Once the needs, income & family fee, and other basic family information are present in CareControl, you can begin creating a care schedule for each child in the Family record.

Enter the “Care Schedules” tab to begin adding a care.

Overview

1. Primary Add Button

Click Add to reveal a drop-down list of possible funding sources. Selecting the funding source will take you to the Add Care guided steps, where you can find more information below.

2. List View

The list will show all the cares made within a family record. Each child will have their own header and all the cares authorized for that child will appear under their header. Click on the Care ID to view the Care Details and the Provider Name to view the Provider Record.

3. More Options to Add Care

Utilize these buttons within a child’s header along with the Copy Sibling Care To button to make the process of adding cares easier. Both of the buttons in the header will ask for the funding source before taking you to the guided steps for adding care.

 

	Child in the header selected will be filled into the Child field in the Add Care guided steps. This button is best suited for adding a single provider.
	Choosing this option will open up the Secondary Care window. Once the relevant Needs Summary and Case is selected, the child will autofill into the Child field. If there are any hours of need that aren’t already covered by the existing care, the leftover hours will also fill into the child’s schedule. This button is best suited for adding a dual provider.
Copy Sibling Care To	The Copy Sibling Care To button will take the care information from the row selected (Provider, Start Date, End Date, Case) and feed it into the wizard. Going to Step 2 will also feed in the Vacation hours, but not the School hours as each sibling’s Bell Schedule could differ. This button is best suited when siblings are going to have the same provider and hours of approved care.

4. List Options

Prevalent in other lists across CareControl, these selections allow you the choice to export the list into an Excel file, filter between active and inactive cares, search for a specific entry, and include voided cares in the list.

How to Add a Child Care

Now that you’re ready to add a care, you’ll be guided through a 3 step process authorize child care:

1. Complete the Basic Info first, which includes choosing the child receiving care, along with the Provider who will care for the child.
   
   

   

   1. The Case, Start Date, and End Date will automatically fill based on this logic:

      1. Case: The most recent case created

      2. Start Date: Today’s date

      3. End Date: Defaults to the last day of the month that the Case’s Re-Certification Date falls under

2. Add the schedule for when the child is expected to be with the provider.

   
   

   

   Manually enter the hours when the child is expected to receive Care here. There are options to view the Bell Schedule if the child is of school age along with all Needs Summaries.

   1. There are additional options to use a pre-filled template or an existing Needs Summary. Either choice will automatically fill in the schedule; if you choose not to use these buttons, you will have to manually enter in the schedule.

   2. If the child is in school, you must click on Add School Schedule in order to input the in/out times for care hours on a school day. Clicking this button will automatically calculate the overlap between the Vacation Schedule and the Bell Schedule, and all of the excluded hours will populate the School Schedule.

      

      

   3. If the calculation is incorrect due to a user error, you can change the vacation hours, then click the Calculate button above the school schedule to populate these fields again. An option to Use Template is also present.

3. The final step in the guided steps is to input the RMR and Provider Rate. These entries will factor into all Payments to be sent to a Provider.

   

   

   1. Similar to the schedule & assessment in the previous step, you’ll have the option to view the RMR and Provider Rate.

   2. The RMR is populated based on the age groups the child will fall under during this care, the scheduled hours entered previously, and the County field within the Provider record. If you disagree with this calculation, you can delete or edit the RMR.

   3. The Provider Rate is based on the Rates section within the Provider record. Choose the Provider Rate entry along with the Rate Type to automatically populate the Rate field, which can also be manually entered.

   4. The Effective Date for both will automatically be set to the Start Date indicated in the first step.

4. Once you click Submit, a Care ID will be created, and a page will generate showing you all of the created payments, spanning the months within the child care time period. Select the payments to Generate under the Action column, then click Done to generate these payments. Or, click Cancel to avoid creating any new payment records..

   

   

5. Finally, you will be taken to the Care Details page.
   
   

   

   
   The Care ID will be in the header, and all of the details for the care will be found below. On the very bottom are options to Edit, Generate Payments for all of the care’s months, do a Review to ensure compliance, or go back a page.

   1. The Payments tab provides a list to view all Payment IDs for this Care.