Handwashing is one of the most important ways to prevent the spread of disease. It is important to use soap and water and wash your hands for at least 30 seconds or the time it takes to sing the ABC’s.
Hands should be washed:
Before, during, and after preparing food
Before eating food
Before and after caring for someone who is sick
Before and after treating a cut or wound
After using the bathroom, changing diapers, or helping someone in the restroom
After blowing your nose, coughing, or sneezing
After touching an animal, animal food or treats, animal cages, or animal waste
After touching garbage
If your hands are visibly dirty or greasy
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What You Need To Know About Handwashing
Simon tells you, “I never knew how important handwashing was until I watched this video. It’s gross to see how many germs stay on our skin.”
Watch this video for more information about how and why hands should be washed. The entire video must be watched before being able to move on.
“Hi, I’m Ronnie. I’ve been working in the guardianship program for 3 years. I’m here to assist you in learning more about effective casework documentation. “
Course Goals
This training course is designed to provide a general overview of effective casework documentation.
Learning Goal #1 Identify required elements of documentation.
Learning Goal #2 Evaluate a note for poor documentation.
This course is part of a series of trainings required for all new employees. All new hires are required to satisfactorily complete trainings before being assigned cases.
All courses must be completed in order and in a timely manner.
Ronnie says, “Many people consult with family and friends before making big decisions, such as where to live or making a large purchase.”
Sometimes we talk with experts such as doctors to help us make complicated medical decisions. Talking to experts and others in various areas can help us understand complicated information, even though the final decision is up to us.
You sit down with Ronnie to talk about supported decision-making.
She tells you, “Supported decision-making is important to me because it allows individuals with disabilities to have a voice in the decisions that are made that impact their lives.”
Supported Decision-Making (SDM) is a process that allows people with disabilities to keep their decision-making capacity by choosing supports to help them make choices.
It was created on the premise that all people deserve a life of independence, gainful employment, and fulfilling relationships with friends and partners.
A person using SDM selects trusted advisors, such as friends, family members, or professionals, to serve as supporters. The supporters agree to help the person with a disability understand, consider, and communicate decisions, giving the person with a disability the tools to make their own informed decisions.
Ronnie pulls up a video. “Let’s watch this video about Dawn, and her experience with supported decision-making.”
SDM is an alternative to guardianship that some states have added to their guardianship regulation, like Maine, Texas, Alaska, Delaware, Wisconsin, and more. Once SDM is formally recognized, then a person with a disability will be able to sign a formal document with their supporters in which they all agree to take part in.
Ronnie says, “This document can help doctors, bankers, lawyers, and other third parties to understand and accept the decision of the person with a disability.”
Congratulations! You have completed DAIL-G 102: Supported Decision-Making and Other Alternatives to Guardianship! Please note that your supervisor may have follow-up questions or need more information. Please respond to any requests promptly.
Once you click “mark complete,” a certificate of completion will be available to you. You may print or download your certificate to verify the completion of DAIL: Supported Decision-Making and Other Alternatives to Guardianship. This certificate will also be available at the beginning of the course anytime you log on.
Reminder from Aida
This course is part of a series of trainings required for all new employees. All new hires are required to satisfactorily complete trainings before being assigned cases.
All courses must be completed in order and in a timely manner.
This includes DAIL:
New Employee Orientation Part 1 (completed!)
New Employee Orientation Part 2 (completed!)
Guardianship Program Overview (completed!)
Person-Centered Planning (completed!)
Effective Case Work Documentation (completed!)
KYGFIS (completed!)
Universal Precautions (completed!)
Supported Decision-Making (completed!)
Guardianship the Law
Court Process and Forms
Guardianship SOP Part 1
Guardianship SOP Part 2
Levels of Care
Common Diagnoses Explained
Kentucky Medicaid Home and Community-Based Services (HCBS) Waiver Overview
Incident Reporting
Medical Consent
DNR/EOL
Guardianship Community Partners and Collateral Contacts
Safety Awareness
Communication and Coping When an Individual Passes Away
Click the “Mark Complete” button below to access your certificate of completion.
