IDHS Child Care Telephone Billing System A Faster Way to get Paid.

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IDHS Child Care IDHS Child Care Telephone Billing Telephone Billing System System A A Faster Faster Way to get Paid Way to get Paid

Transcript of IDHS Child Care Telephone Billing System A Faster Way to get Paid.

Page 1: IDHS Child Care Telephone Billing System A Faster Way to get Paid.

IDHS Child Care IDHS Child Care Telephone Billing SystemTelephone Billing System

A A FasterFaster Way to get Paid Way to get Paid

Page 2: IDHS Child Care Telephone Billing System A Faster Way to get Paid.

What’s it all about:What’s it all about:

• The IDHS Child Care Telephone Billing The IDHS Child Care Telephone Billing System is an alternative to mailing the System is an alternative to mailing the Child Care Certificate to the local Child Child Care Certificate to the local Child Care Resource and Referral (CCR&R) Care Resource and Referral (CCR&R) Agency at the end of each monthAgency at the end of each month

• The Telephone Billing System will help The Telephone Billing System will help you get your payments quicker you get your payments quicker

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How it WorksHow it Works

• If you call the Billing System If you call the Billing System instead of mailing a Certificate to instead of mailing a Certificate to your local CCR&R:your local CCR&R:– The information gets into the State’s The information gets into the State’s

payment system fasterpayment system faster• No mail delays in getting information to No mail delays in getting information to

the CCR&Rthe CCR&R• The payment information may be entered The payment information may be entered

7 days a week, 24 hours a day7 days a week, 24 hours a day• You get immediate confirmation that your You get immediate confirmation that your

payment has been enteredpayment has been entered

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How to get startedHow to get started

• All licensed homes and All licensed homes and license-exempt home license-exempt home providers of approved providers of approved cases will be mailed a Child cases will be mailed a Child Care Telephone Billing Care Telephone Billing Agreement form Agreement form

• Mail the completed form to Mail the completed form to your local CCR&Ryour local CCR&R

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Learning the SystemLearning the System

• You will be mailed instructions on You will be mailed instructions on how to use the system and practice how to use the system and practice certificates to entercertificates to enter

• Call the number listed on the Call the number listed on the instructions and enter the practice instructions and enter the practice certificatescertificates

• After you have completed the After you have completed the practice certificates successfully, practice certificates successfully, you will be able to bill for child care you will be able to bill for child care over the phone!over the phone!

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Your PasswordYour Password

• After IDHS has confirmed that you have After IDHS has confirmed that you have successfully completed the practice successfully completed the practice certificates, you will be mailed a letter certificates, you will be mailed a letter that includes your payment passwordthat includes your payment password

• Keep this number for your recordsKeep this number for your records

• Do not share or give your password to Do not share or give your password to anyoneanyone

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S tate of IllinoisDepartment of Human Services

IMPORT ANT CHILD CARE PASSW ORD INFORMATION

Date o f No t ice:

Prov ider:

Your Password is :

Lis ted above is your password for the Child Care Telephone Bill ing Sys tem tol l-f ree num ber 1 -8 0 0 -7 8 7 -9 3 1 6 . TTY callers m ay dial 1-800 -787 -9 31 8 .

The passw ord l is ted above is (sys tem w ill enter one of the messages below )a new passw ord being issued to you for the f irs t t ime.a new passw ord that you reques ted through the toll- f ree number.

Please do no t share or give your password to anyone. If you forget your password or w ant tochange your password, call tol l-f ree num ber 1-8 00-7 87 -9 31 6 . TTY callers may dial 1-8 00-78 7-9 31 8 .

The toll- f ree number is available 24 hours a day , 7 days a w eek. A ll cert i f icate informat ion enteredon the toll- f ree number is updated once each day at 4 :0 0 A M to our sys tem for payment processing.Please w ait at leas t 2 w ork ing days af ter you enter your cer t if icate before call ing the Paym ent Inquirytoll- f ree number 1-8 00 -8 04 -3 83 3 to check the s ta tus of your paym ents . TTY callers may dial 1-8 77-4 34 -1082 .

Rem ember, i f you use the toll-f ree number, do not mail the cert if icate to your Child Care Resourceand Referral agency (CCR&R). Both you and the c lient must sign the cert i f icate before you call thetoll- f ree number to enter the cert if icate. A lso, you cannot enter your paym en t informat ion for aserv ice mon th un t il 6 :00 A M on the f irs t day of the nex t mon th. You must keep the s ignedcert i f icate on f i le at your home for f ive years.

IL 4 4 4 - 4 9 5 1 ( N - 2 -0 4 )

cert i f icate on f i le at your home for f ive years.

