PELICAN Child Care Provider Online Services Reference Guide. Child Care Provider Online Services Reference Guide. Page 1 of 11

Transcription

1 Child Care Provider Online Services Reference Guide Page 1 of 11

2 PELICAN Child Care Provider Online Services Use it TODAY! You now have access to a variety of Child Care Provider Services at your fingertips. You can: Manage your PELICAN Child Care Provider Certifications (new applications and renewals) View and update your PELICAN Child Care Works (system used to process subsidized child care by Child Care Information Services (CCIS) agencies) provider profile information View and print child care Provider forms and information plus much more! Online Child Care Provider Certification Services Overview Child Care Provider Certification allows providers to access regulatory information, apply for new and renewal child care facility licenses, submit plans of correction and review statuses of applications, report incidents and complaints using the Internet. This online service provides convenience to providers and access to the most current information. Online Child Care Provider Self Service Overview Child Care Provider Self Service will allow established regulated providers to view and update their information in the PELICAN Child Care Works system. The general public is now able to access child care services information and apply for child care online via the Commonwealth of Pennsylvania Access to Social Services (COMPASS) website; Parents seeking information about your child care facility count on the accuracy of your profile. Please review and update your information regularly. Using Provider Self Service allows regular access and updates to be made to your profile as they occur, rather than just once per year. Who to Call for Login Issues: Commonwealth User ID and Password Reset: , Monday Friday, 7:30 AM 4:30 PM This Reference Guide is designed to assist you in completing your initial registration and use of these online services. Table of Contents THE DEPARTMENT OF PUBLIC WELFARE (DPW) CHILD CARE PROVIDER HOME PAGE... 3 Creating a DPW Provider Account... 3 Who to Call for Login Issues... 4 BASIC NAVIGATION TIPS... 4 PROVIDER CERTIFICATION... 5 Completing a New Application... 5 Checking the Status of a Certification Application and Withdrawing an Application Online... 6 Entering a Self Reported Non-Compliance... 6 Entering a Plan of Correction... 6 Who to Call for Login Issues... 7 PROVIDER SELF SERVICE... 7 Creating a Provider Self Service Login for PELICAN Child Care Works... 7 Accessing/Updating Provider Profile(s) in PELICAN Child Care Works... 7 Checking the Approval Status of a Managed Update... 8 Adding Additional Users Who Can Update Provider Profile(s)... 9 Approving a New User Request (to Update PELICAN Child Care Works Profile Information) Rejecting a New User Request (to Update PELICAN Child Care Works Profile Information) Managing Existing Users Access (to PELICAN Child Care Works Profile Information) Deactivate a User Change a Users Provider Profile Location Access Who to Call for Login Issues Page 2 of 11

3 THE DEPARTMENT OF PUBLIC WELFARE (DPW) CHILD CARE PROVIDER HOME PAGE Creating a DPW Provider Account I n order to access Provider Certification and Provider Self Service online, providers must create an account on the Department of Public Welfare (DPW) website s, Child Care Provider Home, hereafter referred to as the Provider Home. 2. The PROVIDER HOME opens 3. Click the NEW USER link below the Keystone ID and password section at the top left of the Be sure to write down your password and keep it in a safe place Passwords must contain at least 7 characters. Passwords must contain at least three of the following: UPPERCASE letter; lowercase letter; a number (0-9) or non-alphanumeric characters [!, #, $, etc.] 7. Click CONTINUE once all of the User Information is entered 8. The NEW USER REGISTRATION CONFIRMATION opens 9. Your system generated Keystone ID and PIN are provided 4. The NEW USER REGISTRATION MANAGEMENT DIRECTIVE opens. Here you must accept the Management Directive and click CONTINUE Not accepting the Management Directive will cancel the registration process and return you to the Provider Home (previous ) 5. The NEW USER REGISTRATION opens 6. Enter information about the person requesting access All of the fields in the New User Registration must be completed PRINT this and keep it in a SAFE PLACE! You will not receive a confirmation containing this information The PIN is used for completing the E-Signature Authorization for Certification to return to the PROVIDER HOME 11. Enter your system generated Keystone ID and Password The password you chose in the registration process must be entered in the Password field (not the PIN) Page 3 of 11

