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Once all of the applicable appeal and Request for Payment forms submission timeframes are passed, and it is determined the facility will not reopen, their VCN is deactivated. The emergency suspension is effective immediately, for a period of time necessary to complete a thorough investigation and issue a final determination.

4350 CHILD CARE ASSISTANCE PROGRAMPROVIDER NOTICE AND DOCUMENTATION DISTRIBUTION AND RETENTION REQUIREMENTS Documenting interactions with providers and tracking information needed and received allow staff to understand the provider’s situation. Integrated Child Care Information System (ICCIS) case notes are used to document all actions taken on a provider’s case including notices sent, information provided, and other situations that will help explain a provider’s circumstances. Notices issued regarding actions taken by the Designee or requirements of the provider for participation must be sent following either timely or adequate timeframes. See section 4000-7 Timely and Adequate Notice. ICCIS case notes are to be clearly written in a neutral voice without judgment. Only Child Care Assistance Policies and Procedures Manual approved acronyms are to be used. See Acronyms and Abbreviations within the Child Care Assistance Program Addendum. Actions taken are to be documented in ICCIS case notes at the time they are completed or no later than the end of the following business day. If the case note is not entered the same day, the date of the contact or action taken is to be included in the body of the case note.

The Designee is to use standardized case note entries for specific actions. When documenting a specific action including the issuance of a notice in ICCIS, the notice information may be included in the standardized case note. The body of the case note must include the notice title, requirements of the provider, and any due date. The Designee is to use these templates for documenting those actions in ICCIS.

If not included in a standardized case note, notices issued must be documented in an ICCIS case note using the name of the notice as the subject heading, and the body of the case note should include a brief description of what is being required of the provider, when the information is due, and/or the action being taken.