Your Password

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What You NeedWhat You Need

• You will need the following items You will need the following items before you call in your billing before you call in your billing information:information:– Your SSN or FEINYour SSN or FEIN– Your passwordYour password– The Child Care Certificate with all The Child Care Certificate with all

information completed including information completed including signed by both you and the parentsigned by both you and the parent

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Call the Billing SystemCall the Billing System

• To submit your billing information, To submit your billing information, dial 1-800-787-9316dial 1-800-787-9316

• TTY callers may dial 1-800-787-9318 TTY callers may dial 1-800-787-9318 to access the systemto access the system

• The Billing System is available 24 The Billing System is available 24 hours a day, 7 days a weekhours a day, 7 days a week

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Entering InformationEntering Information

• You may enter information either You may enter information either with the phone key pad or by with the phone key pad or by speaking the information speaking the information

– If you reply using the phone key pad, If you reply using the phone key pad, you must complete the entire process you must complete the entire process in the same way. in the same way.

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Speaking to the SystemSpeaking to the System

• The system can be The system can be accessed in either English accessed in either English or Spanishor Spanish

• Speak slowly and clearlySpeak slowly and clearly

• Call from a quiet roomCall from a quiet room

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Speaking to the SystemSpeaking to the System

• Use the phone handset instead of a Use the phone handset instead of a speaker phone or hands-free headsetspeaker phone or hands-free headset

• Use a land line phone instead of Use a land line phone instead of a cell phonea cell phone

• If you must use a cell phone, call If you must use a cell phone, call from a stationary position with a strong from a stationary position with a strong signalsignal

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Speaking to the SystemSpeaking to the System

• Speak only the requested information Speak only the requested information – If asked to say “account information”, don’t If asked to say “account information”, don’t

say “I want account information”, say say “I want account information”, say “account information”.“account information”.

• If you are having problems, are calling If you are having problems, are calling from a noisy location or don’t have a from a noisy location or don’t have a good connection, use the touch-tone good connection, use the touch-tone keys on the phonekeys on the phone

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Verifying Your SSNVerifying Your SSN

• The Billing System will ask for The Billing System will ask for your Social Security Number your Social Security Number (SSN). Enter either your:(SSN). Enter either your:– Social Security Number (SSN) or Social Security Number (SSN) or

youryour– Federal Employers Identification Federal Employers Identification

Number (FEIN)Number (FEIN)

• Be sure to use the same Be sure to use the same number you used on the Child number you used on the Child Care Application and W-9 FormCare Application and W-9 Form

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Verifying Your SSNVerifying Your SSN

• The system will confirm your The system will confirm your SSN is on the State’s SSN is on the State’s computer system computer system

• If the number is not correct, If the number is not correct, or is not listed on the or is not listed on the computer, you must contact computer, you must contact the CCR&Rthe CCR&R

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Enter Your PasswordEnter Your Password

• The system will also ask for your The system will also ask for your password. This is the number that password. This is the number that is located on the letter IDHS sent is located on the letter IDHS sent youyou

S tate of IllinoisDepartment of Human Services

IMPORT ANT CHILD CARE PASSW ORD INFORMATION

Date o f No t ice:

Prov ider:

Test Prov iderdba Child Care Center400 W Law rence AveSpring f ield IL 62762

Your Password is :

S tate of IllinoisDepartment of Human Services

Your Password

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Lost/Forgotten Lost/Forgotten PasswordsPasswords

• If you have lost or forgotten your If you have lost or forgotten your password, or would like to change it for password, or would like to change it for any reason, you must call the Telephone any reason, you must call the Telephone Billing SystemBilling System

• You will receive a new password letter in You will receive a new password letter in the mail with your password informationthe mail with your password information

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Address VerificationAddress Verification

• If the address on the If the address on the certificate is not correct, you certificate is not correct, you must change it on the must change it on the certificate, complete the certificate, complete the billing information (including billing information (including signatures) and mail it to the signatures) and mail it to the CCR&R. CCR&R.

• If the address needs to be If the address needs to be changed, you cannot use the changed, you cannot use the Telephone Billing SystemTelephone Billing System

1420

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Address VerificationAddress Verification

• The Child Care payment will be The Child Care payment will be sent to the address listed on the sent to the address listed on the certificatecertificate

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When to BillWhen to Bill

• The system will ask if you would The system will ask if you would like to enter a certificate for any of like to enter a certificate for any of the past four months that have the past four months that have been approved but not yet billed been approved but not yet billed forfor

• You cannot enter information for a You cannot enter information for a service month before the end of service month before the end of that monththat month

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When to BillWhen to Bill

• The earliest you can bill is 6:00 AM The earliest you can bill is 6:00 AM the first day of the following monththe first day of the following month

– You cannot enter billing for March You cannot enter billing for March until 6:00 AM April 1 or lateruntil 6:00 AM April 1 or later