Have questions or need help with supported decision-making? Prepare your questions to discuss with the DAIL trainer, who is available to provide resources, answer questions, and provide assistance.
Handwashing is one of the most important ways to prevent the spread of disease. It is important to use soap and water and wash your hands for at least 30 seconds or the time it takes to sing the ABC’s.
Hands should be washed:
Before, during, and after preparing food
Before eating food
Before and after caring for someone who is sick
Before and after treating a cut or wound
After using the bathroom, changing diapers, or helping someone in the restroom
After blowing your nose, coughing, or sneezing
After touching an animal, animal food or treats, animal cages, or animal waste
After touching garbage
If your hands are visibly dirty or greasy
Example Accordion
Description for this block. Use this space for describing your block. Any text will do. Description for this block. You can use this space for describing your block. Description for this block. Use this space for describing your block. Any text will do. Description for this block. You can use this space for describing your block.
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Description for this block. Use this space for describing your block. Any text will do. Description for this block. You can use this space for describing your block. Description for this block. Use this space for describing your block. Any text will do. Description for this block. You can use this space for describing your block.
What You Need To Know About Handwashing
Simon tells you, “I never knew how important handwashing was until I watched this video. It’s gross to see how many germs stay on our skin.”
Watch this video for more information about how and why hands should be washed. The entire video must be watched before being able to move on.
You meet with Ronnie to discuss what Supported Decision-Making is and how to use Supported Decision-Making with individuals under guardianship. Ronnie has been working with Guardianship for several years and is very knowledgeable about the guardianship program.
She has utilized supportive decision making with individuals under guardianship and finds it to be very beneficial.
“Hi, I’m Ronnie. I’ve been part of the Guardianship team for 3 years. I look forward to exploring supported decision-making with you.”
Course Goals
This training course is designed to provide an overview of the basics of:
Learning Goal #2 Describe how to use Supported Decision-Making with individuals under guardianship.
Learning Goal #3 Identify at least 2 alternatives to guardianship.
A Reminder from Aida:
This course is part of a series of trainings required for all new employees. All new hires are required to satisfactorily complete trainings before being assigned cases.
All courses must be completed in order and in a timely manner.
The website can assist families and providers with finding all things related to DCC and its programs. Specifically, click on Child Care Assistance Program for Providers then click on the KICCS Provider Portal link. Under the Additional Information section, you will find many useful guides and tip sheets.
The Division of Child Care (DCC), Child Care Assistance Program (CCAP), Claims Section is responsible for childcare provider claims. All references to the claims policies and procedures are found in 922 KAR 2:020.
What is a claim?
Claims result from an improper payment. The purpose of a claim is to collect the amount that was overpaid. Overpayment results from an action or inaction on the part of the child care provider, including failure to report a change in circumstance in accordance with 922 KAR 2:160, Section 11 or an agency error that provided the child care provider with an overpayment. (922 KAR 2:020, Section 2).
The Division of Child Care, Claims Section
DCC Claims is responsible for using advanced skill sets to investigate potentially fraudulent activities and interview providers to determine if a child care provider claim exists, establish the claim, negotiate repayment agreements, and maintain the claim file.
Division of Family Support
Responsible for establishing and collecting a child care client claim.
Reasons for claim establishment
Falsification of information on DCC-94E Child Care Daily Attendance Record shall lead to a claim. All child care providers (licensed, certified and registered) are responsible for reporting the attendance of each child who receives CCAP. The attendance is reported on the regulated DCC-94E form (922 KAR 2:160).
Falsification of information reported on the DCC-97 Child Care Provider Billing Form (PBF) shall result in a claim. Child care providers submit payment for CCAP using the Provider Billing Form; DCC-97.
Claim Determination can be made by, but not limited to:
Auditing of the DCC-94E for fraudulent activity or erroneous errors.
Attendance reported on the 94E form that should be recorded legibly each time the child arrives and each time the child departs the provider’s care and signed by the parent or applicant for the child served by CCAP (922 KAR 2:160). The 94E forms should be consistent with the billing forms/KICCS.
