Operations Memorandum - Employment & Training
OPS020705
(Revised 7/21/04)

7/19/02

SUBJECT: Implementation of CareCheck for Relative/Neighbor Providers
TO: Executive Directors
FROM: Mary Brugger, Acting Director, Bureau of Operations

Purpose

To announce the implementation of CareCheck for Relative/Neighbor (R/N) providers of child care for TANF parent/caretakers effective July 22, 2002.

To provide the County Assistance Office (CAO) with information on the requirements and the process that will:

  1. Require criminal history and child abuse background checks on R/N child care providers (CareCheck). 

  2. Implement registration of R/N providers on the Child Care Management Information System (CCMIS). 

  3. Make enrollment in the CAO Child Care Vendor Payment System (CCVPS) OIM Direct Pay available to R/N providers. 

  4. Apply a new maximum daily rate for child care services rendered by a new category of provider, a certified R/N provider. Certified R/N providers must successfully pass CareCheck and opt to enroll in the CCVPS OIM Direct Pay.

Background

Since August 31, 2001, the option to voluntarily request criminal history and child abuse checks on R/N providers has been available to parent/caretakers who utilize them for child care services (OPS Memo 01-08-11). While not all parent/caretakers took advantage of this free service, the Department of Public Welfare (DPW) recognized the need to require background checks on R/N providers to assist our parent/caretakers with making informed choices about child care and ensuring the safety of their children while in care.

Effective July 22, 2002, the CAO is required to complete a CareCheck face-to-face interview and a criminal history and child abuse background check for all new R/N providers. 

By September 2002, the requirement of the CareCheck interview and criminal history and child abuse background checks will be expanded to R/N providers for General Assistance/Food Stamps Employment and Training Program participants. (See OPS Memo 03-02-01.)

Discussion

It is important to note that there are no changes to Child Care Works (CCW) eligibility or payment requirements. CareCheck is an additional requirement for eligible providers as defined in 55 PA Code 168.19(1)(IV). Furthermore, a new category of child care provider, a certified R/N provider, will be implemented. Certified R/N providers must successfully pass CareCheck and opt for to enrollment in the CCVPS to enjoy OIM Direct Pay and receive a higher maximum daily rate than R/N providers.

IMPLEMENTATION

CCMIS REGISTRATION

Effective July 22, 2002, PA-1591's received for R/N providers not already entered on the Client Information System (CIS) must be registered on CCMIS in order for the CAO to issue child care payments for their services.

CCMIS is a statewide provider database that is shared by the CAO with the Child Care Information Services (CCIS) Agency. In CCMIS:

The PA-1591 "CAO Child Care Application/Child Care Provider Information Sheet" has been modified as a data entry document to be used by the CAO for provider search and registration on CCMIS. The R/N provider's Social Security Number (SSN) is now mandatory for the application process and for provider search and registration on CCMIS.

The CAO should not reject old versions of the PA-1591 as being incomplete applications. Current policy permits a request for child care to be by collateral contact with receipt of a PA-1591 within 30 days as follow up.

If a PA-1591 is received and information needed for CCMIS registration and/or child care eligibility determination is missing, the form must be forwarded to the IMCW for a collateral contact. Once the needed information is obtained, the IMCW can determine eligibility for child care and clerical staff can register the provider on CCMIS.

Once a new R/N provider has been successfully registered on CCMIS:

If, when the provider search is completed on CCMIS, the CAO finds that a face-to-face interview has already been conducted and a CareCheck request has already been sent to ChildLine, no further action in CCMIS is needed. The message "CareCheck Pending" will appear on the Location CareCheck Summary screen in CCMIS. The CAO may issue payments as usual until and unless the CareCheck results are received and the provider is determined to be "Not Permitted". However, until the results are received, the CAO will not be able to create a new CareCheck segment. This means the CAO will not be able to initiate any new requests on CCMIS for that provider until the results of the pending request are received.

CARECHECK EXCEPTIONS 
CareCheck is the interview and criminal history and child abuse background checks that are required for all providers, including R/N providers. However, some R/N providers are not required to report for the CareCheck interview or to have the background checks completed.