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Peak HoursPeak Hours

• The system’s phone lines The system’s phone lines may be busy during peak may be busy during peak hours, between 8:00 AM hours, between 8:00 AM and 5:00 PMand 5:00 PM

• To avoid a busy signal, call To avoid a busy signal, call after 5:00, early in the after 5:00, early in the morning or on the morning or on the weekendweekend

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The First CaseThe First Case

• After you have selected a After you have selected a month, the system will state month, the system will state the first case namethe first case name

• The system will ask you for The system will ask you for attendance information for attendance information for each child you are approved each child you are approved for from the first familyfor from the first family

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Eligible DaysEligible Days

• If you are a licensed provider, you will If you are a licensed provider, you will be asked to confirm the total number of be asked to confirm the total number of full time and part time days the child full time and part time days the child was was eligibleeligible for care during the month of for care during the month of serviceservice

• The number of approved eligible days The number of approved eligible days are listed on the Child Care Certificate are listed on the Child Care Certificate that was mailed to you for the monththat was mailed to you for the month

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License Exempt ProvidersLicense Exempt Providers

• License exempt providers will not License exempt providers will not be asked about eligible daysbe asked about eligible days

• License exempt providers will only License exempt providers will only need to enter the number of days a need to enter the number of days a child received carechild received care

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Adding Eligible DaysAdding Eligible DaysFor Licensed ProvidersFor Licensed Providers

• If the child attended more days than the If the child attended more days than the number of eligible days, the telephone number of eligible days, the telephone system cannot be usedsystem cannot be used

• You must complete and mail the paper You must complete and mail the paper certificate, noting the change in eligible certificate, noting the change in eligible days and the reasondays and the reason– For example, increasing the eligible full time For example, increasing the eligible full time

days by 1 due to a school holidaydays by 1 due to a school holiday

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Reducing Eligible DaysReducing Eligible DaysFor Licensed ProvidersFor Licensed Providers

• If the child was eligible for fewer days If the child was eligible for fewer days than approved, licensed providers may than approved, licensed providers may enter the new number of eligible days in enter the new number of eligible days in the system at this timethe system at this time– For example, if the child stopped attending For example, if the child stopped attending

your program before the end of the month, your program before the end of the month, you may reduce the number of eligible daysyou may reduce the number of eligible days

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Attended DaysAttended Days

• The system will ask both licensed The system will ask both licensed and license-exempt providers for and license-exempt providers for the number of full time and part the number of full time and part time days the child attendedtime days the child attended

• This will be repeated for each child This will be repeated for each child approved in this familyapproved in this family

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Last Month of Care?Last Month of Care?

• After you have entered information After you have entered information on the last child approved for this on the last child approved for this case, the system will ask if you are case, the system will ask if you are still providing care for the familystill providing care for the family

• If you are not, you must enter the If you are not, you must enter the last day care was providedlast day care was provided

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Information ReviewInformation Review

• The system will then review the The system will then review the information that was enteredinformation that was entered– The month of service and the number The month of service and the number

of full time and part time days entered of full time and part time days entered will be confirmedwill be confirmed

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Additional FamiliesAdditional Families

• If there are additional families If there are additional families approved whose billing information approved whose billing information has not yet been entered, the has not yet been entered, the system will ask about the next system will ask about the next familyfamily

• If not, the billing process is If not, the billing process is complete for this monthcomplete for this month

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Additional MonthsAdditional Months

• If the provider is approved for earlier If the provider is approved for earlier months that have not been entered yet, months that have not been entered yet, the billing process will start again for the billing process will start again for each of those monthseach of those months

• After all months are completed, or if the After all months are completed, or if the provider chooses to skip those months provider chooses to skip those months and enter them at a different time, the and enter them at a different time, the call will endcall will end

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The Child Care CertificateThe Child Care Certificate

• If you complete the billing by phone, DO If you complete the billing by phone, DO NOT mail the certificate to the CCR&RNOT mail the certificate to the CCR&R

• Both you and the parent must sign the Both you and the parent must sign the certificate and all information on the certificate and all information on the certificate must be completecertificate must be complete

• You MUST keep the certificate for Five You MUST keep the certificate for Five (5) years(5) years

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Tracking PaymentsTracking Payments

• You may track the status You may track the status of payments through the of payments through the IDHS Payment Inquiry IDHS Payment Inquiry LineLine

• Call 1-800-804-3833 to Call 1-800-804-3833 to access the systemaccess the system

• TTY callers may dial 1-TTY callers may dial 1-877-434-1082 to access 877-434-1082 to access the systemthe system

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Tracking PaymentsTracking Payments

• The Payment Inquiry Line is The Payment Inquiry Line is updated every day at 4:00 AMupdated every day at 4:00 AM

• Please wait two working days after Please wait two working days after entering billing information before entering billing information before checking the Inquiry Line for that checking the Inquiry Line for that paymentpayment

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Tracking PaymentsTracking Payments

• The Payment Inquiry Line tells you The Payment Inquiry Line tells you when a payment was entered when a payment was entered (either through the Telephone (either through the Telephone Billing System or by the CCR&R), Billing System or by the CCR&R), when the payment was approved when the payment was approved (vouchered) by IDHS, and when the (vouchered) by IDHS, and when the Comptroller’s office mails the check Comptroller’s office mails the check to youto you

Page 37: IDHS Child Care Telephone Billing System A Faster Way to get Paid.