DCC-94E inconsistencies such as:
Days billed, but not reflected on the 94E,
Arrival and departure times for each child not recorded on the State approved the regulated DCC-94E, Child Care Daily Attendance Record, and
Missing legible parent weekly signatures and/or no provider signature at the bottom of the DCC-94E.
Notification from the Billing Team
The CCAP Billing section notifies the claims section of payment errors.
Child Care providers may contact the billing section when they discover inadvertent payment errors. “Inadvertent error claim” means an overpayment resulting from misunderstanding or unintended error on the part of a recipient or a child care provider (922 KAR 2:020).
Random selection of Child Care Providers’ Attendance Report
Every month a CCAP attendance report is generated through the state-approved child care eligibility system which, generates lists of active child care providers requesting payment for CCAP children’s attendance. A random audit of attendance records is completed for child care providers from this report.
OIG Referral Line
If the cabinet has sufficient documentary evidence to confirm that a recipient or child care provider has committed an Intentional Program Violation (IPV), the cabinet shall refer the case to the cabinet’s Office of Inspector General (OIG) for investigation or referral for prosecution if warranted by the facts of the case (922 KAR 2:020).
“Intentional Program Violation” or “IPV” means a CCAP recipient or child care provider has intentionally: (a) Made a false or misleading statement; or (b) Misrepresented, concealed, or withheld facts”).
Remittance statements are available the day after the Provider Billing Form has been processed by Payment staff.
Portal users can print their remittance statement from the Provider Portal after the PBF has been processed. Each Monday, DCC will print and mail non-portal users the remittance statement for payments processed the prior week.
The remittance statement provides:
Detailed payment amount for each child
Allows the provider to review the information and determine if the payment amounts are correct
In the event of incorrect payments, the provider must contact CCAPProviderPayments@ky.gov within ninety (90) calendar days after the month care was provided. Kentucky Administrative Regulations state that payment adjustments will not be made ninety (90) calendar days after the month care was provided.
A Prior Period Adjustment (PPA) is the process used by DCC billing staff, under certain circumstances, to correct a billing issue. A PPA can only be used if the child has received payments in previous months. Per Kentucky Administrative Regulations, (922.KAR 2:160, 17(g)) payments or adjustments cannot be made to the payment ninety (90) days after the month care was provided.
90
Days
Enrollment Fees
Enrollment fees can be paid for KTAP or Child Care Protection cases approved by DCBS Family Support or DCBS Protection and Permanency. Enrollment fees are only paid for these two groups of recipients.
The enrollment fee must be requested by the provider in writing to CCAPProviderPayments@ky.gov. Include the child’s name, case number, and the amount being requested. Enrollment fees can only be paid once in a 12-month period and are limited to a family amount of $100 per year.
1
Time
12
Months
$100
per family/year
Overages vs Copays
Overages vs Copays
An overage and a copay are 2 very different things. An overage occurs when the provider charges more than the State Max rate for the area. For example, a provider charges $30 per day but the State Max Rate is $25 per day. This means there is a $5 per day overage that the parent is responsible for in addition to the assessed copay found on the child care certificate. The copay is assessed and assigned to the family during the eligibility process and printed on the CCAP certificate. DCC doesn’t become involved with overages. An overage would be unique to each center and is a business responsibility of the provider. DCC is also not involved in the process of collecting the copay. It is the provider’s financial responsibility as a business owner to maintain the overage and copay collection.
Overage Calculation Example
If a provider charges $50 per day for an infant and the State Max Rate is $40 per day, there is an overage of $10 per day. CCAP/CHFS pays $40 per day and the parent pays the overage of $10 per day to equal $50 per day. ($40+$10=$50)
If the provider charges $50 for an infant and the family has a $5 copay, and the State Max Rate is $40 then CCAP/CHFS pays $35 per day and the parent pays the $5 per day copay and the $10 per day overage for a daily parent responsibility of $15 per day. ($35 + $5 +$10 =$50)
Common Questions
What information should I include when contacting CCAPProviderPayments@ky.gov?
Case number (If you do not have a case number, then the parent and child’s first and last name )
A brief description of the issue
Are children re-enrolled at yearly certification?