4 12. Click LOGIN 13. The PROVIDER HOME opens This provides you with information regarding PELICAN Provider Certification and PELICAN Provider Self Service and what can be done for both online services You can now navigate to the Provider Certification and Provider Self Service areas of the PELICAN Child Care Provider website Provider Certification begins on 5 of this document Provider Self Service begins on 7 of this document 14. CONGRATULATIONS! The PROVIDER HOME registration is complete 15. Click the PROVIDER CERTIFICATION link or the PROVIDER SERVICES MAINTENANCE link Who to Call for Login Issues Commonwealth User ID and Password Reset: Monday Friday, 7:30 AM 4:30 PM. BASIC NAVIGATION TIPS B efore you get started, here is some useful information that will help you become familiar with the look and feel of the PELICAN Child Care Provider website. Buttons The most frequently used elements in the PELICAN Child Care Provider website are BUTTONS. These include: SAVE Records information entered on the. When using PELICAN, it is important to SAVE the information on each before navigating to a new area or logging out. Otherwise information you entered on the is lost RETURN TO SUMMARY Takes you back to the SUMMARY from any detail CANCEL Refreshes the data back to its initial state. CANCEL removes any modifications made to the and takes you to the previous (data is not saved) HISTORY Shows the details of a record on the. If HISTORY is the only button available on a, you only have read only access to that UPDATE Modifies or adds to existing data on the RESET Clears all fields on a DELETE Deletes information on a GO Takes you to a selected or displays selected information Buttons are typically found at the bottom of a Your browser s BACK button should NOT be used when entering data in s. This takes you to the previous but data entered is NOT saved Links Links allow you to move directly to a within PELICAN. Clicking a link opens the desired. Links are identified by being underlined. Once a link is clicked, it will change color to indicate that the was accessed. Check Boxes Check boxes allow you to select and deselect information on a. Drop-down Boxes Drop-down boxes allow you to select information from an expandable list. Drop-down boxes are identified by a down arrow to the right of a box. Once the selection is made from the list, clicking GO will display information for that selection or take you to a specific. Page 4 of 11

5 PROVIDER CERTIFICATION Completing a New Application O nce your login has been created on the Provider Home, you can navigate to the PELICAN Provider Certification system. Per Regulation Title 55, Chapter 20, Section 20.21A, the Legal Entity MUST complete, submit and e-sign the application and manually sign supporting documents. THIS CANNOT BE DONE BY LOCATION DIRECTORS 1. Enter your Keystone Key ID and Password 2. Click LOGIN 3. Click the PROVIDER CERTIFICATION link 4. To submit a new or renewal application online or to access information on new and renewal applications, click the CERTIFICATION ASSESSMENT link 5. The CERTIFICATION ASSESSMENT opens 6. Enter your Provider Information (asterisks indicate mandatory fields) 7. Click CONTINUE 8. The CERTIFICATION ASSESSMENT CONFIRMATION opens This provides information based on the answers provided in the certification assessment section, links to applicable regulations, and lists the required documents that must be submitted with the application The application can be submitted online or it can be printed and mailed to the Regional Office along with the required supporting documents (including the Purpose Cover Letter) The Purpose Cover Letter must be printed and submitted with the supporting documents to the Regional Office 9. Click APPLY NOW to complete the application online or click RESET to clear the Certification Assessment and restart 10. Once APPLY NOW is clicked, the APPLICATION opens All Certification Application Information MUST be entered using ALL CAPITAL LETTERS 11. Enter your Provider Information (asterisks indicate mandatory fields) The Responsible Person First Name field is limited to 21 characters The Responsible Person Last Name field is limited to 25 characters The Application displays the appropriate Application of Compliance or Certificate of Registration (depending on the information entered on the Certification Assessment) 12. Click QUIT AND SAVE to complete the application at a later time 13. Click CONTINUE to submit the application online 14. The APPLICATION CONFIRMATION opens 15. Review the application information for accuracy 16. If the information is correct, click CONTINUE 17. If changes are required, click BACK, make corrections and REPEAT STEPS 13 and The E-SIGNATURE opens 19. Click the box to attest to the correctness of information entered on the APPLICATION 20. Answer the Security Question 21. Enter your PIN (the PIN was system generated when the DPW Provider User Account was created) 22. Click SUBMIT to complete the application submission, or click BACK to make changes 23. The SUBMISSION CONFIRMATION opens Page 5 of 11

