IDHS Child Care IDHS Child Care Telephone Billing SystemTelephone Billing System

A NA New Way To Payew Way To Pay

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 CCR&R Child Care Certificate to the local CCR&R at the end of each monthat the end of each month

• The Telephone Billing System will help The Telephone Billing System will help providers get their payments quicker providers get their payments quicker

How it WorksHow it Works

• If providers call the Billing System If providers call the Billing System instead of mailing a Certificate to instead of mailing a Certificate to the CCR&R:the 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• The provider gets immediate confirmation The provider gets immediate confirmation

that their payment has been enteredthat their payment has been entered

How it StartsHow it Starts

• All current licensed home and All current licensed home and license-exempt home providers license-exempt home providers of approved cases will be mailed of approved cases will be mailed a notice for the new Telephone a notice for the new Telephone Billing System and a Child Care Billing System and a Child Care Telephone Billing Agreement Telephone Billing Agreement form on a phased-in scheduleform on a phased-in schedule

• The provider will mail the The provider will mail the completed agreement to their completed agreement to their local CCR&Rlocal CCR&R

Newly Approved ProvidersNewly Approved Providers

• At the time new providers are At the time new providers are approved, CCR&R staff must mail approved, CCR&R staff must mail them a notice for the new them a notice for the new Telephone Billing System and a Telephone Billing System and a Child Care Telephone Billing Child Care Telephone Billing Agreement form Agreement form

Processing the Agreement Processing the Agreement FormForm

• After the CCR&R receives a After the CCR&R receives a completed and signed Telephone completed and signed Telephone Billing Agreement form from the Billing Agreement form from the provider, staff must enter a “Y” for provider, staff must enter a “Y” for IVR Agreement on the Provider F12 IVR Agreement on the Provider F12 screen on the Child Care Tracking screen on the Child Care Tracking System (CCTS)System (CCTS)

Start Up PackageStart Up Package

• The CCR&R will mail a Telephone The CCR&R will mail a Telephone Billing System start-up package to Billing System start-up package to all providers that return a all providers that return a completed Child Care Telephone completed Child Care Telephone Billing Agreement form Billing Agreement form

Learning the SystemLearning the System

• The package includes The package includes instructions on how to use the instructions on how to use the system and practice system and practice certificates for the provider to certificates for the provider to enter on the systementer on the system

• The provider must call the The provider must call the number listed on the number listed on the instructions and enter the instructions and enter the practice certificatespractice certificates

Provider PasswordsProvider Passwords

• The provider must complete the The provider must complete the practice certificates successfully in practice certificates successfully in order to bill over the phoneorder to bill over the phone

• The system will mail the provider The system will mail the provider an “Important Child Care Password an “Important Child Care Password Information” notice after the Information” notice after the practice certificates have been practice certificates have been enteredentered

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 System toll-f ree num ber

1 -8 0 0 -7 8 7 -9 3 1 6 . TTY callers m ay dial 1-800-787-9318 .

The passw ord l is ted above is (system 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 requested 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 toll-f ree num ber 1-800-787-9316 . TTY callers may dial 1-800-787-9318 .

The toll- f ree number is available 24 hours a day, 7 days a w eek. All cert if icate informat ion enteredon the toll- f ree number is updated once each day at 4 :00 A M to our system for payment processing.Please w ait at least 2 w ork ing days af ter you enter your cer t if icate before call ing the Paym ent Inquirytoll- f ree number 1-800 -804-3833 to check the sta tus of your paym ents. TTY callers may dial 1-877-434-1082 .

Rem ember, if 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 if icate before you call thetoll- f ree number to enter the cert if icate. Also, you cannot enter your paym ent informat ion for aserv ice mon th un t il 6 :00 A M on the f irs t day of the next mon th. You must keep the s ignedcert if 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 if icate on f i le at your home for f ive years.

