If you need to send multiple of the same NOA to different families or the same Certificate to different providers, you can utilize the Batch NOA/COE function from the Documents module of CareControl 4. Once sent, you can view a log from the Batch Send module to confirm its completion.

1. Batch NOA and COE

Within the second section of the Documents module, you can view all of the different cares in your program and batch send NOAs to families or Certificates of Enrollment to providers. Select what funding source you are trying to gather the cares for on the left filter menu, along with any other search criteria, and hit Search to populate the list. You will notice that it defaults to displaying active cares during the current effective month, but you can also change this in the filters menu. After selecting the cares you would like to generate either an NOA or COE for, you can click on the appropriate button to generate the desired document and open a popup.

❗️TIP: Make sure you are selecting the right child and case, as a single family can be included multiple times on this list for each care schedule.

From this popup, you can configure the required details for the form, including Actions, Issue Date, Effective Date, Appeal Date, etc. The Issue Date and Effective Date will auto-populate with the current date, though you are able to change them. Once you have made the necessary adjustments, you can choose to either send electronically or print them for physical delivery. Sending electronically will simply create a document for each selected party and send them for you through the system, whereas printing will create a single file with all of the documents for you to easily print.

❗️IMPORTANT: Make sure you select the appropriate distribution date, as this will affect what the appeal date should be.

❗️NOTE: Batch sending does not include an entry to specify the need type of the family or a reason for the action. If you would like to include this information see Generating Notice of Action to the Family or Generating a Certificate of Enrollment for a Family to create individualized documents.

After deciding if you would like to add a case note or send a message to the family, you will then see a popup confirming the completion of the operation with the option to View Details or close the popup. If you chose to print the batch in the earlier selection, you will also be given the option to download the file with all of the forms merged inside of it.

2. Batch Sent

From the third section in the Documents Module, you will be able to view the history of each instance you batch sent documents, such as Batch NOA, Batch COE, Batch Timesheet, or Print Timesheet. It will also display the time and date you performed the action, the status, and whether you printed or sent the batch electronically.

Clicking on any of the Batch ID hyperlinks will open this sliding menu, where you can download the files that you sent, check the log, or merge files.