6 Be sure to PRINT and SUBMIT the Purpose Cover Letter with your Supporting Documentation Supporting documentation must be received by the Regional Office within 45 days of submitting an application online. If supporting documents are not received, the application will be considered incomplete This confirms the application has been submitted Regional Office locations and links to required supporting documents are listed Checking the Status of a Certification Application and Withdrawing an Application Online 1. Click the MY PROFILE link 2. This link will give you access to your Application status and your Certification Profile information. You can also update your address and telephone number on this 3. To WITHDRAW your application, click the WITHDRAW APPLICATION button within the PROFILE SUMMARY 8. The REPORT CLASSIFICATION opens 9. Enter the required information 11. The PROVIDER INFORMATION opens 12. Enter the Provider information for the Self Reported Non-Compliance 13. Click CONTINUE 14. The NON-COMPLIANCE DETAILS opens 15. Enter the details of the Non-Compliance 16. Click CONTINUE 17. The SUBMISSION CONFIRMATION opens 18. Click CONTINUE 19. Thank you! Your Self-Reported Non-Compliance has been successfully submitted Entering a Plan of Correction 1. Click the MY PROFILE link 2. The PROFILE SUMMARY opens 3. Click the link for the appropriate location profile 4. The LOCATION PROFILE opens 5. Click on the INSPECTIONS TAB 6. Click an Inspection Record link If you receive a notice from the Regional Office that your application was incomplete, you must withdraw the application and complete a new one Entering a Self Reported Non-Compliance 1. Click the REPORT COMPLAINT OR INCIDENT link 2. The ZIP CODE/COUNTY VALIDATION opens 3. Enter your ZIP CODE 4. Select your COUN TY 5. Click CONTINUE 6. The REPORT SELECTION opens 7. Answer the questions and click CONTINUE Page 6 of 11 Note the date of the inspection. This will help you to select the proper inspection for which to enter the Plan of Correction 7. The LICENSING/APPROVAL/REGISTRATION INSPECTION SUMMARY opens

7 The Provider MPI Number can be found on your CCIS Payment Summary Form or contact your local CCIS Office to request your MPI number 8. Enter the Plan of Correction and the date which the non-compliance will be corrected 9. Click CONTINUE 10. The AUTHORIZATION FOR E-SIGNATURE opens 11. Click the checkbox to certify you are legally responsible for correcting the non-compliance 12. Provide the answer to your SECRET QUESTION 13. Enter the PIN 14. Click SUBMIT 15. CONTRATULATIONS! Your Plan of Correction has been successfully entered Who to Call for Login Issues Commonwealth User ID and Password Reset: Monday Friday, 7:30 AM 4:30 PM. PROVIDER SELF SERVICE Creating a Provider Self Service Login for PELICAN Child Care Works nce you have established your DPW Provider Login, O you must then register for access to PELICAN Child Care Works to update your Provider Profile Information. The first user to register for your organization is automatically designated as the LEGAL ENTITY SUPERVISOR. The LEGAL ENTITY SUPERVISOR serves as the ADMINISTRATOR for approving additional user access and updates to existing user accounts for your organization. Please consider this when selecting the person for this role 2. Enter your Keystone ID and Password 3. The PROVIDER HOME opens 4. Click the PROVIDER SERVICES MAINTENANCE link 5. The PROVIDER SERVICES MAINTENANCE opens 6. Enter your Provider TAX ID 7. Enter your Provider MPI ID 8. Click CONTINUE 9. The CONFIRMATION OF LEGAL ENTITY opens 11. The REQUEST SUBMISSION opens. This advises you that a notification will be sent to the address provided during the registration process once your request is reviewed and approved by the Office of Child Development and Early Learning (OCDEL) 12. Click CONTINUE 13. The PROVIDER HOME opens 14. CONGRATULATIONS! PELICAN Child Care Works Initial Registration is complete 15. Click LOGOUT to exit the system or use the links to access other areas of Provider Online Services Accessing/Updating Provider Profile(s) in PELICAN Child Care Works nce your login has been created on the Provider Home O and your PELICAN login has been approved, you can access your Provider Profile in PELICAN Child Care Works. Navigation to your PELICAN Child Care Works Provider Profile begins on the Provider Home. 2. Enter your Keystone Key ID and Password 3. Click LOGIN 4. The PROVIDER HOME opens 5. Click the PROVIDER SERVICES MAINTENANCE link 6. The LOCATION R&R PROFILE SUMMARY opens in a new window Page 7 of 11

