When Enhanced Rate is requested for an ongoing Child Care case with an Active Family Plan, generate the 1627a: Request for Enhanced Rate for Special Care form via Document Control, for detailed steps see Generating a Form.
Once the completed form is returned and approval is received from the EES Program Administrator, complete the steps below for Adding a Child Care Need for a Child(ren) in order to Request an Enhanced Rate and Requesting an Enhanced Rate for an Active Family Plan.
Adding a Child Care Need for a Child(ren) in order to Request an Enhanced Rate of Care
A Child Care Need Child record should only be added after the 1627a: Request for Enhanced Rate for Special Care form has been returned completed and the EES Program Administrator has given preliminary approval. For detailed steps regarding the business process, see Child Care (CC) Enhanced Rate for Special Care Process..
1. Within the context of the case, select Eligibility from Global Navigation. Select Customer Information from Local Navigation. Click the + beside Child Care from Task Navigation to open the Child Care data collection pages. Select Child Care Need Child from Task Navigation. The Child Care Needs List – Child page displays.
2. Click the Add button. The Child Care Need Detail – Child page displays.
3. Select the child’s name from the Name drop-down menu.
4. Select Enhanced Rate from the Need drop-down menu.
5. Enter the Begin Date using the <mm/dd/yyyy> format or the calendar icon. The begin date is the day the enhanced rate was requested by the consumer.
6. The End Date pre-populates to match the review date. If needed, adjust the End Date using the <mm/dd/yyyy> format or the calendar icon.
7. Click the Save and Return button. The Child Care Needs List – Child page displays.
NOTE: To complete the Enhanced Rate Request and notify CC Provider Enrollment Staff see Requesting an Enhanced Rate for an Active Family Plan.
Requesting an Enhanced Rate for an Active Family Plan
Once the 1627a: Request for Enhanced Rate for Special Care form has been returned completed, the Program Administrator has given preliminary approval and the Child Care Need – Child Detail has been created for Enhanced Rate, a request must be made within a Child Care Plan for the child. Follow the Steps below for Editing a Child Care Plan, Adding a Child Care Plan, Updating the Family Plan, and Submitting the Request for Enhanced Rate.
For detailed steps regarding the Enhanced Rate Request business process, see Child Care (CC) Enhanced Rate for Special Care Process..
NOTE: Staff will need to override the Family Plan when there is a change to a child care plan (other than a change in provider) that requires staff to end date the plan and the child is linked to an Enhanced Rate. This involves looking at the hours calculated by KEES and multiplying that by the Enhanced Rate to get the cost of care. End dating the child care plan breaks the tie between the case and the Enhanced Rate provider in the RDB. Since the tie is broken, KEES calculates the cost of care at the normal rate unless this step is taken. There is no need to request an Enhanced Rate approval again if the Child Care program is still within the 1-year review period and a new provider is not requested.
A. Editing a Child Care Plan
1. Select Eligibility from Global Navigation. Select Customer Information from Local Navigation. Click the + beside Child Care from Task Navigation to open the Child Care data collection pages. Select Family Plan from Task Navigation. The Family Plan – Child Care List page displays.
2. Click the Edit button for the existing Active Family Plan. The Family Plan – Child Care Detail page displays.
3. Click the Edit button for the Child Care Plan for the child requesting the enhanced rate. If the child has more than one child care plan, select the child care plan for the provider on the enhanced rate request. The Child Care Plan Detail page displays.
4. Enter the End Date using the <mm/dd/yyyy> format or the calendar icon. The End Date should be the last day of the month prior to the month the Enhanced Rate is to begin.
5. End Date the Need for Care Schedule(s):
a. In the Need for Care Schedule block, using the check boxes, select the schedule(s). Click the Remove button.
b. In the Need for Care Schedule block, click the Add button. The Select Need for Care Schedule page displays.
c. Using the check box(es), select the schedule(s) that were used for the child care plan that is ending.
d. Click the Select button. The Child Care Plan Detail page displays with the Need for Care Schedule populated with the updated End Dates.
