IDHS Child Care Telephone Billing System

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IDHS Child Care Telephone Billing System

• A New Way To Pay

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Whats it all about

• The IDHS Child Care Telephone Billing System is
  an alternative to mailing the Child Care
  Certificate to the local CCRR at the end of each
  month
• The Telephone Billing System will help providers
  get their payments quicker

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How it Works

• If providers call the Billing System instead of
  mailing a Certificate to the CCRR
• The information gets into the States payment
  system faster
• No mail delays in getting information to the
  CCRR
• 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

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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 CCRR

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Newly Approved Providers

• At the time new providers are approved, CCRR
  staff must mail them a notice for the new
  Telephone Billing System and a Child Care
  Telephone Billing Agreement form

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Processing the Agreement Form

• After the CCRR 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)

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Start Up Package

• The CCRR will mail a Telephone Billing System
  start-up package to all providers that return a
  completed Child Care Telephone Billing Agreement
  form

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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

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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

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Providers Password
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Confirming the Password Letter

• CCRR 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

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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

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Calling the Billing System

• To submit billing information, the provider must
  dial 1-800-787-9316
• TTY callers may dial 1-800-787-9318 to access the
  system
• The Billing System is available 24 hours a day, 7
  days a week

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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

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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

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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 CCRR

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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

Providers Password
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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

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Address Verification

• 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 CCRR.
• If the address needs to be changed, the provider
  cannot use the Telephone Billing System

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Address Verification

• The Child Care payment will be sent to the
  address listed on the certificate

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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

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When to Bill

• The earliest a provider can bill is 600 AM the
  first day of the following month
• They cannot enter billing for March until 600 AM
  April 1 or later

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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

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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

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Adding Eligible DaysFor 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 CCRR, noting the change in
  eligible days and the reason
• For example, increasing the eligible full time
  days by 1 due to a school holiday

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Reducing Eligible DaysFor 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
  providers before the end of the month, they may
  reduce the number of eligible days

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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

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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

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Last Month of Care

• All payments that are indicated as the providers
  last month of service will go onto an Incomplete
  Payment list screen on the CCTS

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Incomplete Payment List Screen

• CCRR staff will be required to review payments
  on the Incomplete Payment List screen daily

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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 providers
  address is not in Illinois, Indiana, Wisconsin,
  Iowa, Missouri or Kentucky

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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

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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

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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

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The Child Care Certificate

• If billing is completed by phone, the provider
  SHOULD NOT mail the certificate to the CCRR
• 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

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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
  Comptrollers office where the warrant is printed
  and mailed

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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 CCRR staff to view

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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

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Tracking Payments

• Providers may track the status of payments
  through the IDHS Payment Inquiry Line by calling
  1-800-804-3833
• TTY callers may dial 1-877-434-1082 to access
  the system

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Tracking Payments

• The Payment Inquiry Line is updated every day at
  400 AM
• Providers should wait two working days after
  entering billing information before checking the
  Inquiry Line for that payment

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Tracking Payments

• The Payment Inquiry Line tells when a payment was
  entered (either through the Telephone Billing
  System or by the CCRR), when the payment was
  approved (vouchered) by IDHS, and when the
  Comptrollers office has mailed the check

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• 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