10:11:02 AM [Visitor]The 2/1/10 letter from HCJFS says that "a detailed report will be sent to each provider to track all payments made per child/per family." Are we going to receive the same thing we're getting now in the way of "voucher recap" sheets or will it have a different format or even be electronic instead of hardcopy?
10:14:30 AM [Amy Story]The detailed report from ODJFS will provide payment information for each child in care. The recap sheet you currently receive is specific to Hamilton County, so the format will be different. I'm not certain whether the report will be hard copy or electronic.
10:16:22 AM [Visitor] Will the "payment information for each child in care" resemble the info that we received for ELI purposes?
The payment information from the state (referred to as a Remittance Report) will be similar to the ELI information contracted agencies received. The Remittance Report will have the child's name, hours of care and amount of reimbursement for each month. This will be available to providers electronically on the provider portal.
10:22:19 AM [Visitor] Inasmuch as we report attendance on a biweekly basis (two-week voucher periods), I take the new system will be based on biweekly attendance periods, at least until the automated attendance system goes live in the fall of 2010.Yes -The monthly payment from ODJFS will actually represent two bi-weekly HCJFS voucher periods. If I am right in that regard, will ODJFS in effect be paying us for 13 consecutive 4-week payment periods as was the case with ELI? Or will there occasionally be a monthly payment that happens to involve 3 consecutive two-week voucher periods, in a way similar to people who are paid every two weeks getting 3 paychecks in one calendar month twice a year? The later, you will occasionally have a monthly payment that involves 3 consecutive two-week voucher periods.
10:25:44 AM [Visitor] We are a large-scale child care provider with two major operating sites. We currently send in and are paid for around 200 children every week. A monthly report could include a lot of data for us to process. Has any consideration been given to making the payment data available to providers like us online instead of just as a hardcopy sent through the mail in an envelope?
The payment information from the state (referred to as a Remittance Report) will be available to providers electronically on the provider portal.
10:28:35 AM [Visitor] Are these payment reports from ODJFS going to be by site, the way our Hamilton County checks currently are? Will we have a separate contract for each site we operate?
Each Remittance Report will be available by provider number.
10:34:27 AM [Paul] Is the parent going to be sent the swipe card and be responsible for bringing it to our facility and swiping it? Will there be one card per child? What if a different person picks up the child than dropped the child off in the morning?
The caretaker (not child) will be issued a card for all children in their family and the caretaker will be responsible for swiping the child in and out of the facility. Each family can request multiple cards.
10:51:04 AM [Joyce] Who is the vendor for the swipe card?
10:55:16 AM [Joyce] Is portal site up and ready for providers to install account information and rates?
10:59:02 AM [Joyce] Should providers provide child care services for parnet if swipe card says ingelable after swiping card and parents dose not what to pay?
11:04:10 AM [Amy Story] To our knowledge, ODJFS has not yet selected the vendor. Until the provider is selected and the system implementation is planned, we cannot answer specific questions regarding the swipe card. ODJFS is still working on the Provider Portal, and hopes to make it available on March 1. Watch for a communication from ODJFS regarding Portal availability.
10:51:51 AM [Visitor] So, what part EXACTLY will Hcjfs play as far as concerning childcare, after the contract with Odjfs
10:57:26 AM [Amy Story] HCJFS maintains the responsibility to certify and monitor Type B homes. We also process provider invoices for payment. Really, the only difference for HCJFS is that ODJFS will be paying the provider (via electronic funds transfer) and ODJFS will hold the agreement with providers. All current voucher processes will remain in place until the eligibility and authorization system is implemented in the fall of 2010.
10:24:53 AM [Visitor] How will swipe cards be handled for those families with mutiple children attending different childcares, how are they handling children being dropped of by someone other than the parent, how are they going to handle children that attend one childcare in the day time hours and a different one at night, and may not be the one dropping off, children that come in from school that are bused, who will clock them in, children that come home early unexpectedly, how will they get clocked in, or have any of these issues be addressed?
10:45:01 AM [Visitor] Okay, from what I am understanding Hcjfs will ONLY be the ones processing the vouchers, validating, and enrolling after we enter a contract with Odjfs
10:48:32 AM [Amy Story] Regarding your first question, I am unable to answer specific questions at this time. More details will come after ODJFS selects a time and attendance (swipe card) system vendor. Regarding the second, Hamilton County providers will continue to use the voucher bill payment system and follow voucher billing deadlines until Hamilton County implements the eligibility and authorization system in the fall of 2010. Providers must adhere to voucher bill payment guidelines, even though they will be paid by and have an agreement with ODJFS.