6. Click the Calculate button. The Approved Hours andBenefit Hours are shortened based on the End Date.
7. Click the Save and Return button. The Family Plan – Child Care Detail page displays.
· If needing to Request Enhanced Rate for additional child(ren) repeat STEP 3 - STEP 7.
· If all applicable Child Care Plans have been End Dated, proceed to Adding a Child Care Plan.
B. Adding a Child Care Plan
1. Click the Add Plan button. The Child Care Plan Detail page displays.
2. The Begin and End Dates pre-populate with the Begin and End Dates of the Family Plan. Update the Begin Date to be the first day of the month the Enhanced Rate is to begin, using the <mm/dd/yyyy> format or the calendar icon.
3. Select the Child’s Name from the drop-down menu. The Address, Date of Birth and Age pre-populates based on information entered in the Non-Financial data collection pages.
4. Click the Select button associated to the Provider field. The Select Service and Provider page displays.
5. Enter the name of the chosen child care provider in the Resource Name field.
6. Click the Search button. All active providers matching the search criteria display.
7. Click the radio button for the appropriate provider. Then click the Select button. The Child Care Plan Detail page displays with the information for the provider populated in the Phone, Address, Type, and Hours of Operation fields.
8. Under the Need for Care Schedule section, click the Add button to add the child care schedule. The Select Need For Care Schedule page displays with the schedule(s) for the parent(s), including travel time.
NOTE: In 2 parent households, only the overlapping hours display in the Schedule field. This only applies to step-parents and co-habiting partners if Care & Control is marked for the child on the Relationship Detail page.
9. Using the check box(es), select the schedule(s) to be used for the child care plan.
NOTE: If the Start Time, End Time and/or Days Of The Week need to be adjusted (For example, a schedule that extends past the provider hours), the user may only select 1 schedule at a time. By selecting only 1 schedule the Start Time, End Time, and Days Of The Week display to be edited.
10.Click the Select button. The Child Care Plan Detail page displays with the Need for Care Schedule populated.
11.If additional hours should be included in the Child Care Need for Care Schedule, click the Add button. The Select Need For Care Schedule page displays with the remaining schedule(s). Repeat STEP 9 – STEP 10.
NOTE: The Select Need For Care Schedule page displays any overlapping parent/caretaker schedules that have not already been accounted for on a Child Care Plan for the child. If there is no schedule listed on that page, click the Cancel button and review the Need for Care Schedule on all Child Care Plans for the child for accuracy.
12. Once the Need for Care Schedule is completed, click the Calculate button. The Approved Hours and Benefit Hours display for the Child Care Plan Period.
13. Click the Save and Return button. The Family Plan – Child Care Detail page displays.
· If additional Child Care Plans are needed, repeat STEP 1 – STEP 13.
· After adding all necessary Child Care Plans, proceed to Updating the Family Plan.
1. Select the Benefit Month from the drop-down menu, this should match the first month of the newly added Child Care Plan(s). The Calculate button uses the Benefit Month to determine which month(s) to recalculate in the Family Benefit Schedule. When selecting a Benefit Month consideration should be made for change and notification policies.
2. Click the Calculate button. The Family Benefit Schedule is updated to reflect any changes for the remainder of the Family Plan beginning with the Benefit Month selected.
3. Using the multi-select menu, select the appropriate Change Reason(s).
4. Click the Save button. The Family Plan – Child Care Detail page displays in a Read-Only version.
D. Submitting the Request for Enhanced Rate
1. On the Family Plan – Child Care Detail page, click the Edit button. The page redisplays in editable format.
2. Click the Edit button for the Child Care Plan. If the child has more than one child care plan, select the child care plan for the provider on the enhanced rate request. The Child Care Plan Detail page displays.
3. Click the Request Enhanced Rate button.
4. Click the Cancel button. The Family Plan – Child Care Detail page displays.
5. Click the Close button. The Family Plan – Child Care List page displays with the Family Plan Status of Change Pending.
6. If the user has made all necessary updates to the case, Run EDBC.