8 If you do not display as an active R&R provider in PELICAN, you will receive a message to contact your local CCIS The Location R&R Profile Summary serves as the main navigation for viewing and updating your PELICAN Child Care Works Provider Profile information Providers with multiple locations must update each location individually using the Select Provider Location Drop-down Box at the top of the The LAST UPDATED ON column indicates the date and time the last change was made to that The LAST UPDATED BY displays the Keystone ID of the Provider User or CCIS staff Keystone ID that made the last change to that Your local CCIS must approve changes made to Accreditations and Service Schedules, which are considered Managed Updates. Managed Updates are identified by the Y in the APPROVAL? Column. Updates may take up to several days to be applied 7. Click a link to access the you would like to view or update Pages accessible from the links on the LOCATION R&R PROFILE SUMMARY include: ACCREDITATIONS Awards from various agencies such as the NAC, NAEYC, etc. This is a Managed Update and is approved by the CCIS ADDITIONAL CH ARGES Items or services that your location charges additional fees for, such as Books, Field Trips, etc. AFFILIATIONS Affiliations with a School District, Hospital, etc. CAPACITIES Number of subsidy enrollments and vacancies CARE LEVELS SERVED Various care levels served ADDITIONAL ACTIVITIES Other activities offered such as Computer Classes, Art, Dance, etc. DISCOUNTS Discounts that may be offered such as Employee discounts and early payment discounts ENVIRONMENT Specific environment information such as No Smoking, No Pets, etc. FINANCIAL PROGRAM PARTICIPATION Sliding Scale Fees, United Way, etc. GENERAL SCHEDULE S SERVED Before School, Sick Care, etc. LANGUAGES Different languages that are spoken or taught at your facility MEALS Meals that are served (if any) such as Breakfast, Lunch, etc. SERVICE SCHEDULE Sessions and start/end times. This is a Managed Update and is approved by the CCIS OTHER EARLY LEARNING PROGRAMS Programs offered such as Head Start, PA Pre-K Counts, etc. REFERRAL HISTORY (Read Only) Lists records of referrals made by CCIS agencies to your facility SPECIAL ACCOMMODATIONS PROVIDED Accommodations for wheelchairs, administering medication, etc. TRANSPORTATION Transportation offered such as School Bus Service or Private Transportation The SAVE BUTTON must be clicked on each for your changes to be applied Checking the Approval Status of a Managed Update roviders can check the status of their submitted Managed Updates. P 2. Enter your Keystone Key ID and Password 3. Click LOGIN 4. The PROVIDER HOME opens 5. Click the PROVIDER SERVICES MAINTENANCE link 6. The LOCATION R&R PROFILE SUMMARY opens in a new window 7. Click APPROVAL STATUS in the blue MENU BAR on the LOCATION R&R PROFILE SUMMARY 8. The APPROVAL STATUS opens Page 8 of 11

9 The ITEM column indicates the specific Managed Update The APPROVED/REJECTED column indicates the status (either approved or rejected) If a Managed Update is rejected, the reason will be listed in the REJECTION REASON column The SUBMITTED DATE column is the date the update was submitted by the provider The LAST UPDATED DATE is when the CCIS either rejected or approved the Managed Update HISTORY of Managed Updates can be searched by either entering a specific number of days after SHOW LAST and clicking GO or entering a date range MM/DD/YY to MM/DD/YY after SHOW HISTORY and clicking GO You can return to the Provider Resource and Referral Summary by clicking RETURN TO SUMMARY or navigate to a specific by clicking the SELECT Drop-down box at the top of the, selecting the desired and clicking GO Adding Additional Users Who Can Update Provider Profile(s) A dditional User Logins can be created for back-up purposes or for designated staff responsible for updating various locations. OCDEL will only approve the Legal Entity Supervisor (the user that initially registered). The Legal Entity Supervisor may either register their staff from the Provider Home or staff may register themselves. In either case, the Legal Entity Supervisor must approve all additional login requests. There are 2 steps for adding access for additional staff: 1. Complete PROVIDER HOME Registration 2. Complete PELICAN Child Care Works Registration If additional users complete the registration login request themselves, the Legal Entity Supervisor must provide the TAX ID and Provider MPI numbers to those staff members Step 1 Complete the Provider Home Page Registration 2. The PROVIDER HOME opens 3. Click the NEW USER link below the Keystone ID and Password section at the top left of the 4. The MANAGEMENT DIRECTIVE opens. Here you can accept the Management Directive and click CONTINUE Not accepting the Management Directive will cancel the registration process 5. The NEW USER REGISTRATION opens. Here the information about the person requesting access must be entered NOT E: All of the fields in the New User Registration must be completed 6. Click CONTINUE once all of the User Information is entered 7. The NEW USER REGISTRATION CONFIRMATION opens 8. Your system generated Keystone ID and PIN are provided PRINT this and keep it in a SAFE PLACE! You will not receive a confirmation containing this information Page 9 of 11

