This guide will walk you through how to add a new provider in CareWait 3.0.3

To get started, log into your CareWait account and navigate to the Provider Services tab.

From the left-hand menu, click on Providers. A dropdown will appear; select 'Default List'.

This will take you to the list of all providers currently in “New” status. To add a new provider, click the blue + Create button located in the top right corner of the screen.

1. Basic Provider Information

Start by entering the general provider details:

• Provider ID - This will be automated by the system when saved, please leave blank.
• Program Name
• DBA Name (Doing Business As)

Provider Statuses in CareWait 3.0

• These statuses reflect the overall status of the provider’s record in the system:

1. 🆕 New

The provider has been recently added to the system but has not yet been reviewed or activated by agency staff.

2. ⏳ Pending

The provider record is under review or awaiting more information before becoming active. This can be the case of the agency awaiting for the provider to submit their license information.

3. ✅ Active

The provider is approved and visible in the system. They can be matched to referrals and appear in searches.

4. 🚫 Inactive

The provider is not currently active. This may be due to licensing issues, closure, or agency decision. They will not appear in public listings or be matched to referrals.

• Provider Type (e.g., Family Child Care, Center)

 Provider Profile Statuses in CareWait 3.0

• These statuses refer specifically to the online provider profile that families can view through MyCareConnect (MYCCN):

1. 🚫 No Profile

The provider does not yet have an online profile created.

2. ❗ Not Claimed

The profile has been created, but the provider has not yet claimed or accessed it.

3. ✏️ Update Pending

The provider has made changes to their profile that are waiting for agency review or approval.

4. 📝 Claimed

The provider has successfully claimed and accessed their online profile.

5. 🙅 Profile Opt-Out

The provider has chosen not to display their profile on the public-facing MYCCN site.

6. 🔗 Linked

• The provider’s profile is connected to their CareWait record and is eligible to appear on MYCCN (once published).

• Referral Status and Referral Notes
  • Referral Status are as follows:
    1. Receive Referral
    2. Not Receiving Referral --> Please add in a Not Receiving Referring Reason
    3. No Online Referral --> Provider does not want to be displayed online, but would still like receive agency referrals 

• Searchable (Yes/No- determines if families can find them on the MyCareConnect Website)
• Team and Primary Group
• Food Program Sponsor
• Level of Education

2. Physical Address

Fill in the provider’s physical location:

• Address
• Apt #, Floor #, etc. (if applicable)
• City
• State
• Zip Code
• County

3. Mailing Address

Check the box if the Mailing Address is the same as the home address. If not, fill in the mailing details:

• Mailing Address
• Mailing Apt #, Floor #, etc. (if applicable)
• Mailing City
• Mailing State
• Mailing Zip Code
• Mailing County

4. Contact Information

Add the provider's contact details:

• Contact First Name
• Contact Last Name
• Email
• Work Phone (with Extension, if any)
• Cell Phone
• Text Reminder (Enable if they want text alerts)
• Preferred Communication Language

5. Internal Office Use Fields

These are for administrative tracking:

• Tags (for grouping or notes)
• Comments (notes for internal staff)
• Use CareConnect (Check if they’re using CareConnect)
• Subsidy Status

6. License Information

Complete the licensing section using official documentation:

• License Notes - (any staff notes about license that you would like to add)

• Facility Name

• Facility Number (numeric only)

  • Quick Tip: Add in the Facility Number and a URL at the bottom will display. Scroll Down and Click on the URL for the CDSS website link to display to help you fill out the information below. 

• Facility Type (e.g., Small FCCH, Large FCCH, Center)
• Licensee Type (e.g., Individual, Corporation)
• Facility Status (e.g., Active, Pending)
• License Issued Date
• License Effective Date
• License Expiration Date
• Facility Capacity (numeric only)
• License Minimum Age (Months, numeric only)
• License Maximum Age (Months, numeric only)
• License Comments

Once all fields are filled out, save the record. Double-check for typos or missing info, especially in email and licensing details.

Click on Save

You will be able to see your New Provider added to the default list under the Provider Tab. 

Need help? Contact your admin or email us at support@mcttechnology.com