Provider Portal User Guide
Contents
1. e If you forget your password click on the Reset Password link 2 4 Resetting your Password e Select the reset password link on the bottom left hand side of the login window e Enter your user name e mail e Enter your provider ID This is either your EIN Employer Identification Number or SSN Social Security Number which can both be found on your W 9 form e Enter your provider extension This information can be found on attendance sheets If you do not know this information please contact your Coalition system specialist e Create a new password Passwords are required to be at least 7 characters in length They must contain characters from 3 of the following 4 categories o Upper case letters o Lower case letters o Numbers 0 9 and o Non alphanumeric characters such as S One example would be ABC123 e Remember passwords are case sensitive e Re enter your password e Review the information for accuracy e Select the blue Reset Password button at the bottom of the window Provider Portal User Guide 3 0 Agreement Applications 3 1 The Home Screen The Home Screen can be accessed at any time by clicking the Home button at the top of your screen Select Agreement Type Window e In this window you will see an icon for each type of application o School Readiness o CSC Scholarship o Voluntary Pre Kindergarten Downloadable Documents Window e This window contains supporting documents for providers2. Enter the Name of the Child Care Business 11 Select a title Please note Only an Owner Director or Select one First Name Authorized Representative of the childcare site can create a Login Account Last Name 12 Enter your first name Phone Number 13 Enter your last name 14 Enter your phone number Email address to be used for communications by the Coalition 15 Enter your e mail address to be used by the Coalition for future communication Enter a Security Question and Answer to be used in case of password reset 16 Enter a security question You can use any question It is recommended you use a question that ONLY you will be able to answer Security Question Create your own Security Question Answer 17 Enter the answer for your security question Do not register again if you have previously used the site Use the reset password link in the Login panel if you need to reset your password 18 Select the blue Create Account button Review all the information for accuracy User accounts can only be created one time CREATE ACCOUNT Provider Portal User Guide 2 3 Logging in e Type your username e mail into the Username box e Type your password into the Password box e For security reasons if an incorrect Password is entered too many times in a row you will be locked out of the Portal If a lockout occurs you will need to contact your Coalitionsystem specialist
3. Helpful Information Links Window e This window has links to other web pages that are useful to providers 3 2 New School Readiness CSC Scholarship Agreement For the School Readiness and CSC Scholarship Agreement applications follow the same procedure after accessing the corresponding agreement type e Start on the Home Screen e Select the School Readiness CSC Scholarship icon e This will bring you to the School Readiness CSC Scholarship Dashboard e Select New School Readiness CSC Scholarship 2014 2015 Agreement e A window will appear and ask you to verify that this is the agreement you wish to create e Select Yes e This will bring you to the Agreement Details screen e The Agreement status will say Creating e Under FORM select School Readiness CSC Scholarship 2014 2015 e This will bring you to the first tab in the application e Tab 1 License info The information you will enter in this tab will be based on licensing requirements e Tabs 2 and 3 captures your accreditation and Gold Seal information Provider Portal User Guide Tab four curriculum licensed capacity and vacancy information Tab five the setting and the environment of your facility Tab six any additional fees your program charges Tab seven provision of meals and other facility information Tab eight rate sheet these are the rates you charge the public As a reminder the Coalitioncannot pay more than its maximum rate
4. Tab nine information about your program s operating hours and schedule Tab ten extra services you may provide and for staff education Tab eleven additional information including financial assistance and transportation Tab twelve holidays This tab has 6 pre populated designated holidays Also if applicable it has room for up to 6 additional reimbursed floating holidays Non reimbursable closures are also entered here Tab 13 insurance information general liability which is required And auto and worker s compensation if applicable Tab 14 electronic signature Prior to entering your electronic signature please view the printable form for accuracy Then review the contract terms and conditions Once you have read the electronic signature statement click the acknowledgement box In the Signature of Authorized representative field please enter your first and last name Enter your title and then the date Scroll to the top of the screen and select Save and Close This will bring you back to the Agreement Detail Screen The Agreement Status still says Creating you will see a gray button titled Submit Agreement Select the Submit Agreement button In the Submit Confirmation window select Yes The Agreement Status will change to Submitted Provider Portal User Guide e Asareminder your contract is not fully executed until the Agreement Status says Certified 3
