Add/Update DBA |
BCCD: Teams who are authorized to add or update provider "Doing Business As" information.
CCR&R/Site: Teams who are authorized to submit work items requests to BCCD to update DBA provider information. These teams will also be contacted by the BCCD team with questions about adding or updating provider Doing Business As.
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N/A |
A caseworker receives a phone call from a provider who is changing their DBA to another name.
A site has a need to change a DBA to another name.
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Manually generated by the caseworker when a provider submits a request to add or update their Doing Business As name. The CCR&R or Site creates a work item and assigns to BCCD to update the provider's DBA name. |
Normally a Center or a Licensed Home Provider. Center's often use this to define a location as they have multiple locations. |
Add/Update Provider Information |
BCCD and CCR&R/Site: Teams who are authorized to add or update Provider Information. This can include processing Provider Address Changes, Background Checks, Certifications, W9 forms, and other provider maintenance. |
N/A |
A Provider submits a Background Check Form (Form 3521 - 3524). A work item is created and routed to the CCR&R team who processes provider background checks. |
Automatically created when a 3455G Request for Child Care Provider Change, IL444-4339 - Request for Provider Address Change Information form or IL444-4194 (R-1-11) Authorization for Background Check, 3492C - SAMER (Site Administered Monthly Enrollment Report), or Email Agreement form is generated and sent to the provider. A user can also manually create this Work Item. |
When one the form is received back into CCMS, the document type and provider information from the form are available on the Validate Documents page. |
Additional Address |
BCCD: Teams who are authorized to add an additional Provider address.
CCR&R/Site: Teams who are authorized to submit additional address work items requests to BCCD. These teams will also be contacted by the BCCD team with questions about adding an additional Provider address.
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N/A |
A provider calls to alert a CCR&R they are adding a care location.
A site has a need to add an additional location.
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Manually generated and assigned to BCCD add the new location/address by a CCR&R or Site when a provider submits an additional address. |
Normally a Center as they have multiple locations. |
Application |
BCCD and CCR&R/Site: Teams who are authorized to process new Child Care Applications. |
N/A |
A new application (Form # 3455) for child care is submitted via the web, mail, fax, email, or in person. |
Automatically created by CCMS when an Application is validated on the Validate Documents page. An Application work item is created and routed to a CCR&R/Site team to process the task. A user can also manually create this Work Item. |
You must be in the context of an Application Work Item to create a new case. Information from the Application defaults to the corresponding pages in CCMS. |
Case Maintenance |
BCCD and CCR&R/Site: Teams who are authorized to receive case maintenance tasks. |
N/A |
Case Maintenance work items are work items initiated due to system data in CCMS. Examples include: A team parent turns 20 ; a duplicate case is found; a child turns 13. |
Automatically generated from system data. A case maintenance work item is created and routed to a CCR&R/Site team to process the task. A user can also manually create this Work Item. |
Often this is the same routing structure as Application Work Items. |
Change of Information |
BCCD and CCR&R/Site: Teams who are authorized to process Change of Information forms. |
N/A |
A Change of Information (Form #3527) is submitted to the CCR&R/Site by the client. A COI Work Item is created for the team to process the COI and possibility re-run eligibility on the case. |
Automatically created by CCMS when a Change of Information is generated for the client/provider. A user can also manually create this Work Item. |
When a COI form is received back into CCMS, the document type, county, case name/#, and provider #/type from the form are available on the Validate Documents page. |
Duplicate Case |
BCCD: Teams who are who are authorized to process cancellation requests for Duplicate Cases.
CCR&R/Site: Teams who are authorized to submit s work items requests to BCCD to cancel a duplicate case. These teams will also be contacted by the BCCD team with questions about duplicate cases.
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N/A |
A CCR&R/Site caseworker conducts a case search and learns of a duplicate case. |
Manually generated by the caseworker when a duplicate case is found in the system. Caseworker creates a Duplicate Case Work Item for BCCD to cancel one of the cases. |
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Redetermination |
BCCD and CCR&R/Site: Teams who are authorized to process Redeterminations. |
N/A |
A Rede (Form # 3455E) for a current child care is submitted via mail, fax, email, or in person. |
Automatically created by CCMS when a IL444-3455E - Child Care Redetermination is generated for the client. A work item is created and routed to the correct CCR&R/Site team. A user can also manually create this Work Item. |
When one the form is received back into CCMS, the document type, county, case name/#, and provider #/type from the form are available on the Validate Documents page.. |
Shared Case Application |
BCCD: Teams who are authorized to approve and process shared case applications
CCR&R/Site: Teams who are authorized to process new Child Care Applications for a shared case.
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N/A |
A new application (Form # 3455) for child care is submitted via the web, mail, fax, email, or in person. |
Automatically created when a user saves the Shared Case pop-up box, the application work item switches to become a Shared Case Work Item and is routed to the CCR&R/Site team who processes new applications. A user can also manually create this Work Item. |
If the creation is not approved, CCMS switches the work item back to an Application Work Item. |
Shared Case COI |
BCCD & CCR&R/Site: Teams who are authorized to process shared case COI forms. |
N/A |
A Change of Information (Form #3527) is submitted to the CCR&R/Site by the client. |
Automatically created by CCMS when a Change of Information for a shared case is generated and sent to the client. A user can also manually create this Work Item. |
When one the form is received back into CCMS, the document type, county, case name/#, and provider #/type from the form are available on the Validate Documents page.. |
Shared Case Redetermination |
BCCD: Teams who are authorized to approve and process shared case redeterminations.
CCR&R/Site: Teams who are authorized to process new Child Care redeterminations. for a shared case.
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N/A |
A Rede (Form # 3455E) for a current child care is submitted via mail, fax, email, or in person. A work item is created and routed to the CCR&R/Site team who processes redeterminations. |
Automatically created by CCMS when a IL444-3455E - Child Care Redetermination is generated for a shared case. A user can also manually create this Work Item. |
When one the form is received back into CCMS, the document type, county, case name/#, and provider #/type from the form are available on the Validate Documents page. |
Transfer |
BCCD and CCR&R/Site: Teams who are authorized to transfer cases and complete the case transfer process. |
N/A |
A client moves to new city and informs the current CCR&R/Site. |
Manually generated to transfer the case to a new CCR&R/Site. |
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Validate Document |
BCCD and CCR&R/Site: Teams who are authorized to validate incoming documents to select/update the form type and enter any other applicable information to the document. |
N/A |
A new document is scanned into CCMS. |
Automatically created by CCMS when a document is scanned, faxed, emailed, or submitted online to CCMS. The Work Item is assigned to the document validation team. A user can also manually create this Work Item. |
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