”In this lesson, we will explore the procedures followed by Fiduciary staff to manage and ensure the accuracy and timeliness of payments to facilities and service providers for individuals under guardianship. This process is critical to maintaining the health, safety, and well-being of those we serve. Watch the video below to review this information. Note that you must watch the video in it’s entirety to continue in the course.”
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“As part of its duties as an appointed Conservator or Limited Conservator, the Fiduciary Branch will set up payments in accordance with state and federal regulations for residential facility, personal needs, and other expenses when an individual under guardianship has available assets and/or financial resources.”
Residential facilities submit itemized statements of charges to the Fiduciary Branch, which documents monthly expenses for individuals under guardianship.
Recurring expenses may be set up in processing batches as automatic payments when possible.
An exception is a facility that submits bills to Fiduciary a month behind. These bills must be paid upon receipt by the due date.
“Hello and welcome to this Fiduciary Training on Establishing Payments to Facilities and Service Providers. In this course, you will be working with Hanna to review payments to facilities, resident trust accounts, medical and pharmacy payments, and bed holds.”
“Hi, I’m Hanna. I’ll be working through this course with you to help you get a better understanding of the process for payments to facilities and service providers. This course is part of a required set of training courses for new Fiduciary Branch employees. In this course, we will:
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Join the DCClistserv message system by sending your first and last name and email address to DCCListServ@ky.gov
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 Commonwealth of Kentucky’s space to connect residents with state resources including Medicaid, SNAP, KTAP, KHIP, and CCAP.
Kentucky Administrative Regulations for Childcare, including those for CCAP.
Congratulations, you have made it through all of the content in Provider CCAP Billing Basics (July 2024)!
Upon successful completion of the final quiz, you will receive 1 clock hour of credit in ECE-TRIS within 10 days of the completion of this course.
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.
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; this includes 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
The Division of Child Care Claims Section 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.
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.
If the cabinet has sufficient documentary evidence to confirm that a recipient or child care provider has committed an 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).
Click the first topic below to learn more about statements, adjustments, enrollment fees, and questions.
The DCC-97, Provider Billing Forms (PBF) are available on the first day of each month to cover the prior month’s CCAP enrollments.
A DCC-94E, Child Care Daily Attendance Record, is required for all providers (licensed, certified, and registered).
DCC has partnered with Brightwheel to add an electronic attendance option for all providers. For more information contact kentucky@mybrightwheel.com
If the child’s enrollment is being discontinued for any reason during the twelve (12)-month certification period (before the end date on the certificate), a DCC-94C, Provider Notification Letter, will be generated.
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.
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.
The effective date on the DCC-94C is the first day of non-payment.
A DCC-94C is sent to the child care provider ten (10) calendar days prior to the effective date on the letter.
If during ten (10) calendar days the parent contacts the Family Support office to resolve the case issue 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 discontinued and 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 twelve (12)-month eligibility period, the end date on the certificate serves as the provider’s notice of discontinuance.
Due to confidentiality, Family Support 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 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.
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.
Click the first topic below to learn more about receiving payments.
Please complete the form below. If you mark “no” credit for completion of this course WILL NOT be added to your ECE-TRIS professional development record.
Your individual training record in ECE-TRIS will be updated within 10 days with the course credit. ECE-TRIS is a training registry for early care and education providers and gives you 24/7 access to your professional learning record: https://tris.eku.edu/ece.
Join the DCClistserv message system by sending your first and last name and email address to DCCListServ@ky.gov
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 Commonwealth of Kentucky’s space to connect residents with state resources including Medicaid, SNAP, KTAP, KHIP, and CCAP.
Kentucky Administrative Regulations for Childcare, including those for CCAP.
What’s that abbreviation stand for again? Here’s a list for you.
(List of all the mentioned forms in the course)
Congratulations, you have made it through all of the content in Provider CCAP Billing Basics (July 2022)!
You will receive 1 clock hour of credit in ECE-TRIS within 10 days of the completion of this course.
Don’t forget to print the course certificate for your records, and check your email for a Quick Reference Sheet!
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.
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).
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.
Responsible for establishing and collecting a child care client claim.
