
Comptroller’s office where the
warrant is printed and mailed
Child Care Tracking
System
• The F2 and F3 screens of the Child
Care Tracking System will indicate
that the payment was entered via the
Telephone Billing System
• A detail screen of the payment will
still be available for CCR&R staff to
view
Incomplete Entry
• If a provider does not fully complete
the entry of a certificate, the
information that was entered will be
used to make the payment
• In order to receive additional
payment for that case and service
month, the provider must submit a
Supplemental Billing
Tracking Payments
• Providers may track
the status of
payments through
the IDHS Payment
Inquiry Line by
calling 1-800-8043833
• TTY callers may dial
1-877-434-1082 to
access the system
Tracking Payments
• The Payment Inquiry Line is
updated every day at 4:00 AM
• Providers should wait two
working days after entering
billing information before
checking the Inquiry Line for
that payment
Tracking Payments
• The Payment Inquiry Line tells
when a payment was entered
(either through the Telephone
Billing System or by the
CCR&R), when the payment was
approved (vouchered) by IDHS,
and when the Comptroller’s
office has mailed the check
Thanks for learning about the
IDHS Telephone Billing System.
We appreciate your continued
partnership and for sharing our
mutual interest in providing
quality child care services
Slide show developed by Michael Jones