Provider Portal PBF
What happens when a PBF is recieved?
When a PBF, DCC-97, is received, either in the portal or in paper form, it will have the expected attendance/care schedule (found on the DCC-94, Licensed and Certified Enrollment Agreement Enrollment Certificate) prefilled on the Scheduled line.
The next line is for Provider Exceptions (Changes) and is left blank. Providers use the exception line to make needed changes to the prefilled schedule. If a child’s attendance is different from the expected prefilled schedule, the provider must enter the correct billing code to make the exception.
PBFs with a Flex Schedule
PBFs with a Flex Schedule do not have a prefilled care schedule but have an allotted number of days the child may attend. For example, the child may be allowed to attend five (5) full days per week. If the provider is open seven (7) days a week these five (5) full days may be any of the seven (7) days in the week and may change each week.
CCAP Email Inbox
The CCAP email inbox frequently receives emails stating that the PBF is giving an error message that says, “Exceptions cannot be made….”. This happens when a provider is filling in the same code in the Provider Exception box that is prefilled on the PBF. The provider exception line is to make CHANGES to the prefilled code, not to add the same code.
Incorrect Care Schedule
If the care schedule is incorrect, it is the parent’s responsibility to contact DCBS Family Support (855-306-8959) for a care schedule correction. CCAP payment staff cannot make changes to certificate schedules.
Billing Codes
Codes 43, 45, 55 and 65 are based on the provider’s circumstance.
Codes 40, 45, 50, and 60 are based on the child‘s circumstance.
The exception codes for each provider type are as follows: $= payable code.
Licensed Provider Codes ($ = payable code)
- 01 –$ Full day-payable code for attendance of five (5) or more hours per day
- 02 –$ Part day-payable code for attendance less than five (5) hours per day
- 40 –$ Excused absence (five (5) per month permitted without documentation of the reason)
- NOTE: This code is only used for the purpose of the child being absent from the center on a day that the center was open, and the child was scheduled to be in attendance. It is not used if the provider was not open for business.
- 43 –$ Holiday, closed but payment requested
- NOTE: Limit of ten (10) days per year. If the provider is closed for holidays more than ten (10) days per year, a code 55 must be used for any days over the first 10 days. If this code is used on even one child in error the system automatically uses one of the 10 holidays for the year.
- 45 –$ Extraordinary absence (For absences which exceed five (5) days, written documentation of illness, (except for maternity leave), natural disaster (declared by nation, county or state), or death in the family must be on file and retained with the provider’s daily attendance sign-in sheets)
- 50 – Unexcused absence – any absence which exceeds five (5) per month and is not documented by one of the three (3) reasons shown for code 45
- 55 – Closed, no payment requested
- 60 –$ Last day attended –payable code-follow with code 55 to prevent overpayment55 – Closed, no payment requested
- 65 – Non-payable code used to end enrollment-follow with code 55 to prevent overpayment. Codes 60 and 65 were designed to give the provider a method of ending an enrollment for a child that is no longer attending the child care center.
Use the following for flex schedules:
- 401 -$ Flex excused absence (five (5) per month permitted) full day
- 402 -$ Flex excused absence (five (5) per month permitted) part day
- 431 -$ Flex closed but payment requested (scheduled holiday) full day
- 432 -$ Flex closed but payment requested (scheduled holiday) part day
- 451 -$ Flex extraordinary absence full day
- 452 -$ Flex extraordinary absence part day
- 601– $ Flex last day attended – payable full day, follow with code 55
- 602 -$ Flex last day attended – payable part day, follow with code 55
- 651 – Flex Day to end enrollment – non-payable full day, follow with code 55
- 652 – Flex Day to end enrollment – non-payable part day, follow with code 55
Certified Provider Codes ($ = payable code)
- 01 -$ Full day- payable code for attendance of five (5) or more hours per day
- 02 -$ Part Day-payable code for attendance less than five (5) hours per day
- 40 -$ Excused absence (five (5) per month permitted)
- 43 -$ Holiday, closed but payment requested
- NOTE: Limit of ten (10) days per year. If provider is closed for holidays for more than ten (10) days per year, they must be shown as code 55. If this code is used on even one child in error the system automatically uses one of the ten (10) holidays for the year
- 50 – Unexcused absence – any absence more than five (5) per month
- 55 – Closed, no payment requested
- 60 -$ Last day attended –payable day, follow with code 55
- 65 – Non-payable day used to end enrollment, follow with code 55
Use the following for flex schedules:
- 401 -$ Flex excused absence (five (5) per month permitted) full day
- 402 -$ Flex excused absence (five (5) per month permitted) part day
- 431 -$ Flex closed but payment requested (scheduled holiday) full day
- 432 -$ Flex closed but payment requested (scheduled holiday) part day
- 601 -$ Flex last day attended – payable full day, follow with code 55
- 602 -$ Flex last day attended – payable part day, follow with code 55
- 651 – Flex Day to end enrollment – non-payable full day, follow with code 55
- 652 – Flex Day to end enrollment – non-payable part day, follow with code 55
Registered Provider Codes ($ = payable code)
- 01 -$ Full day
- 02 -$ Part day
- 50 – Absence
- 60 –$ Last day attended –payable day, follow with code 55
- 65 – Non-payable day used to end enrollment, follow with code 55
Use the following for flex schedules:
- 601 –$ Flex last day attended – payable full day, follow with code 55
- 602 –$ Flex last day attended – payable part day, follow with code 55
- 651 – Flex day to end enrollment – non-payable full day, follow with code 55
- 652 – Flex day to end enrollment – non-payable part day, follow with code 55