Tracking WarrantsTracking Warrants

• You may also determine the status You may also determine the status of a check (also called a Warrant) of a check (also called a Warrant) by visiting the Comptroller’s by visiting the Comptroller’s website at: website at:

www.illinoiscomptroller.comwww.illinoiscomptroller.com

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Cash Balance

Contracts

Expenditures

Grants

Revenues

Vendor Payments

Warrant Inquiry

<<Financial Queries>>

<<Office Links>>

Home

Enter Vendor TIN

Click Here

Click on the “Vendor Payment” button Click on the “Vendor Payment” button

on the far left side of the screenon the far left side of the screen

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Tracking WarrantsTracking Warrants

• Enter your Social Security Number Enter your Social Security Number and click on the “OK” buttonand click on the “OK” button

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Enter Your

Social Number

Security

Click “OK”

Comptroller’s Vendor Comptroller’s Vendor Login ScreenLogin Screen

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Tracking WarrantsTracking Warrants

• Click on the “Payments” buttonClick on the “Payments” button

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Click

Comptroller’s Vendor Comptroller’s Vendor Summary ScreenSummary Screen

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Tracking WarrantsTracking Warrants

• Scroll to the bottom of the screen Scroll to the bottom of the screen and click on the “Find Warrants” and click on the “Find Warrants” buttonbutton

Page 44: IDHS Child Care Telephone Billing System A Faster Way to get Paid.

D O E , J A N E

V e n d o r H o m e

V e n d o r W a r r a n t s

S u m m a r y

C o n t r a c t s

P a y m e n t s

S e l e c t i o n C r i t e r i a

S e l e c t a fi s c a l y e a r :

0 4

S e l e c t a n a g e n c y :

A l l

E n t e r a c o n t r a c t a g e n c y a n d

n u m b e r ( o p t i o n a l ) :

E n t e r a n i n v o i c e

n u m b e r ( o p t i o n a l ) :

S e l e c t a w a r r a n t s t a t u s :

A l l

D a t e R a n g e ( o p t i o n a l )

E n t e r a B e g i n n i n g D a t e :

E n d i n g D a t e :

S o r t C r i t e r i a

S e l e c t a s o r t fi e l d :

R e c o r d D a t e D e s c e n d i n g

A s c e n d i n g

N u m b e r o f R e c o r d s

r e t u r n e d a t a t i m e :

2 0

F i n d W a r r a n t s

U s e t h e S o r t C r i t e r i a t o c o n t r o l t h e o r d e r i n w h i c h y o u r w a r r a n t s a r e d i s p l a y e d .

Scroll

Down

To

Bottom

Click Here

Comptroller’s Vendor Comptroller’s Vendor Warrants ScreenWarrants Screen

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Tracking WarrantsTracking Warrants

• Information will show for all checks Information will show for all checks written to you for the current fiscal yearwritten to you for the current fiscal year

• The warrant number, the zip code it was The warrant number, the zip code it was mailed to, the date it was issued, the mailed to, the date it was issued, the amount and the status (Date Cashed or amount and the status (Date Cashed or Outstanding, if not yet cashed) will be Outstanding, if not yet cashed) will be listedlisted

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Check

Number

Zip Code

Check Mailed To

Date Check

Was Written

Check

Amount

Payment Status:

Date Cashed or

“Outstanding”

If Not Cashed

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Get Paid Even Faster!Get Paid Even Faster!

• Have your Child Care Have your Child Care payment deposited payment deposited directly into you bank directly into you bank account. Your payment account. Your payment will get to you even will get to you even sooner!sooner!

• Click on the “Direct Click on the “Direct Deposit” button on the Deposit” button on the Comptroller’s Vendor Comptroller’s Vendor Login screen or call 217-Login screen or call 217-557-0930 to learn more557-0930 to learn more

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Comptroller’s Vendor Comptroller’s Vendor Login ScreenLogin Screen

Click Here

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Thanks for learning about the IDHS Thanks for learning about the IDHS Telephone Billing System. Telephone Billing System.

We appreciate your continued We appreciate your continued partnership and for sharing our partnership and for sharing our

mutual interest in providing quality mutual interest in providing quality child care serviceschild care services

Slide show developed by Michael Garner-Jones