Provider payments are all associated to each child’s care. Once a child’s care is authorized, payments for all of the months the care spans can be generated in CareControl. After a provider submits an attendance record, you can start the process of calculating and committing a payment. This can all be done within the Payment module.

Payments Module

1 - Module

The Payments module icon. Click on this icon to enter the main Payments Module window.

2 - Navigation Bar

 

3 - Search Options

There are 2 different Search options within the Payments module:

• Basic: Search by Payment ID
• Advanced: Search by more direct identifiers such as Payment Owner, Payment Type (Child Care/Adjustment), Provider Type, Program, and more

The arrow pointing left directly next to the Search column will collapse this Search drawer and only show the list of Search results. Click on the Search button to initiate a Search.

4 - Search Results

Any results found after a search will populate here. By default, these entries will include the Child Name, Payment Status, Start Date, End Date, Program, Payment Owner, and more.

Use the Assign To button to designate any CareControl user as the owner of any Payments selected in the list.

To enter a Payment ID from this list, click the hyperlinked ID.

5 - List Options

Utilize these buttons to give you more control over the search results window.

Payment Record

There are two ways to enter a Payment Record:

1. Clicking on an ID in the Payment Module’s Search Results, or
2. Choosing a Payment ID within any Family or Provider Record’s Payments tab.

Header

Once you enter a New or Printed payment, the top section will be the only portion that’s populated:

The Payment ID appears on the top-left, and the Program and Payment Period will follow in parentheses.
Below this header is general information about the Care the Payment falls under.
Covering each column from left to right:

1. Family Details Column: Child receiving care, birth date, and age in years and months at start of service month, with a hyperlink taking you to the Child Details tab. Parent A is listed below also with a hyperlink that will take you to the back to the Family Summary tab.
2. Care Details Column: The complete authorization period for the child. The Care hyperlink will take you to the Family’s Care Schedules tab, and the Schedule link will open up a window displaying the approved hours of care for normal and school days (if applicable).
3. Provider Details Column: Provider name, status, type, registration fee, balance, and FT+ Hours if applicable are shown here. Provider link will take you to the Provider Summary tab. Hours of Operation link will open up a window (similar to the Schedule link) displaying the dates/times the center provides care. The History link will open a window showing all payments made out to the Provider, and the Holiday link will open a window showing the Provider’s holidays and whether the day is paid or not (if the Provider is claiming any holidays).
4. Assignment Details Column: Case ID hyperlink will take you to the Cases tab in the Family profile and the Case/Payment/QA Owners appear here (if applicable).

The right side of the header contains buttons that will assist in Payment calculation and status changes:

Main Window

Below the header, after a claim is in Received status or further, the main window will populate with two columns. The left column will list the attendance, and the right column will show the payment calculation.

Attendance Window

This column is expandable to the whole browser window, select the diagonal arrows to enlarge the column.
There are 4 tabs pertinent to attendance on the left column:

• Attendance: All of the days within the month where the child is authorized for care in relation to the payment period will appear here.
  • The columns that appear here are:
    • the days of the week
      • NS to designate if it’s a Non-School (N) or a School (S) day
    • the absence type if the child is absent
    • boxes to signify if the provider is to be paid for the day
    • whether the school day is shortened
    • the in/out times
  • Manual changes can be made to this table by clicking on the pencil icon right underneath the tabs, or by clicking on the Edit button below the table.
• Provider Invoice: Lists the total the provider is claiming for care, the family fee calculated, and any comments made. Option to view by week or month.
• Payable: Shows the payable schedule for the payment in a calendar view. Non-School days are colored in green and the School days are colored in yellow. If the payable schedule is dependent on attendance, changes to the in/out times in the Attendance tab will reflect on this calendar. Otherwise, the authorized hours of care will appear here along with any absences on the Attendance.
  • You cannot make changes to the calendar when in this tab. (However, you can make changes in the Payment Wizard) If the payment is based on attendance hours, in/out times in the Attendance tab will show here as long as they fall within the approved hours of care.
• Rates: The RMC will display along with the age range for the child. The Provider rate will also be listed along with any comments made when the provider’s rate was created.
• Rates Amount (not shown above): This area will show the RMR based on the child’s age and frequency of attendance.

Payment Window

• In the Payment tab, calculations will reflect on the table and the sum. This can be done by using the Calculate button on the header or after saving and calculating changes to the attendance.
• Other Amount displays items such as Cost of Care Plus.
• UDF (User Designated Field) more fields to factor into the payment as requested by the agency in question.

Payment Flow

CareControl 4 offers two main ways to input an attendance and calculate payments.

Manual Entry

1. Once the attendance is received from the provider and linked into the system, clink on Re-Generate Schedule Hours under the Action button found in the header to populate the Attendance tab in the left column. Then choose from either the One-Click Calculate or the Calculate Wizard to calculate the claim amount.
2. Ensure that the amounts to the right, whether it’s per week or month, are correct. Make any changes to the table if needed and add any amounts into the fields under the Other Amount section.

Wizard

There is a Calculate Wizard that will take you to three guided steps to assist in calculating care.

1. The first step covers the Payable schedule, and reflects the same information found in the Payable tab on the main payment record window.

The left will show the schedule for each day within the month the care covers. Clicking on the month at the top, the weeks to the right, or each individual day will change the right side to reflect the selection and allow for the recalculation of hours.

a. If the rate type for the provider is monthly or weekly, selecting month or week will show the total days attended, total days eligible to be paid, proration, and the following hours to be paid. You can overwrite the system calculation for hours or utilize the Edit button on the bottom to recalculate based on changes to the attendance.

b. Selecting an individual day will allow for changes to the in/out times and the hours for that day. Choosing the Edit button on the bottom will only look at the Payable column for the calculation of hours.

1. 1. 1. 1. Changes to the Payable column will show on the Payable schedule to the left.
         2. The Schedule is pulled from the authorized hours of care.
         3. The Attendance can not be edited here. To edit the Attendance, exit the Wizard and edit the Attendance tab on the main window. Changes saved will show here.

 

2. The second step will allow for the selection of the rate. The provider rate and the RMR shows on the left, and the Provider invoice shows on the right.

3. As the left column pulls from the care, edits on this step can only be made to the right column. Choose a rate before proceeding to the next step.

4. The final step will show the Final Payment calculation made in the previous two steps. The Payable schedule appears on the left along with the selected rate to the right.

5. If a rate was chosen on the left column, it can be edited in the table under Items.
Add any additional amounts in the fields under Other Amounts and click on the Finish button on the bottom to save the changes onto the payment.

Final Steps

After a payment calculation is completed using either of the above processes:

1. Select the Commit operation to push the payment to QA or Authorized status. If sent for QA, a QA owner will be assigned and the payment must be committed again to push the status to Authorized.
2. After a payment is authorized, export the payment in the Payments module to proceed with payment to the provider. Once here, everything with the payment is done in CC4, and adjustments can be created once there is a change in care.

Export Payments

The final step for all authorized payments is to export the payment. To do this, enter the main page in the Payments module, hover over the Payment Export button, and select Export Payment from the drop-down list.

You will be taken to the Export Search page. To the left (1), select the Funding Source, Program, and Start/End Months. Once the results appear on the right (2), select the payments from the list to export. Click on the Export button (3) next to Search column once finished.

A pop-up will appear giving you the total amount of all payments selected, and will ask to confirm the pay date:

Once confirmed, you’ll be taken to Export History and shown the status of the exported payments.