5. the yellow button next to the OEL VPK 11A form e This will open a new OEL VPK 11A form Provider Portal User Guide Next Click OEL VPK 11B The VPK 11B form records all of your VPK Class Calendars Before signing the form please read the electronic signature statement then click the By Electronic Signature box When you are finished select the Save Changes button If any fields were missed a window will be displayed asking you to complete the required fields This will bring you back to the Agreement Details Screen If you need more room on your VPK 11B click the yellow button next to the OEL VPK 11B form This will open a new OEL VPK 11B form Next click OEL VPK 20 The VPK 20 form is your State of Florida Voluntary Pre Kindergarten Education Program Statewide Provider Agreement Before signing the form please read the document fully then click the By Electronic Signature box When you are finished select the Save Changes button If any fields were missed a window will be displayed asking you to complete the required fields This will bring you back to the Agreement Details Screen Next click VPK Guidelines This document outlines the procedures for making changes to your VPK program Before signing the form please read the document fully When you are finished select the Save Changes button If any fields were missed a window will be displayed asking you to complete the required fields This will bring you back to the A
6. 3 New Voluntary Pre Kindergarten Agreement e Start on the Home Screen e Select the icon that says VPK e This will bring you to the VPK Dashboard e Select New VPK Fall 2014 2015 Agreement e Awindow will appear and ask you to verify that this is the agreement you wish to create e Select Yes e This will bring you to the Agreement Details screen e Scroll down to Agreement status which should say Creating e Under FORM you will see 5 forms e n order to submit your application you must complete all 5 forms e First Click OEL VPK 10 e This will open a fill able VPK 10 form e The VPK 10 form is for licensing and director requirements e Before signing the form please read the electronic signature statement then click the By Electronic Signature box e When you are finished select the Save Changes button e If any fields were missed a window will be displayed asking you to complete the required fields e This will bring you back to the Agreement Details Screen e Next click OEL VPK 11A e The VPK 11A form is for instructor credentials e Before signing the form please read the electronic signature statement then click the By Electronic Signature box e When you are finished select the Save Changes button e If any fields were missed a window will be displayed asking you to complete the required fields e This will bring you back to the Agreement Details Screen e If you need more room on your VPK 11A click
7. Provider Portal User Guide Early Learning Coalition of Palm Beach County Ready to Learn Ready for Life Welcome to the Palm Beach Provider Web Portal The Palm Beach Provider Portal allows childcare providers with internet access the ability to submit their application for a School Readiness Children Services Council Scholarship or Voluntary Prekindergarten agreement online The information for each provider is secure and viewable only by entering your User ID and password The Palm Beach Provider Portal is managed by the Early Learning Coalition of Palm Beach County Please contact your Coalition System Specialists listed below for any questions and assistance Tamara Liddie Providers A F Barbara Amezquita Providers G o 561 214 7444 561 214 7420 Tamara Liddie elcpalmbeach org Barbara Amezquita elcpalmbeach org Jonathan Geasey Providers P z Claudia Calitto school amp Head Start Sites 561 214 7440 561 214 7428 Jonathan Geasey elcpalmbeach org Claudia Calitto elcpalmbeach org If you are a Home Care Provider your System Specialist is designated by your last name If you are a child care center your System Specialist is designated by your first name of your license Provider Portal User Guide Early Learning Coalition of Palm Beach County Ready to Learn Ready for Life USER MANUAL FOR THE PALM BEACH CHILD CARE PROVIDER PORTAL Created April 24 2014 Funded by a Children s Early Learning ae
8. as LEARN EARLY LEARN FOR LIFE Healthy Safe Strong Provider Portal User Guide 1 0 INTRODUCTION This user guide provides information about the features and use of the screens on the Palm Beach Child Care Provider Portal referred to as the Provider Portal 1 1 About This Guide Purpose This user guide provides a basic description of the use and features of screens used in the Portal Use of this Guide This user guide provides step by step instructions for site navigation It provides detailed screen information and instructions for accessing and completing screens needed to submit a childcare agreement application Graphics The graphic illustrations in this guide are screen captures that show all of the provider portal screens required to submit a childcare agreement application The entries seen in the illustrations in this guide are not actual provider data 1 2 About the Palm Beach Child Care Provider Portal The Provider Portal is an online web based application designed for providers to create and submit their childcare agreement application s online It also allows the provider to upload documents required to support their agreement application s All the screens on the Provider Portal use drop down menus and point and click techniques to provide an easy to use method for providers Provider Portal User Guide 2 0 PROVIDER PORTAL BASIC INFORMATION 2 1 Accessing the Provider Portal The provider must hav