Anytime an enrollment ends, especially at the yearly recertification, Family Support does not automatically re-enroll children with the previous provider. The parent must notify Family Support of their provider choice each year.
What should I do if a child is not on the Provider Billing Form?
If a child is not on the PBF then the provider, should:
check the end date on the current certificate
check Provider Portal records for a DCC-94C sent as notification the enrollment was ending
The DCC-97, Provider Billing Forms (PBF) are available on the first day of each month to cover the prior month’s CCAP enrollments.
Providers who use the KICCS Provider Portal can access and submit their billing electronically.
Providers who do not use the Provider Portal access will receive their paper PBF in the mail. Paper PBFs are mailed out on the first business day of each month. Paper PBFs may be returned to DCC via email at CCAPProviderPayments@ky.gov , mailed using the address on the form, or faxed to (502) 564-3464.
The form below is a blank paper DCC-97 form. Once generated and ready to mail, the form would include the children’s names and care schedule from the current certificate prefilled on the ‘Scheduled’ line.
Click to view larger
Provider Portal PBF
The portal PBF below is filled out for May 2022 and is available to be submitted by the provider on June 1, 2022. The child’s care schedule from the DCC-94 certificate is prefilled on the ‘Scheduled’ line. The PBF shows the Care Level for the child which is determined by the child’s age and may change during the month if the birthday falls during that month. The Codes being paid either from the prefilled schedule, the provider exception line or both. The count which is the number of days being paid for each code. The Rate the provider charges per day for that care level and the copay rate. The form also has the daily calendar for billing for each day the child is scheduled to attend in the month of May with lines for Provider Exceptions and Worker (DCC staff) Exceptions. The exception codes are under the calendar boxes. Last, the Provider’s note box (for the provider to leave explanations of the exceptions) and the EAV Note box (for DCC staff to communicate with the provider).
Click to view larger
Once a provider submits the PBF, either by mail or online, it goes into the KICCS portal for DCC staff to process. The system puts the PBFs in the portal according to the order in which they are received. This can be affected by the speed of the internet being used or the server processing the information-both of which are out of human control.
Once the provider has submitted the PBF, Kentucky Administrative Regulations and DCC CCAP Policy require that provider billing forms are processed by DCC staff within ten (10) business days of receipt.
within 10
Business Days of Receipt
Questions about Payment Timeframes
Providers that have inquiries about the timeframe for payment should reference KRS Chapter 45.453. Providers shall receive a payment within thirty (30) working days of processing the PBF, except when there are payment discrepancies in the payment amount billed and the amount owed to the provider. In these instances, the Cabinet is not held to the thirty (30) day period for payment.
within 30 days
Unless there are payment discrepancies
Issuing Payments
Provider payments are issued in the form of a check unless the provider chooses to receive the payment as an electronic direct deposit. To set up direct deposit a provider must submit a DCC-93, Authorization for Electronic Deposit and a W9.
A DCC-93 and W9 can be requested by contacting CCAPProviderPayments@ky.gov. If the DCC-93 is incomplete, it will be returned to the provider for completion.
Unless there is a change in provider type or license number.
How to fill out a Provider Billing Form
When a DCC-97 Provider Billing Form 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, for Provider Exceptions, 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 (change).
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 5 full days per week. If the provider is open 7 days a week these 5 full days may be any of the 7 days in the week and may change each week.
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.
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.
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 overpayment 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 the 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 10 holidays for the year 50 – Unexcused absence – any absence in excess of 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
Important Reminders:
Provider Billing Forms (PBF) are ready for providers beginning the first day of the month.
PBFs are processed by DCC Staff during normal business hours M-F 8am-4:30pm. If the first falls on a weekend or a holiday processing will begin the first business day of the month.
PBFs are processed by billing staff within ten (10) business days of receipt or being submitted in the portal.
Providers shall receive payment within thirty (30) calendar days.
If there is a claim, the PBF may be signed monthly to have the claim payment taken out of your payment.
No payments or adjustments will be made ninety (90) or more days after the month care is provided.
Using correct billing codes helps prevent overpayments.
A provider may end an enrollment on a PBF using a code 60 or 65 followed by code 55. A code 60 will pay for the last day the child attended, and a code 65 will end an enrollment without payment.
