When I access the "Reviews" tab, I don't see any reviews or an option to create a review. How do I populate the review for the family?

There are two ways to populate a Review. The first way will be by selecting the Care Schedules, and select a specific care. Scroll down and select “Review”. This will be a review for this specific care only. The second way to create a review would be to select the “Cases” tab and select the active case you wish to review. Scroll to the bottom and you will be able to select the “Review” button and select the month to run the review as well. The Case review reviews all cares under the case and will populate the review in the “Reviews” tab.

I accidentally voided the family, is the family record now deleted? What can I do to restore the family record?

Voiding a family will not delete the family record. You will be able to restore the voided family by accessing their family record by searching for the family ID or by name in the family search. Once on the family record, you will select “Action” on the top right and select “Restore Family”. Select Yes to confirm, or no to cancel.

The parents email has changed and they would like to update their CareConnect log in to reflect this change, how would I do this?

We will first access the family record and update the email address which can be found under the “Details” → “Parent” tab. Select the parent and click edit to update the parent’s email address and save. We will then select the “Action” button on the top right and select “Unlink Parent A/B”, then select yes to confirm or no to cancel. Once the parent is unlinked, we will select the “Action” button once again and click “Invite Parent A/B”. The email should auto-populate based on the email address we entered under the parent’s details. An email will be sent to the parent to connect to CareConnect again. Once the parent has accepted the link, they will have access to log into their CareConnect account once again. All information such as submitted and received documents will still be there for the parent to access.

How can I annotate a document prior to sending it out to the Family / Provider?

Once a document is in Draft status, you can select Annotate/Sign on the top right to be able to add any necessary annotations. Please note that this will not be available for eForms.

It looks like there are different types of forms available in CareControl, what are they?

There are two types of forms configurable in CareControl:

• Send Only - Once sent to a parent, the form status is updated to Sent and no further action is needed from the user. Use cases for this form type are letters.
• Need to Collect - Parents are expected to send this form back to the case specialist after they receive it. Forms that have not been received will remain in the Pending status after it has been sent.
  
  • Please refer to the Receiving and Accepting Families' Documents article for the complete process.

What are the different dates tracked in CDSS/Stage 1 cases?

All cases will have program Start/End dates under the Program Dates section, which would track the time the family has spent in each program. These dates will save as more cases are created within the family record.

In addition to this, both programs will share these fields:

• Service Start - Start date of the case's program
• Service End - End date of the case's program
• Re-Certification - Deadline for when family must recertify to maintain eligibility

CDSS and Stage 1 cases will have these fields differ:

CDSS

• Initial Signed - Date when the very first CCD 26 (formerly known as the EESD 9600) was signed
• Recert Signed - Most recent date when recertification was completed
• Initial Subsidy - When the family was determined eligible to receive subsidized child care
• 1st Subsidized - First day of subsidized child care, when the child begins receiving child care within the program

The Initial Signed field will carry over between cases. The Initial Subsidy and 1st Subsidized fields will do the same if the new case is created within 3 months of the previous case's Termination Date.

Stage 1

• Child Care Request Date - When child care was requested by the family
• Retro Requested - If Child Care Request Date is backdated, changing this field to Yes would allow for retroactive payments up to that service month
• Entered - When the family was entered into the system
• Additional fields will assist in tracking county information from where the referral was made

What does the Report County in the Cases mean, and how is it used?

The report county field is the county to which information about the family's case is to be reported. This field is one that will pull onto CareControl reports associated with the family, such as the Active Children and On Times report.

For the Parent Info Tab, is Marital Status and Race necessary fields?

Both fields are optional in CC4. Race is not a recorded field in any report for parents. In terms of Marital Status, it is possible to configure it to have options beyond Married and Single, to accommodate what types of families are in your specific service area.

Is the Needs Summary required when entering Family Needs, or can a Case Worker manual input the Needs Schedule.

While the Needs Summary is a useful tool for fully incorporating a Family’s various needs, the case worker is free to edit it to their requirements to create a final Needs Schedule.

How can Part Time/Full Time Family Fee be assigned on a monthly basis?

The Family Fee can be assigned between Part Time and Full Time in the Family Fee Assignment subtab.

From here, the different months Family Fee’s can be differentiated between Part Time/Full Time, depending on the actual need of care for the child on that month.

Does the Case Worker need to delete either the Part Time or Full Time RMR when establishing a care for a child if it does not apply?

The RMR for a provider will be automatically determined depending on if the child is receiving part time or full time care. It is recommended that you leave both RMR’s in the Care Schedule calculation so the system can use either the Part Time or Full Time RMR when necessary.

I noticed the Sleep Schedule in the Need Calculator overlaps with the Travel Time. What do I do?

The system in CareControl allows you to discern when the parent should be traveling to pick up and drop off their child. Simply add the Travel Time to the end point of their sleep schedule after performing the sleep time calculations. This will provide a full Need Schedule including Sleep Time and Travel Time.

When generating a Certificate of Enrollment when recertifying a child, what action should be selected?

This can depend on your Agency’s policy. There is the option to select no action when generating, and noting that the document is regarding a recertification in the Comments Section of the certificate. The actions listed in CC4 for the certificate are based on CHILD CARE BULLETIN (CCB) NO. 22-23.

When using “Follow a Template” when generating a child’s school schedule, what are the Start and End Dates for?

The start and end dates in this window denote the First day the child is going to be following the new school template you are using, not to denote the start of the school year.

What is the Training Start Date used for?

The Training Start date is located in the Details Tab, under the Parent Info Subtab. This is used to denote the first day a parent is starting training for a School or Vocational Program.

The start date located in the Child Info tab to denote the first day that the child is going to be receiving care. It is required due to this information being used when generating an 801A report.

In the Case Tab, does a date need to be entered into the “Service End” entry field? Will this affect the 801A if left blank?

If a case is terminated, the Service End field will be automatically entered as the date the family was terminated and care has ended. The Service End field being blank will not effect the 801A.

What report can be generated to determine which cases have Family Fees?

The Family Fee Estimate report can be used to provide an overall look at which Files contain Family Fees, as well as billed Family Fees. This can be accessed by going to Reports, then under Family Reports, you will find the Family Fee Estimate Report. Then you can assess Family Fees for a given report month.

Is there a report to view provider type for all active children with care schedules and filter by caseworker?

Yes, the report to view this information can be found as Families and Provider Detail Report.

What do I do when the RMR displays incorrectly on a Care Schedule?

This is due to a change in Provider type, when this occurs, the previous Care Schedule should be ended, and a new Care Schedule with the same provider should be generated. This will result in the correct RMR being displayed.

 

How do you remove a parent from a family record?

If you'd like to remove a parent from a family record, you can do so by voiding them. 

Open up the parent details then select Edit to Void them. 

 

How can you prevent a child from being counted in family size?

To exclude a child from the family size, you'll need to uncheck the Include In Family Size box within the child's details. 

 

If you've removed the child from the family size, be sure to check that the family size is reflected accurately under the family details and within the Case details. 

 

What are Related Entities?

You can link any related family or provider accounts through the Related Entities tab under the Family details. 

To add an entry, select Add at the top left corner then make the appropriate selection between Related Family and Related Provider. 

Once you've made a selection, you'll be able to search for the related files. To add them, mark the checkbox next to the related file then select Add to Related Entities. 

 

What does Prohibit do?

If the family is prohibited from receiving subsidized childcare, you can indicate this by checking the Prohibit box within the family details. Their existing cares will be unaffected, but no new schedules will be able to be made. You'll also be able to select the prohibit reason here. 

You'll see whether a family is prohibited at the top left of the family file, and when you search for them.