CareControl offers a seamless experience to create and request documents to the Providers electronically as part of your determination process of whether a Provider is qualified to provide subsidized child care.

A. Accessing a Provider’s Documents

Within each Provider record, you will gain access to the “Documents” Tab to manage all the documents specifically for the Provider. There are 4 sub-tabs available:

• Draft: This is where you can view all created documents that have not been sent out, where all the documents in this sub-tab will be in Drafted status.

• Received: This is where you can view all received documents the Provider has submitted back to you electronically, where all the documents in this sub-tab will be in Received status.

• Pending: This is where you can view all pending documents that have been sent out and not yet received back from the Provider, where all these documents in this sub-tab will be in Pending status.

• All: This is where you can view all documents for the Provider irrespective of status.

In each of the 4 sub-tabs, you will have access to different operational buttons for the specific documents listed in each of the sub-tabs:

• New Document: This button is available in all 4 document sub-tabs, and is a drop-down menu for 3 other options: File, File and Doc Request for your document creations and requests to the Provider.

• Send Reminder: This button is available in only 2 sub-tabs (All and Pending), and is used to quickly send a new notification reminder to the Provider of their pending documents.

• Download: This button is also available in all 4 sub-tabs, and is used to download the selected documents.

• Send: This button is available only in 1 sub-tab (Draft), and is used to send the documents to the Provider electronically.

In addition to the buttons in each of the sub-tabs, you also have access to a filter section that is expandable and collapsible to the left. This filter section is to filter the document list, such as by the Document Owner or whether it is a Provider or a Family document.

B. Creating Documents to the Provider

CareControl brings a convenient way for you to send out notices or required documents directly to the Provider electronically without the hassle of printing or mailing them.

To get started, Providers must have a CareConnect account that will bring them online access to their documents, attendance sheets, payment details and more. Providers can access CareConnect either via the web or using a mobile application available on iOS or Android.

1. Creating new Documents to Provider

When ready to create documents to the Provider, start from the draft sub-tab and:

1. Click New Document > Form to start creating documents for the current Provider record.

   1. If the forms you wish to send to the Provider are not available in the Form Selection List, that means the Form is not yet configured into CareControl for your Program. You may:

      1. Use the option New Document > File to browse your computer to select a file of the form you wish to send that is not yet available in CareControl.

      2. Reach out to your team or the CareControl Team for assistance with configuring the form into CareControl for future uses.

2. This will open a new Select Form window for your selection of all available forms in CareControl to send to the Provider.

   1. Tags: This is for your quick selection of all the documents needed for a specific process.

      1. You may use the Tags to set up all documents needed based on your specific process such as all required documents for a Licensed Home Family Child Care, a Licensed Center, Exempt Relative, Exempt Non-Relative, etc.

   2. Due Date: This is to specify the date when Provider has to submit the document back to you.

      1. There are 2 Document Types in CareControl:

         1. Need to Collect: These are the required forms Providers need to submit back to you. This Document Type will have the Due Date selected attached to it.

         2. Send Only: These are the informational forms sent to Providers that do not need a submission back to you which will not have a Due Date attached after the form is created.

   3. Select Form: This will list all available forms for your selection to create and send to the Provider.

   4. Selected: This will list all selected forms from the left side that you’ll be creating and sending to the Provider.

3. Click Save to finish the forms selection.

4. CareControl will redirect you into the Draft sub-tab to view all drafted documents.

2. Sending Documents to Provider electronically

1. Once you have selected the documents from New Document, they will be in Drafted status under the Draft sub-tab for your review prior to sending them out to the Provider.

   1. If at this time, you wish to create more documents, simply click New Document to repeat the process of selecting the forms.

2. Each drafted documents will be listed under the Document List with a Document ID assigned automatically along with the details like the Document Owner, Document Type and Due Date.

3. Click on the hyperlinked Document Name to open the expanded slide out window from the right side to view the content of that specific Document.

   1. You may update and add to the content of the document as needed, once done click:

      1. Save to save the changes and proceed to previewing other drafted documents.

      2. Save & Send to save the changes and send the currently viewed document to the Provider.

   2. If the document was drafted by accident, you may click to Cancel the document within this document preview window.

      1. This will change the document status under Voided.

4. Once ready to send all drafted documents electronically to the Provider, simply click to select the documents and click Send.

5. Upon clicking Send, CareControl will display a Send Document window to confirm the number of selected documents to be sent along with 2 options that are available to be checked to:

   1. Add a Case Note for the documents sent.

   2. Send a Notification Message to the Provider via an email or text for the documents sent.
      ❗️TIP 1: Both options by default will be unchecked for your determination to send as needed. If you do not wish to add a case note or send a notification at the time of sending the documents, you may do so later in the respective “Notes and Tasks” Tab or “Messages” Tab after sending the documents to the Provider.

      ❗️TIP 2: Both options allow for a free entry to capture the content as needed, or you can utilize different Templates that can be preconfigured for your Program. Reach out to your team or the CareControl Team for assistance with configuring these templates into CareControl for future uses.

6. Selecting Send will finalize the sending action to send all documents to the current Provider electronically.

7. The Draft sub-tab will be updated to remove the sent documents.

   1. Any documents that are required for the Provider to complete and submit back to you will be placed under Pending status.

      1. You may view the list of all Pending documents in the Pending sub-tab.

   2. Any documents that are sent only and not required for Providers to submit back to you will be placed under Sent status.

      1. You may view a list of all sent documents under the All sub-tab.

3. Printing Documents to Provider 

If a Provider does not have a CareConnect account, you also have the option to print and mail the documents to the Provider.

1. Once you have drafted the documents and finished reviewing them to add content to the documents as needed, prior to sending them out, select the documents needed to print for the Provider and click New Documents > Doc Request.

   

2. This will generate a Provider Document Request (Cover Letter) that includes the pending document and due date to notify the Provider of the documents needing submission.

   1. The new Doc Request document will also be created under Drafted status.

3. Once ready to send all drafted documents, simply click to select the documents and click Send.

   1. This is similar to Section B Item 2 Steps 4-7.

4. Once documents are sent, navigate to the All sub-tab to locate the documents to be printed and mailed to the Provider.

   1. Select the needed documents and click Download to save them to your local computer and print them to mail to the Provider.

Once all documents are created and sent to the Providers electronically, Providers will immediately receive them in CareConnect which can be accessed via the web or using the mobile application. They will have access to receive, view and complete them electronically within their CareConnect account.

Once the Provider completes and submits the document back to you, you will immediately receive them in CareControl for processing and accepting.