Exceptions: R/N providers excluded from the CareCheck face-to-face interview and background checks are those who are related by blood, marriage (including step relation), or adoption to the child(ren) in care as:

Relationship to the child(ren) in care and exclusion from the face-to-face interview and background checks are verified by the parent/caretaker through the completion of the "Parent/Caretaker Affirmation Statement" on the PA-1591.

An R/N provider who is eligible for exclusion from the CareCheck face-to-face interview and background checks because of relationship to the child(ren) in care may choose to enroll in the CAO CCVPS OIM Direct Pay. However, a CareCheck face-to-face interview and background checks must be completed.

If the R/N provider is an excluded relative for some of the children in care but is also providing care for children who are not related, the CareCheck face-to-face interview and background checks are required and the exclusion no longer applies.

PROVIDER OWNERSHIP

THE CARECHECK FACE-TO-FACE INTERVIEW
The CareCheck face-to-face interview must be scheduled and completed by the IMCW within 30 days of receipt of the PA-1591 "CAO Child Care Application/Child Care Provider Information Sheet". At the interview:

Once the interview has occurred and the R/N provider has verified all information, the interview is considered complete and the IMCW enters the "Date Face-to-Face Performed" on the CareCheck Detail screen in CCMIS. Entry of the "Date Face-to-Face Performed" in CCMIS generates an electronic request to ChildLine for the background checks to be conducted.

Failure to enter a "Date Face-to-Face Performed" in CCMIS by the close of business on the 20th consecutive day after the provider has been registered in CCMIS results in CIS alert #197 being created. The alert is set when 20 days have elapsed since a provider was registered in CCMIS and a "Date Face-to-Face Performed" has not been entered on CCMIS. This alert will only be generated for providers who are required to complete a face-to-face interview. The alert is worker cleared and requires no action to be taken on CIS. It is there as a reminder that the information is still needed.

Failure to enter a "Date Face-to-Face Performed" in CCMIS by the close of business on the 30th consecutive day after the provider has been registered in CCMIS results in a batch notice being generated to all parent/caretakers using that provider instructing them to make other child care arrangements and report to their caseworker if their provider does not report for the interview before the notice expires. It also results in CIS alert #194 being created. The alert is set when 30 days have elapsed since a provider was registered in CCMIS and a "Date Face-to-Face Performed" has not been entered on CCMIS. The alert is worker cleared and requires no action to be taken on CIS.

The R/N provider has until the 43rd consecutive day (the notice date plus 13 days) to carry out the face-to-face interview. If the interview is completed during this period, the IMCW has until close of business on the 43rd day to enter the "Date Face-to-Face Performed" in CCMIS.

After the 43rd day, the R/N provider will fail the face-to-face requirement be determined “Not Permitted” and a new PA-1591 from the R/N provider is needed. The face-to-face (Care-Check) process must be re-initiated.

CARECHECK STATUS 
CareCheck status in CCMIS is displayed on the Location CareCheck Summary screen. It indicates whether the provider is "Permitted", "Not Permitted - Permanent", or "Failed" “Not Permitted – Temporary” to render participate in the child care services to families program.

A "Not Permitted" status is due to CareCheck results returned by ChildLine via CCMIS that indicate the existence of a criminal history or child abuse record. This status is displayed on the Location CareCheck Summary screen as Failure Reason Code 001.

"Not Permitted" may be either permanent or temporary. CareCheck status "Not Permitted-Permanent" is determined by ChildLine and indicates that the R/N provider may never participate in the child care program. CareCheck status "Not Permitted-Temporary" is also determined by ChildLine and indicates that the R/N provider is may be eligible to participate in the child care program at some point in the future. A "Date Eligible for Review" will be provided on the Location CareCheck Summary screen in CCMIS for "Not Permitted-Temporary" providers.  “Not Permitted – Temporary” may also result when a provider fails to appear for a required CareCheck face-to-face interview and when a provider fails to provide ChildLine with information required to complete CareCheck.