Provider’s Password

Confirming the Password Confirming the Password LetterLetter

• CCR&R staff may confirm that a CCR&R staff may confirm that a Password letter has been sent to a Password letter has been sent to a provider on the Provider Forms List provider on the Provider Forms List screen which is accessed through screen which is accessed through the F12 screen of the Child Care the F12 screen of the Child Care Tracking SystemTracking System

What is NeededWhat is Needed

• Providers will need the following Providers will need the following items before calling in their billing items before calling in their billing information:information:– Their SSN or FEINTheir SSN or FEIN– Their passwordTheir password– Their Child Care certificate, completed Their Child Care certificate, completed

and signed by both the provider and and signed by both the provider and the parentthe parent

Calling the Billing SystemCalling the Billing System

• To submit billing information, To submit billing information, the provider must dial 1-800-the provider must dial 1-800-787-9316787-9316

• TTY callers may dial 1-800-787-TTY callers may dial 1-800-787-9318 to access the system9318 to access the system

• The Billing System is available The Billing System is available 24 hours a day, 7 days a week24 hours a day, 7 days a week

Entering InformationEntering Information

• The provider may enter information The provider may enter information either with the phone key pad or by either with the phone key pad or by voicevoice– Once a reply using the phone key pad Once a reply using the phone key pad

is made, all information must be is made, all information must be completed using the key pad completed using the key pad

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

Verifying the SSNVerifying the SSN

• The Billing System will ask the The Billing System will ask the provider for their Social Security provider for their Social Security Number (SSN). They must enter Number (SSN). They must enter either their:either their:– Social Security Number (SSN) orSocial Security Number (SSN) or– Federal Employers Identification Federal Employers Identification

Number (FEIN)Number (FEIN)

• This must be the same number This must be the same number used on the Child Care Application used on the Child Care Application and W-9 Formand W-9 Form

Verifying the SSNVerifying the SSN

• The system will confirm that The system will confirm that the SSN is on the Child Care the SSN is on the Child Care Tracking System (CCTS) Tracking System (CCTS)

• If the number is not correct, If the number is not correct, or is not listed on the CCTS, or is not listed on the CCTS, the provider must contact the the provider must contact the CCR&RCCR&R

Enter the PasswordEnter the Password

• The system will also ask for the The system will also ask for the 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 the providerthe provider

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

Provider’s Password

Lost/Forgotten Lost/Forgotten PasswordsPasswords

• If the provider has lost or forgotten their If the provider has lost or forgotten their password, or would like to change it for password, or would like to change it for any reason, they must call the any reason, they must call the Telephone Billing SystemTelephone Billing System

• The provider will receive a new The provider will receive a new password letter in the mail with their password letter in the mail with their password informationpassword information

Address VerificationAddress Verification

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

• If the address needs to be If the address needs to be changed, the provider cannot changed, the provider cannot use the Telephone Billing use the Telephone Billing SystemSystem

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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

When to BillWhen to Bill

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

• Information cannot be entered for Information cannot be entered for a service month before the end of a service month before the end of that monththat month

When to BillWhen to Bill

• The earliest a provider can bill is The earliest a provider can bill is 6:00 AM the first day of the 6:00 AM the first day of the following monthfollowing month

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

The First CaseThe First Case

• After a service month has After a service month has been selected, the system been selected, the system will state the first case namewill state the first case name

• The system will ask for The system will ask for attendance information for attendance information for each child approved from the each child approved from the first familyfirst family

Eligible DaysEligible Days

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

• Licensed exempt providers will not be Licensed exempt providers will not be asked about eligible days. They will only asked about eligible days. They will only need to enter the number of need to enter the number of attendedattended daysdays

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

• Providers must complete and mail the Providers must complete and mail the paper certificate to the CCR&R, noting paper certificate to the CCR&R, noting the change in eligible days and the the change in eligible days and the reasonreason– 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

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 the system

• For example, if the child stopped For example, if the child stopped attending the provider’s before the end attending the provider’s before the end of the month, they may reduce the of the month, they may reduce the number of eligible daysnumber of eligible days

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

Last Month of Care?Last Month of Care?