A code 43 is for HOLIDAY pay only. If code 43 used even on one child during a billing cycle, the system picks it up and uses one of the center’s 10 holidays for the calendar year. During the December billing cycle, provider’s frequently question why they are out of holidays and it is generally because a child was coded in a previous month incorrectly.
Never submit a blank PBF and leave a provider note with directions on how to code the PBF. Coding the PBF is the provider’s responsibility. If you have questions, contact CCAPProviderPayments@ky.gov.
A DCC-94E Child Care Daily Attendance Record is required for all providers (licensed, certified, and registered).
Child Care Daily Attendance Record
Each child’s name needs to be listed legibly on attendance records exactly as listed on the Provider Billing Form and certificate.
The parent, guardian, authorized representative, or center staf needs to record the actual time the child arrives and departs daily and initial. DO NOT record this information in advance.
To verify the accuracy of attendance, the parent/guardian, or authorized representative must sign the form at the end of each week. If the DCC-94E is not signed at the end of each week the CCAP funds may be recouped by DCC.
The PBF and sign-in and sign-out sheets should be compared to ensure the child’s attendance, absences, and holidays have been recorded and billed correctly. The DCC-94E Child Care Daily Attendance Record must be kept for 5 years for each child.
If the child’s enrollment is being discontinued for any reason during the 12-month certification period (before the end date on the certificate), a DCC-94C Provider Notification Letter will be generated. The effective date on the DCC-94C is the first day of non-payment. If an enrollment does not have any changes, then the end date on the certificate serves as the notice and a DCC-94C will not be sent.
A DCC-94C will be sent to the provider if a CCAP case ends because of a change in the case, making the family ineligible.
A DCC-94C is sent to the child care provider 10 days prior to the effective date on the letter.
If during those 10 days the parent contacts the Family Support office to resolve the case issue then a DCC-94.1, Child Care Change Notice, will be sent to the parent and the child care provider.
As a provider, if you receive a DCC-94C and do NOT receive a DCC-94.1 after the DCC-94C, then the case has discontinuedand CCAP payments have ended.
Frequently parents will tell providers that the issue has been resolved but unless a DCC 94.1, Notice of Change certificate has been received it is best to contact CCAPProviderPayments@ky.gov to double check.
If the CCAP case does not have any changes that affect the end date of the 12-month eligibility period, the end date on the certificate serves as the provider’s notice of discontinuance. The effective date on the DCC-94C is the first day of non-payment.
If parents have questions, they will need to contact DCBS Family Support at 855-306-8959 to discuss the specifics of their case.
Providers may contact DCC with questions concerning payments or certificates at CCAPProviderPayments@ky.gov or 844-209-2657.
Due to confidentiality, DCBS and DCC staff are not able to communicate the reason for the discontinuance with providers. Staff may only discuss the information that is on the certificate and the status of the case. Any other concerns or questions will require the parent to contact DCBS Family Support.
The DCC-300, Kentucky Child Care Maximum Payment Rate Chart, details by county the max rate the state can pay per child based upon license type and age of the child. Rates are based on a full day, which is defined as care five (5) to eighteen (18) hours per day, or a part-day, which is defined as less than five (5) hours of care per day.
The state of Kentucky does not mandate the rates a provider can charge. Each provider can consult the DCC-300 when setting their rates but ultimately, may charge more or less than these rates.
Providers are encouraged to complete a DCC-94B, Licensed or Certified Provider Agreement Form, yearly. The DCC- 94B allows providers to make any billing changes that may affect their CCAP payments.
Child Care centers may receive Incentive / Special Rates. This includes an extra $5 per day for accredited centers; $10 per day for non-traditional hours of operation, and $5 per day for special needs child care. Incentive/Special Rates (if applicable) are added at the time of payment through the KICCS system and are not reflected on the State Max Rate DCC-300. These incentive/special rate increases go into effect on 8/1/22.
Family Responsibilities
Families are responsible for:
Copay
Registration fees
Overages
Activity fees
Transportation fees
Any other charges required by the provider not included in the daily rates
Payment Rate Codes
Payment rates are determined by the age of the child.