A "Failed" status is due to the R/N provider failing to report for the required face-to-face interview before the 43rd day of registration on CCMIS. This status is displayed on the Location CareCheck Summary screen as Failure Reason Code 002.

STOP PAYMENT NOTICE
When a provider is determined "Not Permitted", either permanently or temporarily, the status in CCMIS is "Not Permitted" and a stop payment notice is generated to the parent/caretaker instructing them to make other arrangements for care and to contact their worker.

When the R/N provider failed to keep the required face-to-face interview, the status in CCMIS is "Failed" and a stop payment notice is generated to the parent/caretaker instructing them to either contact their provider to make sure they report for the required interview before the notice expires or to make other arrangements for care and to contact their worker.

Child care payments for the "Not Permitted" or "Failed" provider stop with the effective date of the notice, which is the date of the notice plus 13 days. There are two three stop payment notices:

  1. Notice Code 712, Option1 - Provider Not Eligible due to CareCheck. 

  2. Notice Code 712, Option2 - Provider Not Eligible due to Face-to-Face.

  3. Notice Code 712, Option 3 –Provider Failed to Provide Additional Information to Childline (See D1724).

It should be noted that having a provider who has been determined to be "Failed" or "Not Permitted" to provide child care services does not affect the parent/caretaker's eligibility for child care. The parent/caretaker must either ensure the provider keeps the interview (for "Failed" status) or submits the required information to Childline or they must make other child care arrangements if they want to continue to receive payment from the Department (for "Failed" and "Not Permitted" status).

If an R/N provider who is providing care to a combination of related and non-related children is determined to be "Not Permitted" due to CareCheck results received from a request associated with the non-related children, the Department will not pay for child care provided by them for any child, including those children related to them. Child care payments stop with the effective date of the stop payment notice.

Action is only required by the IMCW when a provider has been determined "Failed" or "Not Permitted" - Permanent” or “Not Permitted – Temporary” due to CareCheck. The specifics of "Not Permitted" decisions are not given to the CAO. Inquiries from providers about "Not Permitted" decisions as a result of CareCheck should be directed to ChildLine at 717-772-1220 or 717-772-1228.

WORKFLOWS
The following workflows provide step-by-step instructions for CAO staff when processing PA-1591's for new providers beginning July 22, 2002.

PA-1591 for Regulated Providers (Family, Group, and Day Care Centers)

  1. The PA-1591 is received by the CAO, date stamped in Section 3 and forwarded to the designated clerical person. 

  2. Clerical reviews Section 2, Box 1. Provider type is 3, 4, or 5. 

  3. Clerical reviews the PA-1591. The following information is needed for registration: 

  1. Name 

  2. Address 

  3. FEIN or SSN 

  4. Telephone Number 

  5. County where located 

  6. License or Registration Number 

  1. If information needed for registration is missing, Clerical routes PA-1591 to the IMCW. The IMCW makes a collateral contact to obtain the required information and routes PA-1591 to Clerical for Step 4. 

  2. If information is not missing, Clerical proceeds to Step 4. 

  1. Clerical performs provider search on CCMIS using provider's FEIN or SSN from Section 2, Box 5. 
  1. If provider is found, they are already registered on CCMIS. Clerical completes Section 3 of the PA-1591 by entering the CIS Provider/Vendor ID from the Provider Search Results screen and the most current information from the Location CareCheck Summary screen. 

  2. If provider is not found, they are not already registered on CCMIS. Section 3 is not completed and no further action on CCMIS is required.

  1. Clerical routes the PA-1591 to the IMCW for determination of child care eligibility. Current timeframes for eligibility determination apply. 

  2. The IMCW determines eligibility for child care, initiates CSCCPT screen in CIS, and routes PA-1591 to Clerical. 

  3. Clerical enters either the provider's CIS Provider/Vendor ID from Section 3 (if they are registered on CCMIS) or the provider information from Section 2 of the PA-1591 (if they are not registered on CCMIS) on the CCCCPT screen and routes PA-1591 to the IMCW. 

