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

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Presentation on theme: "IDHS Child Care Telephone Billing System A Faster Way to get Paid."— Presentation transcript:

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

2 Whats it all about: The IDHS Child Care Telephone Billing System is an alternative to mailing the Child Care Certificate to the local Child Care Resource and Referral (CCR&R) Agency at the end of each monthThe IDHS Child Care Telephone Billing System is an alternative to mailing the Child Care Certificate to the local Child Care Resource and Referral (CCR&R) Agency at the end of each month The Telephone Billing System will help you get your payments quickerThe Telephone Billing System will help you get your payments quicker

3 How it Works How it Works If you call the Billing System instead of mailing a Certificate to your local CCR&R:If you call the Billing System instead of mailing a Certificate to your local CCR&R: –The information gets into the States payment system faster No mail delays in getting information to the CCR&RNo mail delays in getting information to the CCR&R The payment information may be entered 7 days a week, 24 hours a dayThe payment information may be entered 7 days a week, 24 hours a day You get immediate confirmation that your payment has been enteredYou get immediate confirmation that your payment has been entered

4 How to get started All licensed homes and license-exempt home providers of approved cases will be mailed a Child Care Telephone Billing Agreement form Mail the completed form to your local CCR&R

5 Learning the System You will be mailed instructions on how to use the system and practice certificates to enterYou will be mailed instructions on how to use the system and practice certificates to enter Call the number listed on the instructions and enter the practice certificatesCall the number listed on the instructions and enter the practice certificates After you have completed the practice certificates successfully, you will be able to bill for child care over the phone!After you have completed the practice certificates successfully, you will be able to bill for child care over the phone!

6 Your Password After IDHS has confirmed that you have successfully completed the practice certificates, you will be mailed a letter that includes your payment passwordAfter IDHS has confirmed that you have successfully completed the practice certificates, you will be mailed a letter that includes your payment password Keep this number for your recordsKeep this number for your records Do not share or give your password to anyoneDo not share or give your password to anyone

7 Your Password

8 What You Need You will need the following items before you call in your billing information:You will need the following items before you call in your billing information: –Your SSN or FEIN –Your password –The Child Care Certificate with all information completed including signed by both you and the parent

9 Call the Billing System To submit your billing information, dial TTY callers may dial to access the system The Billing System is available 24 hours a day, 7 days a week

10 Entering Information You may enter information either with the phone key pad or by speaking the informationYou may enter information either with the phone key pad or by speaking the information –If you reply using the phone key pad, you must complete the entire process in the same way.

11 Speaking to the System The system can be accessed in either English or Spanish Speak slowly and clearly Call from a quiet room

12 Speaking to the System Use the phone handset instead of a speaker phone or hands-free headsetUse the phone handset instead of a speaker phone or hands-free headset Use a land line phone instead ofUse a land line phone instead of a cell phone a cell phone If you must use a cell phone, call from a stationary position with a strong signalIf you must use a cell phone, call from a stationary position with a strong signal

13 Speaking to the System Speak only the requested informationSpeak only the requested information –If asked to say account information, dont say I want account information, say account information. If you are having problems, are calling from a noisy location or dont have a good connection, use the touch-tone keys on the phoneIf you are having problems, are calling from a noisy location or dont have a good connection, use the touch-tone keys on the phone

14 Verifying Your SSN The Billing System will ask for your Social Security Number (SSN). Enter either your: –Social Security Number (SSN) or your –Federal Employers Identification Number (FEIN) Be sure to use the same number you used on the Child Care Application and W-9 Form

15 Verifying Your SSN The system will confirm your SSN is on the States computer systemThe system will confirm your SSN is on the States computer system If the number is not correct, or is not listed on the computer, you must contact the CCR&RIf the number is not correct, or is not listed on the computer, you must contact the CCR&R

16 Enter Your Password The system will also ask for your password. This is the number that is located on the letter IDHS sent youThe system will also ask for your password. This is the number that is located on the letter IDHS sent you Your Password

17 Lost/Forgotten Passwords If you have lost or forgotten your password, or would like to change it for any reason, you must call the Telephone Billing SystemIf you have lost or forgotten your password, or would like to change it for any reason, you must call the Telephone Billing System You will receive a new password letter in the mail with your password informationYou will receive a new password letter in the mail with your password information

18 Address Verification If the address on the certificate is not correct, you must change it on the certificate, complete the billing information (including signatures) and mail it to the CCR&R. If the address needs to be changed, you cannot use the Telephone Billing System 1420

19 Address Verification The Child Care payment will be sent to the address listed on the certificateThe Child Care payment will be sent to the address listed on the certificate

20 When to Bill The system will ask if you would like to enter a certificate for any of the past four months that have been approved but not yet billed forThe system will ask if you would like to enter a certificate for any of the past four months that have been approved but not yet billed for You cannot enter information for a service month before the end of that monthYou cannot enter information for a service month before the end of that month

21 When to Bill The earliest you can bill is 6:00 AM the first day of the following monthThe earliest you can bill is 6:00 AM the first day of the following month –You cannot enter billing for March until 6:00 AM April 1 or later

22 Peak Hours The systems phone lines may be busy during peak hours, between 8:00 AM and 5:00 PMThe systems phone lines may be busy during peak hours, between 8:00 AM and 5:00 PM To avoid a busy signal, call after 5:00, early in the morning or on the weekendTo avoid a busy signal, call after 5:00, early in the morning or on the weekend

23 The First Case After you have selected a month, the system will state the first case name The system will ask you for attendance information for each child you are approved for from the first family

