The certification wizard is a tool to help Family Specialists authorize care. This wizard organizes the steps to certify a case and authorize care for the first time in an easy to follow five step process.

The certification wizard is located in the cases tab of the Family Record and will only be available when the case is in Requested Status. In the Wizards button, select Certify Case. Before entering the wizard, there will be a warning that the actions of the wizard cannot be canceled; this is because once each step has been completed in the wizard, the changes are actively applied to the Family Record. Below are the steps the wizard will take to certify the case:

 

Certification Summary

In this step, the case status will be updated from Requested to Active. The Initial Subsidy, the date case was certified, and First Subsidized, first day care actually take place, will be preset as the date the case is being certified, but these fields can be edited as necessary. The remaining required field to fill out in this first step is the Status Reason. The selection made in the Status Reason field will control the Reason Detail that will populate. Once all information has been filled in, click Submit & Next to continue. 

 

Authorize Cares

The second step of the certification wizard is separated into two parts: Select Children and Add Cares. In the Select Children section, the Children included in the case will automatically be selected and the care Start Date and End Date will automatically populate as the certification period based on the contracts recertification configuration. There is an additional field to make the Provider selection at this point, it is recommended to add the provider here if all children receive care from the same child care provider. If there are multiple children that have two separate providers, the providers can be selected in the next step. The last selection to make in the Select Children part is the Needs Summary, a need summary must be selected before continuing to the next part. The most recent Need Summary will automatically be selected, if this selection needs to be changed, uncheck the check box in the far left column.

 

 

If the Provider selection was made in the Select Children step, the provider selection in the Authorize Care step will already be made and the care schedule will already be generated. The only selection that will need to be made is Provider Rates and a review of the Special Needs Factor. Alternatively, if the Provider selection was not previously made, there will be a warning in the Authorize Care step of “Required field(s) is missing,” this warning pertains to the missing Provider selection. If there are multiple children in this family, make the provider selection in each care entry. If there are alternate or secondary providers, navigate to the three dots and select Add Care or Add Secondary Care and enter in the care schedule information regarding this additional provider. Included in the drop-down menu are the actions Copy Care to Sibling to copy the provider to the sibling, Review Care to run a “Care Review” on the selected care, and Delete to delete the care entry. This Add Care(s) section has the same functionality as the Care Schedules tab, so all actions performed in the Care Schedules tab of the family record can be performed at this point of the Certification Wizard. Once finished filling all information and reviewing the care schedules, select Save & Next to proceed to the next step of the Wizard.

 

Create Payments

The third step of the wizard will create payments for all the child care authorizations. These payments are separated by child. The action being performed on the payments - typically Generate - will be noted in the last column. To generate these payments in “New” status, select Submit & Next.

 

Assign Family Fee

The fourth step of the wizard will be to assign the family fee. Choose the care to assign the family fee to, please note this selection will be prepopulated by the wizard. Below this selection field is a table displaying the monthly family fees that will be generated. If needed, you can change a fee from PT to FT or set it to N/A. Once finished reviewing, select Submit & Next.

 

Review Case

The final step of the wizard is to run a review of the case. Identify the month and year the case will be active, select Review Case & Finish to run the review. The Review is not a required step in the certification wizard; however it is highly encouraged to use this tool the check the Family and the Care Authorization for any potential errors. Once the review tool has finished checking the case, the results will be located in the Review tab of the Family Record. If the review comes back with review errors, review these items and correct the necessary elements of the Family Record. After running the Review, the Certification Wizard will be complete.