  4. No further action required. The IMCW continues to issue child care payments as long as the parent/caretaker is eligible and the provider has a "Permitted" CareCheck status.

PA-1591 for R/N Provider/Provider Excluded from CareCheck (Affirmation Registration)

  1. The PA-1591 is received by the CAO, date stamped in Section 3 and forwarded to the designated clerical person. 

  2. Clerical reviews Section 2, Box 1. Provider type is 2. 

  3. Clerical reviews Section 1, Box 7. The "Parent/Caretaker Affirmation Statement" is completed. 

  4. Clerical reviews the PA-1591. The following information is needed for registration: 

  1. Name 

  2. Address 

  3. SSN 

  4. Telephone Number 

  5. County where located 

  1. If information needed for registration is missing, Clerical routes PA-1591 to the IMCW. The IMCW makes a collateral contact to obtain the required information and routes PA-1591 to Clerical for Step 4. 

  2. If information is not missing, Clerical proceeds to Step 4. 

  1. Clerical performs provider search on CCMIS using provider's SSN from Section 2, Box 5. 
  1. If provider is found, they are already registered on CCMIS. Clerical completes Section 3 by entering the CIS Provider/Vendor ID from the Provider Search Results screen and the most current information from the Location CareCheck Summary screen. 

  2. If provider is not found, they are not already registered on CCMIS. Clerical registers R/N provider on CCMIS as an "Affirmation" type registration. Upon successful registration, Clerical completes Section 3 of the PA-1591 by entering the CIS Provider/Vendor ID assigned by CCMIS.

  1. Clerical routes the PA-1591 to the IMCW for determination of child care eligibility. Current timeframes for eligibility determination apply. 

  2. The IMCW determines eligibility for child care, initiates CSCCPT screen in CIS, and routes PA-1591 to Clerical. 

  3. Clerical enters the provider's CIS Provider/Vendor ID from Section 3 on the CCCCPT screen. 

  4. Clerical routes PA-1591 to the IMCW. 

  5. No further action required. The IMCW continues to issue child care payments as long as the parent/caretaker is eligible and the provider has a "Permitted" CareCheck status.

PA-1591 for R/N Provider/Provider Subject to CareCheck (Regular Registration)

  1. The PA-1591 is received by the CAO, date stamped in Section 3 and forwarded to the designated clerical person.

  2. Clerical reviews Section 2, Box 1. Provider type is 2. 

  3. Clerical reviews Section 1, Box 7. The "Parent/Caretaker Affirmation Statement" is NOT completed. 

  4. Clerical reviews the PA-1591. The following information is needed for registration: 

  1. Name 

  2. Address

  3. SSN 

  4. Telephone Number 

  5. County where located

  1. If information needed for registration is missing, Clerical routes PA-1591 to the IMCW. The IMCW makes a collateral contact to obtain the required information and routes PA-1591 to Clerical for Step 4. 

  2. If information is not missing, Clerical proceeds to Step 4. 

  1. Clerical performs provider search on CCMIS using provider's SSN from Section 2, Box 5. 
  1. If provider is found, they are already registered on CCMIS. Clerical completes Section 3 of the PA-1591 by entering the CIS Provider/Vendor ID from the Provider Search Results screen and the most current information from the Location CareCheck Summary screen.

  2. If provider is not found, they are not already registered on CCMIS. Clerical registers R/N provider on CCMIS as a "Regular" type registration. Upon successful registration, Clerical completes Section 3 by entering the CIS Provider/Vendor ID assigned by CCMIS. 

  1. Clerical routes the PA-1591 to the IMCW for determination of child care eligibility. Current timeframes for eligibility determination apply.

  2. The IMCW determines eligibility for child care, initiates CSCCPT screen in CIS, and routes PA-1591 to Clerical.

  3. Clerical enters the provider's CIS Provider/Vendor ID from Section 3 on the CCCCPT screen. 

  4. Clerical routes PA-1591 to the IMCW. 

  5. The IMCW reviews the county where R/N provider is located and sends CareCheck Appointment Notice to the R/N provider and copy sent to Parent/Caretaker (See ECC181183) either scheduling them directly for a CareCheck interview or advising them to contact the CAO in their county of residence to schedule an interview within the designated timeframe. NOTE: A link passing off to the list of CAO CareCheck Contacts is found on the CCMIS Home Page.

