e-Child Care (ECC)Provider Information Session
Department of Human Services Division of Family Development
Agenda
• Introduction• Program purpose – overview• What changes?• What stays the same?• How it works• Provider Web Portal • Questions and answers
Stakeholder Identification
• Providers
• Parents
• New Jersey Department of Human Services Division of Family Development (DFD)
• Child Care Resource & Referral Agency (CCR&Rs)
Who is ACS?
• Affiliated Computer Services, A Xerox Company– State & Local Solutions, headquarters in Dallas
• Vendor selected to implement/operate ECC
• Provide proven experience
• Launched e-child care in five other states that are live and in production– Colorado, Indiana, Louisiana, Oklahoma, Texas
• Five other states preparing to go live by end of 2011– Alabama, New Jersey, North Carolina, Ohio, Virginia
Why is New Jersey Implementing ECC?
• To provide accurate and timely tracking
and verification of child care attendance
• To provide better attendance data including real time reporting
• To automate and reduce manual processes
• To pay providers more quickly
What are the Benefits?
• To give parents the responsibility of reporting the actual time their child is in care
• Parent transactions confirm that the care was provided to their child
• To streamline the processing of child care reimbursements for providers – reduction of most paper invoices
More Benefits…
• Payments made electronically, directly to your bank account resulting in quicker payments (you will be paid every two weeks for the care you provided two weeks ago)
• Real-time attendance transactions—attendance transactions are seen as they are actually happening
More Benefits…
• Reduction in timeframe to receive information about agreement and attendance
• Access to attendance and payment records through the provider web portal
• Accessible through the internet from any computer
• Reports on attendance, agreements, payments and other resources
• The portal address is: www.echildcarenj.org
What Stays the Same?
• Authorization policies for the Child Care Subsidy Program
• Record keeping requirements – sign in/out sheets for Licensing and Food and Nutrition Program documents
• State child care licensing rules related to individuals authorized to pick up or drop off children
What Changes?
• Attendance reports will be automated
• Attendance information is available when the transaction is occurring
How ECC Works
• Equipment required for the ECC
Registered Land Line Phone New Jersey ECC Card
Interactive VoiceResponse (IVR)
• In-home providers will use the IVR to complete transactions.
• Parent/designee will use the registered land line at the provider location to report the child’s check-in/check-out.
• Parent must check in and check out every day for the provider to get paid.
What Parents are Being Told About ECC
• Parents receive an early alert letter• The parent automatically will be mailed a card,
card carrier and FAQ sheet• Two designees may be identified and will receive
cards • If parent already has a Families First card, he/she
will be asked to contact their CCR&R to link the card
• Parents cannot select the provider or any one acting on the provider’s behalf as their designee
What Parents are Being Told About ECC
• After getting the card, the parent/designee activates the card and selects a PIN (Personal Identification Number) by calling an toll-free number
• Parents will be connected to the Interactive Voice Response (IVR) system
• IVR will prompt them to enter 16 digit number from card
Card Activation
• The IVR will prompt the parent to enter their birth date.
• The IVR will prompt the parent to enter any 4-digit number of their choosing, as their PIN.
• The card is now active and ready for use.
• Encourage parents to activate their cards as soon as they receive them.
How Parents will Report Attendance
• Parent will call 1-800-997-3333 and follow the prompts
• Parent will press 2 for Child Care
• Parent will enter the card number
• Parent will enter their secure PIN #
• Parent will select one of the options given by the IVR:
– Check in/out, previous check in/out, absent day, sick day
• Parent will enter their child’s 2-digit number (01, 02, 03, etc.)
ECC Verification Process
• The IVR transaction is sent for verification:• Is it case eligible?• Is it child eligible?• Is this the correct provider?
• If all the checks are confirmed, the transaction is approved
• If any check fails, the transaction is denied
Forms so you get paid
• Will receive both a banking form and W-9 tax form
• Complete and return within 24 hours of receipt
• ACS will be making the payments to providers
• Remember, parents must call IVR every day for the provider to get paid!
What ifs?
• What if the parent/designee forgets or is not present to record attendance?
• Parent/designee has the ability to perform transactions for previous days, including absences. This is commonly referred to as a “back swipe”.
• Parent/designee has two weeks (today plus the previous 13 days) to enter any missing transactions through the IVR.
• Parent can select two designees, who often pick up or drop off the child, to receive a card.
What ifs?
• What if there is a phone line problem?
The system gives the parent/designee two weeks (today
plus the previous 13 days) to fill in any missing
transactions once the issue is resolved (“back swipe”)
Provider Web Portal – Log In
Provider Profile
Provider Agreements
Case Screen
Agreement Screen
Provider Transactions
1099 Search
Closure Dates
Provider Payment Report
Provider Payment Report- Detail
Child Payment Detail
Child Attendance-Detail
Provider – PaymentAdjustment Detail
Provider UnmatchedCheck-In/Out Report
Provider Unmatched Check-In/Out Report
What Happens Next?
• Informational mailings to all parents
• Parents will receive instructions on how to report their child(ren)’s attendance
• Providers will receive banking and tax forms—return within 24 hours
• Pilot counties are scheduled to go live in September
• Remaining counties will go live in October
How To Get Information or Assistance
• For program information, call your local CCR&R
• For general information log onto the DFD Webpage: www.state.nj.us/humanservices/dfd/programs/child
Questions?