24 Eligible Days If you are a licensed provider, you will be asked to confirm the total number of full time and part time days the child was eligible for care during the month of serviceIf you are a licensed provider, you will be asked to confirm the total number of full time and part time days the child was eligible for care during the month of service The number of approved eligible days are listed on the Child Care Certificate that was mailed to you for the monthThe number of approved eligible days are listed on the Child Care Certificate that was mailed to you for the month

25 License Exempt Providers License exempt providers will not be asked about eligible daysLicense exempt providers will not be asked about eligible days License exempt providers will only need to enter the number of days a child received careLicense exempt providers will only need to enter the number of days a child received care

26 Adding Eligible Days For Licensed Providers If the child attended more days than the number of eligible days, the telephone system cannot be usedIf the child attended more days than the number of eligible days, the telephone system cannot be used You must complete and mail the paper certificate, noting the change in eligible days and the reasonYou must complete and mail the paper certificate, noting the change in eligible days and the reason –For example, increasing the eligible full time days by 1 due to a school holiday

27 Reducing Eligible Days For Licensed Providers If the child was eligible for fewer days than approved, licensed providers may enter the new number of eligible days in the system at this time –For example, if the child stopped attending your program before the end of the month, you may reduce the number of eligible days

28 Attended Days The system will ask both licensed and license-exempt providers for the number of full time and part time days the child attendedThe system will ask both licensed and license-exempt providers for the number of full time and part time days the child attended This will be repeated for each child approved in this familyThis will be repeated for each child approved in this family

29 Last Month of Care? After you have entered information on the last child approved for this case, the system will ask if you are still providing care for the familyAfter you have entered information on the last child approved for this case, the system will ask if you are still providing care for the family If you are not, you must enter the last day care was providedIf you are not, you must enter the last day care was provided

30 Information Review The system will then review the information that was enteredThe system will then review the information that was entered –The month of service and the number of full time and part time days entered will be confirmed

31 Additional Families If there are additional families approved whose billing information has not yet been entered, the system will ask about the next familyIf there are additional families approved whose billing information has not yet been entered, the system will ask about the next family If not, the billing process is complete for this monthIf not, the billing process is complete for this month

32 Additional Months If the provider is approved for earlier months that have not been entered yet, the billing process will start again for each of those monthsIf the provider is approved for earlier months that have not been entered yet, the billing process will start again for each of those months After all months are completed, or if the provider chooses to skip those months and enter them at a different time, the call will endAfter all months are completed, or if the provider chooses to skip those months and enter them at a different time, the call will end

33 The Child Care Certificate If you complete the billing by phone, DO NOT mail the certificate to the CCR&RIf you complete the billing by phone, DO NOT mail the certificate to the CCR&R Both you and the parent must sign the certificate and all information on the certificate must be completeBoth you and the parent must sign the certificate and all information on the certificate must be complete You MUST keep the certificate for Five (5) yearsYou MUST keep the certificate for Five (5) years

34 Tracking Payments You may track the status of payments through the IDHS Payment Inquiry LineYou may track the status of payments through the IDHS Payment Inquiry Line Call to access the systemCall to access the system TTY callers may dial to access the systemTTY callers may dial to access the system

35 Tracking Payments The Payment Inquiry Line is updated every day at 4:00 AMThe Payment Inquiry Line is updated every day at 4:00 AM Please wait two working days after entering billing information before checking the Inquiry Line for that paymentPlease wait two working days after entering billing information before checking the Inquiry Line for that payment

36 Tracking Payments Tracking Payments The Payment Inquiry Line tells you when a payment was entered (either through the Telephone Billing System or by the CCR&R), when the payment was approved (vouchered) by IDHS, and when the Comptrollers office mails the check to youThe Payment Inquiry Line tells you when a payment was entered (either through the Telephone Billing System or by the CCR&R), when the payment was approved (vouchered) by IDHS, and when the Comptrollers office mails the check to you

37 Tracking Warrants You may also determine the status of a check (also called a Warrant) by visiting the Comptrollers website at:You may also determine the status of a check (also called a Warrant) by visiting the Comptrollers website at:

38 Cash Balance Contracts Expenditures Grants Revenues Vendor Payments Warrant Inquiry > Home Enter Vendor TIN Click Here Click on the Vendor Payment button on the far left side of the screen

39 Tracking Warrants Enter your Social Security Number and click on the OK buttonEnter your Social Security Number and click on the OK button

40 Enter Your Social Number Security Click OK Comptrollers Vendor Login Screen

41 Tracking Warrants Click on the Payments buttonClick on the Payments button

42 Click Comptrollers Vendor Summary Screen

43 Tracking Warrants Scroll to the bottom of the screen and click on the Find Warrants buttonScroll to the bottom of the screen and click on the Find Warrants button

44 Scroll Down To Bottom Click Here Comptrollers Vendor Warrants Screen

45 Tracking Warrants Information will show for all checks written to you for the current fiscal yearInformation will show for all checks written to you for the current fiscal year The warrant number, the zip code it was mailed to, the date it was issued, the amount and the status (Date Cashed or Outstanding, if not yet cashed) will be listedThe warrant number, the zip code it was mailed to, the date it was issued, the amount and the status (Date Cashed or Outstanding, if not yet cashed) will be listed

46 Check Number Zip Code Check Mailed To Date Check Was Written Check Amount Payment Status: Date Cashed or Outstanding If Not Cashed

47 Get Paid Even Faster! Have your Child Care payment deposited directly into you bank account. Your payment will get to you even sooner! Click on the Direct Deposit button on the Comptrollers Vendor Login screen or call to learn more

48 Comptrollers Vendor Login Screen Click Here

49 Thanks for learning about the IDHS Telephone Billing System. Thanks for learning about the IDHS Telephone Billing System. We appreciate your continued partnership and for sharing our mutual interest in providing quality child care services Slide show developed by Michael Garner-Jones


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