  1. If the R/N provider reports to the interview and provides all necessary verification, the IMCW enters the "Date Face-to-Face Performed" on the CareCheck Detail screen in CCMIS. No further action required. The IMCW continues to issue child care payments as long as the parent/caretaker is eligible and the provider has a "Permitted" CareCheck status. 

  2. If the R/N provider does not report to the interview, a CIS alert is created after the 20th day that advises the IMCW that the interview has not yet been completed. A stop payment notice (Notice #712, Option 2) is generated to the parent/caretaker after the 30th day to advise them that their child care provider is "Failed" “Not Permitted” or “Not Permitted-Temporarily" and that, if they wish to continue to receive payment from the Department, they must either instruct their provider to keep the required face-to-face interview before the expiration date of the notice or make other child care arrangements and contact the IMCW with the new information. A CIS alert is again created to notify the IMCW that the stop payment notice has been sent. The IMCW issues child care payments through the effective date of the notice. No further action required until the parent/caretaker submits a PA-1591 for a new provider.

GRANDFATHERING

EXISTING R/N PROVIDERS 
It is important to note that there are no changes to CCW eligibility or payment requirements.
When a PA-1583 for an existing provider is received, the CAO will be able to issue child care payments without registering them in CCMIS as long as the R/N provider is not a new provider for a child care case or a new provider for a new child within an existing child care case. Existing providers are those providers who existed on CIS prior to July 22, 2002.

GRANDFATHERING DEADLINES FOR EXISTING R/N PROVIDERS
In order for the CAO to be able to continue to issue child care payments for existing R/N providers after the deadline for converting grandfathered cases, all existing non-excluded R/N providers must: 

The deadline for converting grandfathered cases is December 31, 2002.

The CAO should keep in mind that existing R/N providers who are excluded from the CareCheck interview and background checks must still be registered in CCMIS and have a CIS Provider/Vendor ID entered on CCCCPT by the grandfathering deadline.

EXISTING REGULATED PROVIDERS
The CAO will continue to determine eligibility and to issue payments for existing regulated providers, even if they are not registered in CCMIS. Entry of provider types 3, 4, or 5 by the IMCW on the CSCCPT screen will allow Clerical to perform the free form data entry of the regulated provider's information from the PA-1591 or PA-1583 on the CCCCPT screen. A CIS Provider/Vendor ID will not be necessary on CCCCPT for provider types 3, 4, and 5 (See D1313). This will enable the CAO to make timely child care payments to eligible parent/caretakers, even if the regulated provider has not yet been registered on CCMIS by CCIS.

CCMIS PROVIDER SEARCH FOR EXISTING PROVIDERS 
Effective July 22, 2002, when PA-1583's and FAST PAY forms are received for existing R/N providers and regulated providers, the CAO will complete a provider search on CCMIS to determine if the provider has been registered by another CAO or by CCIS.

If the existing provider has been registered on CCMIS and assigned a CIS Provider/Vendor ID, the CAO must enter that number on the CCCCPT screen in CIS for the affected parent/caretaker (See D1261). This can be completed by Clerical during routine payment processing and is achieved simply by entering the CIS Provider/Vendor ID on CCCCPT. The "Add Provider" function does not have to be used.

As previously noted, data entry of the CIS Provider/Vendor ID on CCCCPT establishes the necessary link between CIS and CCMIS. Once it is entered, any "Not Permitted" CareCheck results for a provider that are posted in CCMIS will create the CIS edits that will prevent issuance of child care payments for their services and will generate the stop payment notice to the parent/caretaker.