10 The PIN is used for completing the E-Signature Authorization for Certification 9. Click CONTINUE to return to the PROVIDER HOME 10. Enter your Keystone ID and Password 11. The PROVIDER HOME opens Once a new user is registered in PELICAN Child Care Works, the Legal Entity Supervisor must approve the request and grant access to specific provider location(s). This is covered in the Approving a New User section on CONGRATULATIONS! The PROVIDER HOME registration is complete Step 2 Complete the PELICAN Child Care Works Registration 2. The PROVIDER HOME opens 3. Enter your Keystone ID and Password 4. Click the PROVIDER SERVICES MAINTENANCE link 5. Enter your Provider TAX ID 6. Enter your Provider MPI ID The Provider MPI Number can be found on your Payment Summary Form or contact your location s CCIS Office 7. The PROVIDER SERVICES MAINTENANCE confirmation opens 8. Click CONTINUE Click CONTINUE 9. The REQUEST SUBMISSION opens 11. The PROVIDER HOME opens 12. CONGRATULATIONS! PELICAN Child Care Works additional user registration is complete 13. Click LOGOUT to exit the system or use the links to access other areas of Provider Online Services Approving a New User Request (to Update PELICAN Child Care Works Profile Information) nce a new user has registered, their access must be approved by the Legal Entity Supervisor. O 2. The PROVIDER HOME opens 3. Enter your Keystone ID and Password 4. Click the CHECK ACCESS REQUESTS link 5. The AUTHORIZATION APPROVAL opens 6. Click SELECT next to the appropriate user 7. Select the provider location the new user should be associated with (a location must be selected even if there is only one location available) 8. Click APPROVE 9. The AUTHORIZATION CONFIRMATION opens 11. CONGRATULATIONS! The approval is complete Rejecting a New User Request (to Update PELICAN Child Care Works Profile Information) ome users may request access that the Legal Entity SSupervisor may not want to approve or have requested access in error. The Legal Entity Supervisor may reject an access request. 2. Click the CHECK ACCESS REQUESTS link 3. The CHECK ACCESS REQUEST opens 4. Select the appropriate user 5. Click REJECT 6. The REJECTION CONFIRMATION opens 7. Click CONTINUE 8. CONGRATULATIONS! The access request has been rejected Managing Existing Users Access (to PELICAN Child Care Works Profile Information) xisting users access may require an update from timeresponsible for new locations or Eto-time. Users may be they have left the employ of a provider and their access must be deactivated. The Legal Entity Supervisor must make these changes. Deactivate a User 2. The PROVIDER HOME opens 3. Enter your Keystone ID and Password 4. Click the MANAGE USERS link 5. The MANAGE USERS opens 6. Click SELECT next to the appropriate user 7. Select DEACTIVATE 8. Click SAVE 9. The DEACTIVATE confirmation opens If users are deactivated in error, they can easily be reactivated by clicking their name in the list, selecting ACTIVE and clicking SAVE 11. The MANAGE USERS CONFIRMATION opens 12. CONGRATULATIONS! The user has been successfully deactivated Page 10 of 11

11 Change a Users Provider Profile Location Access 2. The PROVIDER HOME opens 3. Enter your Keystone ID and Password 4. Click the MANAGE USERS link 5. The MANAGE USERS opens 6. Click SELECT next to the appropriate user 7. Select the location(s) the selected user should have access to (hold down the CTRL key while selecting to select multiple locations if needed) 8. Click SAVE 9. The MANAGE USERS CONFIRMATION opens 11. The PROVIDER HOME opens 12. CONGRATULATIONS! The user s location access has been successfully updated Who to Call for Login Issues Commonwealth User ID and Password Reset: Monday Friday, 7:30 AM 4:30 PM Page 11 of 11