After a family has been added to CareControl (either manually or through the waitlist), you must make a decision as to whether the family is eligible to receive subsidized child care.

Certifying a Family

1. Complete the enrollment package to collect the family’s eligibility information. Each family record has a dedicated “Documents” tab to manage all documents sent and received by a parent.

   1. All communication can also be done through CareConnect. You can invite the parent to CareConnect by utilizing the Action button within the family record.

2. Ensure that the provider set to provide care already has a completed record in CareControl. Navigate the Provider module to check if everything is in compliance.

3. As you receive more information from the family, make updates to the family record. This includes the family's details, the hours of need, and the Income and Family Fee.

4. Enter the “Cases” tab, then click on Action and change the Case Status to Active.

   1. Update the Case Dates such as the Service Start, Initial Subsidy, 1st Subsidized, etc.

      

      
      
      

5. Within each child record, update the Start Date for each child receiving care.
   

   

6. Create a care schedule for all eligible children.

7. Assess the Family Fee for each 12-month eligible child.

   1. If your agency collects family fees, create invoices within the “Ledgers” tab.

8. Complete a Self Review for the case and each of its authorized cares to ensure 801A compliance.

9. The final step is to generate any forms for both the parent and the provider. After making any necessary modifications, send them out and await for the document to be sent back.

Denying a Family

1. If the enrollment process is not completed by the agency’s deadline, you can keep the family record but change their status to Denied. Access the family’s case record then change the status to “Denied.”

2. Enter the “Notices” tab, then generate the Notice of Action to be sent to the parent. Be sure to choose the action as “Service Denied” and an appropriate Appeal Date before sending the document out.

Recertifying a Family

Aside from a few differences, the steps for recertification are the same as certification.

1. Starting from the Home module, enter Working Queues and on the column to the left, select the Recertifications Working List (Working List > Family > Recertifications).
   

   

   The case status defaults to Active and Pending Term and the user running the search will be listed as the Specialist. The Recert Field will default to one month ahead of the current date minus one day.

2. Enter any family record from this list by clicking on the hyperlinked ID. Complete the recertification package to collect the family’s recertification information, similar to the enrollment process.

3. With the recertification info, update the Family Details, Needs, Income, and Family Fee. Do the same for the Case details, specifically the new eligibility details if applicable and the new Recertification Date.

   

   

4. Create a new care schedule for all eligible children.

   1. If a new provider is expected, be sure to approve the provider before attempting to authorize new care.

5. Similar to the family’s initial certification, assess a new Family Fee for each 12-month eligible child, complete a Self Review, and generate Recertification forms to be sent to the family.