Age
KICCS Code
Birth through 12 months
Infant 1 (IN-1)
1 to 2nd birthday
Toddler 1 (TD-1)
2 to 3rd birthday
Toddler 2 (TD-2)
3 to 4th birthday
Preschool 1 (PS-1)
4 to 5th birthday
Preschool 2 (PS-2)
5 to 6th birthday
Preschool 3 (PS-3)
6 to 8th birthday
School-age 1 (SA-1)
8 to 13th birthday
School-age 2 (SA-2)
13 to 19th birthday
School age 3 (SA-3)
Schedules
There are three types of child care enrollment schedules.
Regular Schedule
The regular schedule is used most frequently.
The child requires a consistent and predictable care schedule. For example, care is needed 5 days per week Monday thru Friday.
A regular schedule may also involve a variety of different days and/or full days (5 or more hours per day; FD) or part days (under 5 hours per day; PD).
For example, every week the child needs care Mon-Wed FD and Tue-Thurs PD.
School Schedule
The school schedule is geared toward children who are of primary school age.
It allows full days when school is not in session (including summer time and snow days) and part days when school is in session.
District school schedules are entered into KICCS prior to school starting each year. Snow days are updated during the month they occur.
The only time a school age child should NOT be on a school schedule is if the child requires more than 5 hours of care per day or require non-traditional hours.
Flex Schedule
The flex schedule is utilized if the families’ schedule varies and is unpredictable week to week.
A flex schedule is used to accommodate the family who works different hours and different days every week and are unable to predict their schedule week to week.
For example, the schedule may be entered as 4 FD 1 PD per week.
These days can vary and may not be the same days each week.
All school-age children need to be on a School Schedule unless they attend the child care center 5 or more hours per day. If a school-age child attends 5 or more hours and is on a Regular schedule, then on the PBF each month the provider should leave a note in the Provider’s Note box indicating the child attends 5 or more hours per day. As a reminder, per Federal Guidelines, CCAP funds cannot be used to pay for a child who attends school virtually if the school district offers in-person classroom instruction.
The regular schedule and the school schedule are prefilled with codes on the PBF.
A flex schedule does NOT have the care schedule prefilled on the PBF because it is flexible and needs to be filled in by the provider per the child’s actual attendance. If a flex schedule is not coded by the provider upon submitting the PBF then payments cannot be made.
Notice of Change Certificate
Providers will receive the DCC-94 Notice of Change Child Care Service Agreement, if the copay increases/decreases, the child’s care schedule changes, or if any rate information changes.
Sample of notice of change certificate
No signatures are required, this is for information and record-keeping purposes only.
When child care enrollment is added to an approved CCAP case, a DCC-94 Child Care Service Agreement and Certificate will be sent to the parent and the provider through the provider portal IF the parent granted Provider Portal access during the interview process. The DCC-94 (Certificate) shows the child’s pending enrollment, along with other valuable information.
DCC-94 Child Care Service Agreement and Certificate. Click each page to View Larger.
Click to view larger image
Please review certificates for:
Child’s schedule
State reimbursement rate
Provider payment
Family copay
Start and end date of enrollment
A provider needs to be aware of the child’s eligibility end date on the certificate because a notice will not be sent when the end date is nearing. An enrollment that does not have any changes during the 12-month eligibility period uses the dates on the certificate as notice of end of care. A DCC-94C, Provider Notification Letter is only sent 10 days prior to an enrollment ending if the enrollment is ending during the 12-month certification period.
Before signing the certificate
Before signing the certificate, discuss with the Parent:
• Enrollment start/end date • Enrollment schedule • Copay amount to be paid weekly • Overage amounts (difference between the State Max Rate and what the center charges daily. Overages are not printed on the form as they are unique to each child care center)
If any of the information on the certificate is incorrect, DO NOT sign and return the certificate. When both parties sign and return the certificate, this means they are BOTH agreeing to the information on the certificate. It is the parent’s responsibility to contact Family Support for corrections to the certificate. DCC/CCAP staff cannot correct a certificate.