If a provider has been determined "Not Permitted" before the CAO has entered the CIS Provider/Vendor ID on the CCCCPT screen, a manual stop payment notice must be sent to advise the parent/caretaker that payments for the "Not Permitted" provider will stop with the effective date of the notice and that they must make other arrangements for care. The PA/CC 162C notice may be used for this purpose. The CAO should use the language and citation from the electronic stop payment Notice #712, Option 1. The CAO issues payment through the effective date of the manual notice before entering the CIS Provider/Vendor ID on the CCCCPT screen.

The CAO should follow the steps outlined in the "Implementation" section of this memo for instructions on completing provider search and registration in CCMIS and CIS data entry.

CIS REQUIREMENTS

NEW PROVIDERS 
Beginning July 22, 2002, all new R/N providers will be required to have a CIS Provider/Vendor ID entered on the CCCCPT screen to allow a payment to be issued. The CIS Provider/Vendor ID will be obtained from CCMIS. The IMCW will continue to access the Child Care Module using the CSCCMN screen and follow current procedures for adding a provider. When Clerical enters the CIS Provider/Vendor ID on the CCCCPT screen and transmits, a new interface process will access the CCMIS database to validate the current status of the CIS Provider/Vendor ID that was entered. If the CIS Provider/Vendor ID is a valid one and the provider has not failed CareCheck, the process of adding a provider will continue to follow the procedures that are currently in place.

If the Provider/Vendor ID entered on CIS does not match any CIS Provider/Vendor ID on CCMIS, error message #2589, "Invalid Provider ID" will be displayed. The number entered should be reviewed to ensure it is correct and complete.

If the R/N provider has failed to complete a face-to-face interview within required time frames, error message #2591, "Failure to Keep Face-to-Face Interview" will be displayed. Entry and use of this provider will not be allowed.

If the R/N provider has failed the background check, error message #2592, "Failed CareCheck Process" will be displayed. Entry and use of this provider will not be allowed.

If a problem occurs in the interface process and CIS cannot access the CCMIS files, error message #2603, "Unable to access CCMIS/Contact CIS Hotline" will be displayed. The CAO CIS coordinator will need to report the error to the CIS Hotline.

EXISTING PROVIDERS 
By January 2, 2003, all R/N providers that existed on CIS prior to July 22, 2002 must have a CIS Provider/Vendor ID data entered on the CCCCPT screen in order for the CAO to issue payment. When Clerical enters the CIS Provider/Vendor ID on the CCCCPT screen and transmits, a new interface process will access the CCMIS database to validate the current status of the CIS Provider/Vendor ID that was entered. If the CIS Provider/Vendor ID is a valid one and the provider has not failed CareCheck, the process of issuing payment for services rendered by that provider will continue to follow the procedures that are currently in place.

If the entered CIS Provider/Vendor ID does not match any CIS Provider/Vendor ID on CCMIS, error message # 2589: "Invalid Provider ID" will be displayed. The number entered should be reviewed to ensure it is correct and complete.

When attempting to issue a payment from the CCCOTI screen, 3 new edits will be in place to prevent the issuance of a Child Care payment for services rendered by an ineligible provider:

If a problem occurs in the interface process and CIS cannot access the CCMIS files, error message #2603, "Unable to access CCMIS/Contact CIS Hotline" will be displayed. The CAO CIS coordinator will need to report the error to the CIS Hotline.

ALERTS 
CIS will generate 2 new alerts based on CareCheck requirements:

NOTICES
CIS will generate a new Child Care notice using reason code 712. The form will continue to be the PA-1699. This notice will use two options.

FORMS

  1. The PA-1591 CAO Child Care Application/Child Care Provider Information Sheet is a four-page form that captures information about the parent/caretaker, the provider, and the children in care. The PA-1591 is modified for use as an application for child care services and as a data-entry document for CAO purposes.

  2. The PA-1583 CAO Child Care Invoice/Verification of Child Care Costs is a four-page form that captures information about the parent/caretaker, the provider, and the children in care. The PA-1583 is modified for use as a data entry document for CAO purposes.

  3. The PA-1583FP FAST PAY CAO Child Care Invoice/Verification of Child Care Costs is a three-page form that captures information about the parent/caretaker, the provider, and the children in care. The PA-1583FP is modified for use as a data entry document for CAO purposes.