10:43:11 AM [Visitor] If you have children in multiple sites will parents be provided multiple cards for each site?
10:44:43 AM [Amy Story] Details like these will be worked out after ODJFS selects the time and attendance (swipe card) vendor and begins planning for implementation.
10:09:21 AM [Visitor] When the card swiping starts. What about school age children?
10:09:48 AM [Visitor] Before and after school
10:10:40 AM [Visitor] Children come in the morning and afternoon, how will we be able to swipe the cards if the parents have cards?
10:14:50 AM [Visitor] When the once a month checks begin in May will we not receive a check in April?
10:24:17 AM [Visitor] Children come in the morning and afternoon, how will we be able to swipe the cards if the parents have cards? or Do parents get more than one card when they have more than one child?
10:39:52 AM [Amy Story] Regarding the time and attendance system (swipe card), we cannot answer specific questions at this time. ODJFS is selecting the vendor for this system and implementation is not scheduled until the fall of 2010. Regarding payment, we believe the last HCJFS check date will be 4/29/10. Payments from ODJFS will begin in June. We hope to provide the specific date in June for the first ODJFS pay and ongoing ODJFS pay dates at the Provider Forum. Information shared at the Forum will also be posted to www.hcjfs.org.
10:31:12 AM [Visitor] If a parent swipes their card and is determined to be ineligible, what will the Center be expected to do? How will absent/sick days be tracked?
10:36:49 AM [Amy Story] Without knowing the specific time and attendance technology being implemented, we cannot answer your question at this time. We hope to rely on the chosen vendor's experience in using this technology with child care programs in other states. ODJFS has acknowledged the need for flexibility with school-aged children and in situations where multiple parties may drop off and pick up the child. Watch for further details as we implement the time and attendance system in the fall of 2010.
10:24:54 AM [Visitor] How will the state be informed of changes of parents' schedules? Many of them change weekly, if not more often.
10:34:28 AM [Amy Story] Parents will continue to provide scheduling updates to their assigned worker at HCJFS. The worker will authorize the hours of care based on the parents' verification. The HCJFS worker will update the hours of care locally and that information will be transmitted to ODJFS electronically.
10:25:29 AM [Visitor] the swipe card that is given to the parent, how would a schoolage child be signed in if they are coming directly after school from the school bus. should the card be left with the child? how do i join the union?
10:31:53 AM [Amy Story] As for your first question, we hope to rely on the chosen vendors experience in using this technology with child care programs in other states. ODJFS has acknowledged the need for flexibility with school-aged children and in situations where multiple parties may drop off and pick up the child. Watch for further details as we implement the time and attendance system in the fall of 2010. As for the second question, you need to contact the union: http://www.hcjfs.hamilton-co.org/TodayatHCJFS/2009/12/AFSCME_Child_Care_Newsletter%2012-09.pdf
10:19:17 AM [Visitor] Will Reps. from state and union be attending meeting on Feb. 17th so questions can be directly ask to them?
10:23:26 AM [Joyce] Can all account information be given to ODJFS and also Provider fee rate information HCJFS already have on file ?
10:27:34 AM [Amy Story] We have invited both ODJFS and AFSCME to speak at our Feb. 17 Forum. AFSCME has committed to send a representative. As for your second question, Providers must complete an agreement with ODJFS, and report their banking and rate information to ODJFS via a provider portal. HCJFS cannot access the provider portal on the provider’s behalf. ODJFS security requires the provider to access the portal directly via the internet.
10:15:32 AM [Visitor] What part of the month are you going to start paying us? 1st, 15th or 30th?
10:21:33 AM [Delvon] What is the date of the last BI-WEEKLY payroll before the monthly payroll starts?? I am sure there will be a lapse somewhere..
10:24:28 AM [Amy Story] At present, we believe the last HCJFS check date will be 4/29/10. Payments from ODJFS will begin in June. We hope to provide the specific date in June for the first ODJFS pay and ongoing ODJFS pay dates at the Provider Forum. Information shared at the Forum will also be posted to www.hcjfs.org.
10:11:28 AM [Visitor] what are the benefits if any of being in the union and do we have a choice
10:12:47 AM [Visitor] Many of the information that I have read states that we, providers will sign an agreement not a contract, in one of the letters it referred to us as employees, will we, in the future become employees instead of contracted out
10:18:59 AM [Amy Story] No. There is no plan to make providers state or county employees. The agreement you make via the Provider Portal with ODJFS is similar to the contract you signed with Hamilton County. It contains provider rate information and your obligations as a provider.
10:10:41 AM [Robin] Will there still be paper vouchers? Will we need sign-in sheets?