• After information has been entered for After information has been entered for the last child approved on this case, the the last child approved on this case, the system will ask if the provider is still system will ask if the provider is still providing care for the familyproviding care for the family

• If they are not, the provider must enter If they are not, the provider must enter the last day care was providedthe last day care was provided

Last Month of CareLast Month of Care

• All payments that are indicated as All payments that are indicated as the provider’s last month of service the provider’s last month of service will go onto an Incomplete Payment will go onto an Incomplete Payment list screen on the CCTSlist screen on the CCTS

Incomplete Payment List Incomplete Payment List ScreenScreen

• CCR&R staff will be required to CCR&R staff will be required to review payments on the review payments on the Incomplete Payment List screen Incomplete Payment List screen dailydaily

Incomplete Payment List Incomplete Payment List ScreenScreen

• Other types of payments that will appear Other types of payments that will appear on the Incomplete Payment screen include:on the Incomplete Payment screen include:

– OVRPYMT = The provider has an overpayment OVRPYMT = The provider has an overpayment balancebalance

– NOTCERT = The provider is no longer certified NOTCERT = The provider is no longer certified on SAMSon SAMS

– IVROUTST = The provider entered a “Y” for still IVROUTST = The provider entered a “Y” for still providing care for the family but the provider’s providing care for the family but the provider’s address is not in Illinois, Indiana, Wisconsin, address is not in Illinois, Indiana, Wisconsin, Iowa, Missouri or KentuckyIowa, Missouri or Kentucky

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

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

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

The Child Care CertificateThe Child Care Certificate

• If billing is completed by phone, the If billing is completed by phone, the provider SHOULD NOT mail the certificate provider SHOULD NOT mail the certificate to the CCR&Rto the CCR&R

• Both the provider and the parent must Both the provider and the parent must sign the certificate and all information on sign the certificate and all information on the certificate must be completethe certificate must be complete

• The provider MUST keep the certificate The provider MUST keep the certificate for five (5) yearsfor five (5) years

How the Payment is MadeHow the Payment is Made

• When payments are entered for a case When payments are entered for a case using the Telephone Billing System, the using the Telephone Billing System, the payment goes directly to the CCTS and payment goes directly to the CCTS and IDHS Vouchering UnitIDHS Vouchering Unit

• Information is then sent to the State Information is then sent to the State Comptroller’s office where the warrant is Comptroller’s office where the warrant is printed and mailedprinted and mailed

Child Care Tracking Child Care Tracking SystemSystem

• The F2 and F3 screens of the Child Care The F2 and F3 screens of the Child Care Tracking System will indicate that the Tracking System will indicate that the payment was entered via the Telephone payment was entered via the Telephone Billing SystemBilling System

• A detail screen of the payment will still A detail screen of the payment will still be available for CCR&R staff to viewbe available for CCR&R staff to view

Incomplete EntryIncomplete Entry

• If a provider does not fully complete the If a provider does not fully complete the entry of a certificate, the information entry of a certificate, the information that was entered will be used to make that was entered will be used to make the paymentthe payment

• In order to receive additional payment In order to receive additional payment for that case and service month, the for that case and service month, the provider must submit a Supplemental provider must submit a Supplemental BillingBilling

Tracking PaymentsTracking Payments

• Providers may track Providers may track the status of the status of payments through the payments through the IDHS Payment Inquiry IDHS Payment Inquiry Line by calling 1-800-Line by calling 1-800-804-3833804-3833

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

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

• Providers should wait two working Providers should wait two working days after entering billing days after entering billing information before checking the information before checking the Inquiry Line for that paymentInquiry Line for that payment

Tracking PaymentsTracking Payments

• The Payment Inquiry Line tells The Payment Inquiry Line tells 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 has mailed the Comptroller’s office has mailed the checkcheck

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 Jones