  4. The PA-1738 - CareCheck Application is a one-page document completed by the R/N provider during the CareCheck interview. The signed application is retained at the CAO.

  5. The PA-1739 - Request for Additional Provider Information is a one-page document generated when there is insufficient information from the provider for the CAO to make an eligibility decision. This form may be used when the IMCW is unable to make a collateral contact.

  6. The PA-1741 - CareCheck Appointment Notice is a one-page letter sent to the R/N provider to either schedule the CareCheck interview in their county of residence or to advise them to contact the CAO in their county of residence to schedule the appointment within the designated timeframe.

  7. The PA-1742 - Vendor Enrollment Agreement (VERA) is a three-page document that is given to the provider during the CareCheck interview. Enrollment in the CCVPS will be offered to R/N providers by the Division of Child Care and Family Support after it has been confirmed that they have passed the background check and are a "Permitted" provider.

  8. The PA-1743 - VERA Cover Letter is a one-page letter given with the VERA to the provider during the CareCheck interview.

  9. The COV-383 - CAO Child Care Provider Manual is a 12-page document that provides information on child care policies and procedures in the CAO. It is given to the R/N provider during the CareCheck interview.

TRANSFERS TO CCIS 

When processing an automatic transfer to CCIS for a TANF parent/caretaker who is using an R/N provider, the CAO registers the new R/N provider in CCMIS and issues an advance OTI. However, the IMCW does not need to schedule the CareCheck interview unless they will be holding the case for 30 days or more.

CCIS IMPLEMENTATION 

The CCIS will be implementing data entry on CCMIS in phases, according to the attached schedule, and will be phased in statewide by October 2002. During the interim period, the CAO is strongly encouraged to have regular communication with their CCIS regarding CareCheck as needed.

REPORTS 

An ACCESS database has been developed for the CAO to use in identifying R/N providers that must be registered in CCMIS and scheduled for a CareCheck interview. It can be found on the OIM Intranet, "CAO Databases". The CAO has until December 31, 2002 to register the providers in CCMIS and schedule them for a CareCheck interview, if appropriate. The CAO is strongly encouraged to develop a structured plan to ensure all existing R/N providers are registered on CCMIS and scheduled for a CareCheck interview, as appropriate, by the grandfathering deadline.

A recurring CCMIS report, the RE807 "Failed CareCheck Provider Report", will be generated for the purpose of identifying R/N providers who have failed the CareCheck process. This report will be available and in Reports on the CCMIS home page.

HEARINGS AND APPEALS 

Parent/caretakers may not file an appeal on a stop payment notice when their provider has been determined either "Failed" Not Permitted due to not reporting for the required CareCheck face-to-face interview, due to not providing additional information to ChildLine, or "Not Permitted" as a result of the background check done by ChildLine.

Next Steps

  1. Distribute this Operations Memorandum to IMCW and Clerical staff. 

  2. Conduct CareCheck training with appropriate staff. 

  3. Be advised that, after initial distribution, CareCheck forms, notices and brochures may be ordered through AIRS. Spanish versions of the PA-1591, PA-1583, and PA-1583FP will be available approximately 30 days after implementation. 

  4. Convert all grandfather cases of existing R/N providers by December 31, 2002. 

  5. Accept old versions of the PA-1591 and PA-1583 until conversion is completed. 

  6. Address CareCheck system questions to the CIS Hotline at (717) 772-5418 and policy/procedural questions to Carol Sprintz, Supervisor, or to Troy Dunston or Nora Campanella, Program Specialists, Division of Child Care and Family Support at (717) 783-9977. 

  7. Communicate changes to the CAO CareCheck Contacts list to the Division of Child Care and Family Support at (717) 783-9977.

  8. Be advised that CareCheck procedures and requirements will be extended to R/N providers for GA/FS Employment and Training participants by September 2002.

  9. Retain this memorandum until receipt of final Cash Assistance Handbook Chapter 183.

Attachment - CCMIS Rollout for CCIS - Release 1

Last modified: Monday, July 26, 2004