9. e access to the internet in order to use the Provider Portal Once connected to the internet please follow the steps below 1 Open your internet or web browser i e Internet Explorer Google Chrome Firefox etc 2 Type the Provider Portal web address into the URL bar at the top of the screen providers elcpalmbeach org providers elcpalmbeach org f 5 Early Learning Coalition of Palm Beach County Ready to Learn Ready for Life PROVIDER PORTAL 3 Press the Enter key The website opens at the Login Screen There is a second method to access the provider portal Follow the steps below for the alternative method 1 Open your internet or web browser i e Internet Explorer Google Chrome Firefox etc 2 Type the Early Learning Coalitionof Palm Beach County s web address into the URL bar at the top of the screen http www elcpalmbeach org amp wwwelcpalmbeach org 3 Press the Enter key 4 Click on the blue Provider Portal tab at the top of the screen PROVIDER PORTAL M 5 This will open the portal website at the login screen Provider Portal User Guide 2 2 Creating an Account If this is the first time accessing the portal you must create a User Name and Password The following are step by step instructions for creating a new account CREATE ACCOUNT o 1 Open the portal login screen e providers elcpalmbeach org 2 On the right side of the screen find Cr
10. eate Account Username email 3 Enter User Name email address 4 Re enter your User Name Re enter Username 5 Create a password Passwords are required to be at least 7 characters in length They must contain characters from 3 of the following 4 categories Upper case letters Lower case letters Numbers 0 9 and Non alphanumeric characters such as Remember passwords are case sensitive The following information will be used Re Reenter your password to verify your Provider status Provider Id Free email address are available through Yahoo or Google Password Re enter Password 7 Enter your provider ID This is either your EIN Employer Identification Number or SSN Social Security Number which can both be found on your W 9 form Provider Extension 8 Enter your provider extension This information can be found on your attendance sheets If you do not know this information please contact your Coalition System Specialist Provider Portal User Guide Attestation The undersigned represents and 9 Below the provider extension you will see an warrants that he she has full and complete authority attestation which states The undersigned to access and submit information on behalf of the represents and warrants that he she has full entity listed below and complete authority to access and submit Name of the Child Care Business information on behalf of the entity listed below Title 10
11. greement Details Screen You will notice that the Agreement Status is still Creating but now you will be able to see a gray button Submit Agreement Select the Submit Agreement button In the submit confirmation window select yes The Agreement Status will now change to Submitted As areminder your contract is not fully executed until the Agreement Status says certified Provider Portal User Guide 3 4 Uploading Documents e There are two ways to upload documents into the document library o Click Add New Document Click Choose File to select the file from your computer Select a folder using the Select Category drop down menu Enter a description Enter an expiration date Click Upload Document o Select the desired folder by clicking on the name of the folder Click Add New Document Click Choose File to select the file from your computer Enter a description Enter an expiration date Click Upload Document To change folders in this method use the Select Folder drop down menu To return to the SR Dashboard click the SR Dashboard link 3 5 Accessing an Agreement in Creating mode or Submitted mode e From your home screen click the desired agreement icon SR CSC VPK e The status of your agreement will be displayed e fan agreement is in Creating mode or Submitted mode you can still make changes to it e You can ALWAYS upl
12. oad documents into the document library e Click View the Agreement Details e Click School Readiness CSC VPK 2014 2015 e Click on the page you wish to make changes to e Click Edit Form to begin editing information on the page e If you do not wish to save the changes click Cancel Edit e To save the new information either click Save Form or just click on a different page e Close the form by clicking Close on the signature page 10 Provider Portal User Guide 3 6 Agreement Status Definitions e Creating Provider is in the process of completing an initial application e Submitted Provider has submitted the agreement to the Coalitionfor review e Reviewing Coalitionis reviewing the agreement provider can no longer make changes e Reviewed Coalition s review found no errors or missing information on its initial review and is sent for certification e Rejected Coalition s review found errors or missing information and sent the application back to the provider for editing e Certified Agreement has been certified and executed by the coalition e Documents can be uploaded into the document library during any status of the agreement Including after the agreement has been certified 3 7 Flow Chart e Provider creates an agreement e Provider submits agreement e Coalitionreviews agreement provider can no longer make changes e Coalitionaccepts for certification or rejects the agreement back
13. to the provider o If rejected the provider makes changes and re submits e Ifthe application is complete it will be certified e Ifthe application is not complete it will either go back to the provider for re submission or continue to be reviewed by the coalition o Once the agreement is complete it will be certified 11
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