The certificate must be signed (not electronically) by the provider and client and returned to DCBS Family Support or uploaded to the Provider Portal within ten (10) calendar days of being generated. Payments cannot be made until the signed certificate is returned. It is the responsibility of the parent to make sure the certificate is returned.
If the parent has questions about the certificate, the parent will need to call, (855) 306-8959 or visit a DCBS Family Support office.
If you as the providerhave questions about the certificate, email CCAPProviderPayments@ky.gov or call DCC at (844) 209-2657. When contacting DCC be prepared to provide your license number, the case number, and a brief description of the issue.
To receive a DCC-97 Provider Billing Form (PBF), or for a child to show up on a PBF in the portal, the DCC-94 Service Agreement and Certificate must be signed by the provider and parent then returned to the DCBS office or provider portal within ten (10) calendar days. Once returned a Family Support worker will change the enrollment from pending to active in the system. Changing the enrollment from pending to active will signal to the system to send out a DCC-117, Enrollment Approval Notice to the provider.
Return the ENTIRE 3-page Certificate by:
Upload to the KICCS Provider Portal (fastest and most efficient)
Fax to 502-573-2007 (keep the fax transmission sheet for verification of dates and success of transmission)
Hand deliver to the local DCBS office
Mail to: DCBS PO Box 2104 Frankfort, KY 40603
*Keeping a copy of all pages of the certificate for the provider’s records is useful if the certificate is lost in the mail or not all pages are received through the fax. Retaining a copy of the fax transmission sheet to guarantee number of pages faxed, date, and time faxed is also advisable.
DCC-97 Provider Billing Form (PBF). Click each page to view larger.
Allowing children to begin receiving care without a signed certificate is a business decision the provider may make. Please remember, CCAP payments are not guaranteed until a certificate has been signed, returned to the DCBS office, and entered into the system (which completes the enrollment process) and a DCC 117 Provider Enrollment Approval Notice has been received.
What happens if the DCC-94 Service Agreement and Certificate is not returned within ten (10) calendar days?
If the 3-page certificate is not signed and returned on time, CCAP payments cannot be made and may be denied for the time the child was in care. The parent will be sent a DCC-118 Child Care Reminder Notice to notify them the certificate has not been returned, that CCAP payments will not be made, and that a new provider needs to be chosen within ten (10) calendar days.
The DCC-118 gives a due date of 10 additional days, and states if the certificate is not received in the next 10 additional days, the enrollment will be denied, and the parent will be responsible for any charges incurred.
If a certificate is not returned and the enrollment denies out, then a DCC-119 Child Care Certificate Denial Notice will be sent to the provider on the 20th day alerting them that the enrollment was denied.
If all 3 pages of a signed certificate are not returned on time, per policy, the enrollment is added back into the system with the date the untimely certificate is received by the Family Support office. KY Administrative Regulations, KAR 922.2:160.17(1)3(g), state that payment adjustments will not be made ninety (90) calendar days after the month care was provided.
For Example:
If a certificate is generated on 6/1, it is due back at the Family Support office on 6/10.
If not received on 6/10, the system sends out a DCC 118 to the parent giving an additional 10 days, 6/20, to return the untimely certificate.
If the certificate is not returned to the Family Support office by 6/20, the enrollment denies and a DCC 119 is sent to the provider.
If the certificate is received by Family Support on 6/21, then Family Support will add the denied enrollment back into the case with a start date of 6/21 and the parent is responsible for any payments from 6/1-6/20.
What happens when the DCC-94 Service Agreement and Certificate is returned?
When the DCC-94 is returned and all 3 pages are signed, the enrollment is marked as active in the IEES system by DCBS Family Support.
The day after the enrollment is marked active, a DCC-117 Enrollment Approval Notice is sent to the provider through the Provider Portal (KICCS)or via mail. This notice alerts the provider that the enrollment is now approved and ready for payments to begin.
If more than one child in the family is receiving CCAP, it is important to check for all children’s names on the DCC-117. If all children are not listed, not all enrollments were marked active.
If a certificate is returned and the provider doesn’t receive the DCC-117 in a few days or not all children are listed, the provider can contact CCAPProviderPayments@ky.gov
