Can I delete a Provider record that was added by mistake?
No, the only option that you have is to void the Provider. Within the Provider record, locate the Action button at the top right, and select the appropriate option in order to successfully void a Provider.
I accidentally voided a Provider, is there a way to restore the provider?
Yes, you will be able to restore the Provider. Voided Providers are not deleted from CareControl and if you would like to restore the Provider, you will need to:
1. Access the Provider record and locate the Action button at the top right.
2. Select the option to Restore Provider.
*Reminder: In order to see voided providers in search results, you will need to enable the "Include Voided" checkbox
Is there a way to communicate directly with the provider?
Yes, under the “Messages” Tab in the Provider record, you will be able to send an email directly to the Provider. This is a one-way notification to alert the Provider of any news or changes to their record.
I see the “Reviews” Tab; however, when I go into the Tab, there isn’t an option to create the Provider review. How do I get the Provider review to populate?
To run the Provider review, you will need to utilize the Review button located on the top right at all times next to the New and Action dropdown menus. You can also find a similar button on the bottom left of the Provider Info tab. Once ran, you will be re-directed to the “Reviews” Tab to complete the entire Provider review process.
I have 2 Provider records opened, why does one have more/different Tabs than the other?
The Provider’s Tabs that are shown are dependent on the Provider Type, whether the provider is exempt or licensed.
If the Provider Type is licensed you will see the “License”, “Registration Fee”, and “Holidays” Tabs, along with a Details tab divided into Provider Info and Contacts subtabs. If the Provider Type is exempt, these Tabs will not be visible, but the “Trust Line” Tab will appear instead, with just a Provider Info tab replacing Details.
How do I change which Provider Specialist is assigned to a Provider?
You will be able to change the Provider Specialist that is assigned to a Provider by:
1. Access the Provider record and locate the Action button at the top right.
2. Select the option to Change Provider Owner, and select from a drop-down a new Provider Specialist.
How can I view the list of my Agency’s standard holidays?
You can only view it if you have access to the Admin Module.
Within the Admin Module, navigate to the System Setting section to search for the Holiday Rule under the General folder.
Under the Holiday Rule config item, you will see:
1. A HolidayRule Tab to list all of the recognized holidays repeated each fiscal year
2. A Holiday Tab to show a list of the actual holidays for a selected fiscal year.
What do the different Provider statuses mean?
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Active: The provider is providing/eligible to provide child care.
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Denied: The provider requested to provide care, but was not eligible.
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Requested: The user is awaiting documentation to approve the provider for child care.
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Terminated: The provider is no longer eligible to provide child care.
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There are also two special Hold statuses you can place a provider under.
How do I add 24/7 operational hours for a Provider?
Within the Provider’s "Operational Hours" Tab is where you can capture the provider’s open hours. A 24/7 schedule format in CareControl will be 12:00 AM - 11:59 PM time format.
How do I know if the current Provider has any active Care Schedules?
Enter the Provider’s "Care Schedules" Tab to view all of the cares approved with the Provider.
How do I create a task to send to all the Case Managers for the Families my Provider has active care for?
From the Care Schedules tab of the Provider record, you will find a "Send Tasks to FSS" button, which will allow you to assign a new task to all case managers who have at least one family receiving care from this provider.
Doing so will display the same task creation interface as anywhere else in the system, except that the Assign To box will automatically be populated as "Case Owner."
How do I make sure that absences in my provider's payment records are paid out properly?
Within the Provider Info tab, there will be a field labeled as "Paid Absences." This data controls what absence types should be marked as "Provider Paid" by default on the payment side. Both available options will automatically be selected for newly added providers, meaning applicable days that the child and/or provider are not present will be counted, but please feel free to modify this if needed.
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