CareControl focuses on digital information exchange including requesting or sending documents electronically between you and your Providers.

To get started, Providers must have a CareConnect account, which is their gateway to all digital

CareControl focuses on digital information exchange including requesting or sending documents electronically between you and your Providers.

To get started, Providers must have a CareConnect account which is their gateway to all digital information available from the Agency and more. CareConnect is available on the web or on a mobile application (iOS or Android).

Using CareConnect, Providers can track attendance, receive and submit documents online, and submit their timesheets digitally, making the submission process that much smoother and easier for the providers, families, and for your Agency.

A. Creating a Provider Account to CareConnect

There are 2 ways to create a CareConnect account for all Providers:

1. Automatically by CareControl via a nightly job
2. Manually by you

Nightly Job

To get started with a CareConnect account, there must be an email address for the Provider. If there is not one, you may request it from the Provider and enter it into the “Provider Info” Tab.

For any new Providers with an email address, or existing Providers that have an update to their email address, a nightly job in CareControl will use that captured email address to automatically complete the 3 actions below for a new CareConnect account creation.

1. Create a CareConnect account for the Provider with the credentials as: 
   1. Username is their email address captured from the “Provider Info” Tab.
   2. Password is the default password, which is the combination of the first 4 characters of the email followed by last 4 digits of the SSN or EIN. For example:
      1. Provider’s email is Jan_Childcare@gmail.com and the EIN is 95-5687200:
         1. Username will be Jan_Childcare@gmail.com
         2. Default password will be Jan_7200
         3. If there is no SSN or EIN entered, the default password will be 123456
2. Link the newly created CareConnect account for the Provider to your Agency and assign the necessary permissions to access CareConnect.
3. Send a welcome email to the Provider sharing with them their account credentials along with online guides to CareConnect.

❗️TIP: It is highly recommended to allow the nightly job from CareControl to create a CareConnect account for all Providers.

Manual Creation

If you wish to create a CareConnect account for the Provider without waiting for the nightly job, you may also create an account manually from the step 1 above by:

1. After accessing a Provider record, access the “CareConnect” Tab.

2. You will be immediately shown the Agency Info tab, which displays information that will be used in the creation of the account, including:

   1. Provider ID: This is the Provider ID on CareControl.

   2. Provider Name: This is the Provider’s Name captured in the “Provider Info” Tab.

   3. Email: This is the Provider’s Email address captured in the “Provider Info” Tab, which is used as the username.

   4. Phone: This is the Provider’s Phone captured in the “Provider Info” Tab.

   5. Address: This is the Provider’s Address captured in the “Provider Info” Tab.

   6. Status: This is the Provider’s current status on CareControl.

3. Navigate to the Care Connect Info tab after checking this information. Click Create CareConnect Account.

   
4. Click Link Provider Account to create a CareConnect account for the Provider using the available information from CareControl.
   1. If a CareConnect account already exists, a window will pop-up asking if you’d like to create a linkage with the pre-existing account.
5. After linkage is complete, the Site Name, CareConnect ID and Tax ID fields will populate upon the successful CareConnect account creation.
   
   1. Provider’s credentials to access to CareConnect will be with the email address and a default password. The default password which is the combination of the first 4 characters of the email followed by last 4 digits of the SSN or EIN. For example:
      1. Provider’s email is Jan_Childcare@gmail.com and the EIN is 95-5687200:
         1. Username will be Jan_Childcare@gmail.com
         2. Default password will be Jan_7200
   2. If there is no SSN or EIN entered, the password will default to 123456.
6. Once completed, the Provider will have an CareConnect account credential but may not login to CareConnect yet as there is not any permissions set for their account to access CareConnect.
   1. This is the step 2 from the nightly job above.
   2. If you wish to allow Provider to access CareConnect using the newly created account, please contact the CareControl Team for assistance.
   3. At night, CareControl job will automatically send a welcome email to the Provider sharing them their account credentials together with online guides to CareConnect.
      1. This is the step 3 from the nightly job above.

B. Unlinking the Provider Account to CareConnect

In cases where the Provider no longer needs access to CareConnect or if they have updated their email address and want this new email address to be their CareConnect login, you will need to unlink the provider from their original email address listed:

1. After accessing a Provider record, locate the Action button at the top right corner and select Unlink Provider Account.
   1. Select Yes in the confirmation message to unlink the Provider's account to CareConnect.
2. Alternately, if you wish to see what is the Provider’s current CareConnect information prior to unlinking their account, access the “CareConnect” Tab in the CareConnect Info subtab to view the information.
   1. From there, select Unlink Provider Account.
      1. Select Yes in the confirmation message to unlink the Provider’s account to CareConnect.
         
3. Once unlinked, the Provider’s CareConnect account will remain but they will no longer see any subsidy information relating to your Agency.
4. In the case where the Provider is requesting for a new CareConnect account with a new email address, you may then:
   1. Access the “Provider Info” Tab and edit the provider email address to the new email address.
   2. Once saved, a nightly job in CareControl will use the captured email address to automatically complete the 3 actions below for a new CareConnect account creation as in Section A above.

Once the Provider’s CareConnect account is created and linked to your Agency, you may start to send documents directly to the Provider’s CareConnect account.

C. Document, Explanation of Payment, and Subsidy Students

Subtabs, located on the left of this page, allow you to see what the provider’s view would look like within CareConnect.

1. From Document, you can make sure that all of the documents sent are in their correct categories.

2. From Explanation of Payment, you can view what the provider would see when they open their payment records.

3. From Subsidy Students, you can verify the list of children with approved care for this provider.