10:17:10 AM [Amy Story] Hamilton County will continue using paper vouchers until the ODJFS time and attendance (swipe card) is available and we are using the eligibility and authorization system (EA). We believe these systems will be implemented in Hamilton County in the fall of 2010. Until advised otherwise, providers must maintain sign-in sheets.
10:11:02 AM [Visitor] The 2/1/10 letter from HCJFS says that "a detailed report will be sent to each provider to track all payments made per child/per family." Are we going to receive the same thing we're getting now in the way of "recap" sheets or will it have a different format or even be electronic instead of hardcopy?
10:14:30 AM [Amy Story] The detailed report from ODJFS will provide payment information for each child in care. The recap sheet you currently receive is specific to Hamilton County, so the format will be different. I'm not certain whether the report will be hard copy or electronic.
10:09:52 AM [Visitor] You didn't answer my question!! What is the minimum that a provider needs to answer in order for the union dues to be deducted? Let's say I only make 200.00 in April. Are they still going to deduct the $25.00?
10:11:14 AM [Amy Story] Yes, it's $25 monthly no matter how much you make. They will not make the $25 deduction unless you make at least $25.
10:06:01 AM [Visitor] what is the minimun that will need to be made a month in order for union dues to be deducted? What if I make more the next month, will 2 monthes of dues be taken out then?
10:06:53 AM [Amy Story] Please see answer to second question from the bottom. Monthly Union dues are $25.
10:01:47 AM [BJ Williams] Will there be anything pertaining to taxes being withheld and/or health insurance benefits being offered now or in the near future within the union?
Note: There will not be child care available at the Feb. 17 forum.
To get us started, here are some questions from our survey. If you haven't participated, please CLICK HERE
Q. I would like to know if we have to renew our contracts again? Also WILL they cut our salaries again (which would NOT be right we should get a raise)?
A. Depending on the expiration date of your current contract with HCJFS, you may not need to renew your HCJFS contract. Your Home Provider Specialist will advise you regarding your need to renew or amend your contract with HCJFS. To our knowledge, there are no plans to cut provider salaries. ODJFS bases reimbursement rates on the market rate survey. There may be changes when the next market rate survey is completed.
Q. Will we have someone we can report about our Home Specialist if they are not doing their jobs? This would be a nice option.
A. If you have concerns about your Hamilton county Home Provider Specialist, you may contact 946-1800 and ask to speak to their manager.
Q. If Hamilton County already has the information to our banking accounts, why do we have to submit this information again? Why can't this information be transferred to the new system?
A. Soon, Child Care payments will be issued by ODJFS. Providers must complete an agreement with ODJFS, and report their banking and rate information to ODJFS via a provider portal. HCJFS cannot access the provider portal on the provider’s behalf. ODJFS security requires the provider to access the portal directly via the internet.
ODJFS Q&A
These are questions asked-of and answered by ODJFS...
Q. Can providers be paid more than 1 time a month?
A. If the CDJFS is not on the Eligibility and Authorization System the providers can only be reimbursed monthly because the rosters are being used. Once the CDJFS is on the EA system the providers can be paid as frequently as weekly. (Hamilton County caveat: We will likely not be on the authorization and eligibility system until the fall of 2010 and will evaluate changing the frequency of pay from monthly at that time.)
Q. Can I send my provider agreement to the state or do I have to use the provider portal on the internet to complete the agreement?
A. The provider portal must be used to enter into a provider agreement with the state. Copies of all three forms can be viewed and printed, once submitted. The forms will show that they were electronically signed. (Hamilton County caveat: We plan to provide limited support to Hamilton County providers as they receive portal access and instructions. Watch for updates in the mail and on www.hcjfs.org.)
Q. How often will the providers be permitted to change their rates?
A. As a business, a provider can make changes as often as they want. If a change is made mid-week, the change will not go into effect until the following Sunday.
Q. Are the union deductions and fair share fees going to be handled at the state level? Also, what happens if the provider’s payment does not meet or exceed the amount of the deduction?
A. The system at the state level will take out the deductions for the union. The state is not going to track these deductions. The unions will track this and send the state the appropriate amounts to deduct from the payments. This will be the same for garnishments, etc. If there is not enough payment to the provider to cover the deduction, nothing will be deducted. The responsible organization will track that and then inform the state the next month what needs to be deducted to include all amounts that were not deducted previously.
Q. What happens with the swipe card system when a parent forgets to sign in or out? How do the school children that I drop off at school get signed out with the swipe card? A. Parents will have the option of using the swipe card for up to 10 days after the date in question to retroactively add this information.
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