CareControl offers a seamless experience to create and request documents to Families electronically and with ease as part of your determination process of whether a Family is qualified to receive subsidized child care.

A. Accessing a Family's Documents

Within each Family record, you will gain access to the “Documents” Tab to manage all the documents specifically for the Family. There are 4 sub-tabs available:

1. Draft: This is where you can view all created documents that have not been sent out, which all the documents in this sub-tab will be in Drafted status.

2. Received: This is where you can view all received documents the Family has submitted back to you electronically, which all the documents in this sub-tab will be in Received status.

3. Pending: This is where you can view all pending documents that have been sent out and not yet received back from the Family, which all these documents in this sub-tab will be in Pending status.

4. All: This is where you can view all documents for the Family irrespective of status (Voided, Accepted, and Sent documents will be hidden by default)

In each of the 4 sub-tabs, you will have access to different operational buttons for the specific documents listed in each of the sub-tabs:

1. New Document: This button is available in all 4 document sub-tabs, and is a drop-down menu for 3 other options: File, File and Doc Request for your document creations and requests to the Family.

2. Send Reminder: This button is available in only 2 sub-tabs (All and Pending), and is used to quickly send a new notification reminder to the Family of their pending documents.

3. Download: This button is available in 3 sub-tabs (All, Received, and Pending), and is used to download the document records.

4. Send: This button is available only in 1 sub-tab (Draft), and is used to send the documents to the Family electronically.

5. Print or Print & Send: This button is available in the All tab and Draft tab respectively and will open an interface that will allow you to print forms for paper submission.

In addition to the buttons in each of the sub-tabs, you also have access to a filter section that is expandable and collapsible to the left. This filter section is to filter the document list, such as by the Document Owner, whether it is a Family or a Provider document, or visible statuses in the case of the All tab.

B. Creating Documents to the Family

CareControl brings a convenient way for you send out notices or required documents directly to the Family electronically without the hassle of printing or mailing them.

To get started, Families must have a CareConnect account that will bring them online access to their documents. Families can access CareConnect either via the web or using a mobile application available on iOS or Android.

1. Creating new Documents to Family

When ready to create documents to the Family, start from the any sub-tab and:

1. Click New Document > Form to start creating documents for the current Family record.

   1. If the forms you wish to send to the Family is not available in the Form Selection List, that means the Form is not yet configured into CareControl for your Program. You may:

      1. Use the option New Document > File to browse your computer to select a file of the form you wish to send that is not yet available in CareControl.

      2. Reach out to your team or the CareControl Team for assistance with configuring the form into CareControl for future uses.

2. This will open a new Select Form window for your selection of all available forms in CareControl to send to the Family.

   1. Tags: This is for your quick selection of all the documents needed for a specific process.

      1. You may use the Tags to set up all documents needed based on your specific process such as all required documents for a Stage 1 family, foster family, etc.

   2. Due Date: This is to specify the date when Family has to submit the document back to you.

      1. There are 2 Document Types in CareControl that are:

         1. Need to Collect: These are the required forms the Family needs to submit back to you. This Document Type will have the Due Date selected attached to it.

         2. Send Only: This is the informational forms sent to Families that do not need a submission back to you which will not have a Due Date attached after the form is created.

   3. Select Form: This will list all available forms for your selection to create and send to the Family.

   4. Selected: This will list all selected forms from the left side that you’ll be creating and sending to the Family.

3. Click Save to finish the forms selection.

4. CareControl will redirect you into the Draft sub-tab to view all drafted documents.

2. Sending Documents to Families electronically

1. Once you have selected the documents from New Document, they will be in Draft status under the Draft sub-tab for your review prior to sending them out to the Family.

   1. If at this time, you wish to create more documents, simply click New Document to repeat the process of selecting the forms.

2. Each drafted documents will be listed under the Document List with a Document ID assigned automatically together with the details for it including the Document Owner, Document Type and Due Date.

3. Click on the hyperlinked Document Name to open the expanded slide out window from the right side to view the content of that specific Document.

   1. You may update and add to the content of the document as needed:

      1. Click Edit to adjust basic text and modify any fields within eForms.

      2. Use Annotate/Sign in order to freely insert text boxes, add your signature to Word documents, highlight sentences, etc.

   2. After any needed changes are saved, you can use the Send button to send to the parent electronically and move the form to Pending or Print and Send to both print the form and move it to Pending status.

   3. If the document was drafted by accident, you may click to Cancel the document within this document preview window.

      1. This will change change the document status under Voided.

4. Once ready to send all drafted documents electronically to the Family, simply click to select the documents and click Send or Print & Send to do it as a batch.

5. Upon clicking Send, CareControl will display a Send Document window to confirm the number of selected documents to be sent along with 2 options that are available to be checked to:

   1. Add a Case Note for the documents sent.

   2. Send a Notification Message to the Family via an email or text for the documents sent.
      ❗️TIP 1: Both options by default will be unchecked for your determination to send it as needed. If you do not wish to add a case note or send a notification actions at the time of sending the documents, you may do so in the respective “Notes and Tasks” Tab or “Messages” Tab after sending the documents to the Family.
      ❗️TIP 2: Both options allow for a free entry to capture the content as needed or you can utilize different Templates that can be preconfigured for your Program. Reach out to your team or the CareControl Team for assistance with configuring these templates into CareControl for future uses.
      
      

6. Selecting Send to finalize the sending action to send all documents to the current Family electronically.

7. The Draft sub-tab will be updated to remove the sent documents.

   1. Any documents that are required for the Family to complete and submit back to you will be placed under Pending status.

      1. You may view the list of all Pending documents under the Pending sub-tab.

   2. Any documents are sent only and not required for Families to submit back to you will be CareControl will be placed under Sent status.

      1. You may view a list of all sent documents under the All sub-tab, by using the Filters to include it in the view.

3. Creating a Document Request

If your agency would like to include a list of all forms you require from the family, you can do so using our built in Document Request template.

1. Once you have drafted the documents and finished reviewing them to add to the content to the documents as needed, prior to sending them out, select the documents needed to be completed by Families and click to New Documents > Doc Request.

   

2. This will generate a Family Document Request (Cover Letter) that includes the pending document and due date to notify the Family of the documents needed for their submission.

   1. The new Doc Request document will also be created under Draft status.

Once all documents are created and sent to the Families electronically, Families will receive them in CareConnect. They will have access to receive, view and complete these documents electronically within their CareConnect account.

Once a parent completes and submits the document back to you, you will receive them immediately in CareControl for processing and accepting it from the Family.