Page 122

Page 116 Iowa Department of Health and Human Services Employees’ Manual Processing Claims Title 13: Social Service Resources Chapter G: Child Care Assistance June 14, 2024 Provider Billing Instructions When a provider uses form 470-4534, both the provider and parent must sign the form before the provider submits it for payment. Specific instructions for the completion of form 470-4534 are included in 6-Appendix. The provider must retain signed attendance documentation for five years. EXCEPTION: Attendance may be submitted on form 470-4534 for payment without a parent signature if the provider is unable to obtain the parent’s signature on an attendance sheet. The provider must attach a note explaining why the signature is missing. Process the claim as usual and attempt to obtain the parent’s signature on the attendance sheet. If you cannot obtain a signature, send a Notice of Decision: Child Care to terminate the parent’s CCA eligibility. You may also establish an overpayment. To reduce errors on paper attendance forms, share the following instructions regarding completion of the form with the provider: ▪ Each time-in entry must have a corresponding time-out entry. ▪ The time-out must be greater than the time-in. ▪ “Absent” should only be marked when the child is scheduled to be in care that day but does not attend. ▪ Don’t forget to mark the “AM” or “PM” for each time-in and time-out. ▪ Both the provider and parent must sign the form. ▪ For care provided past midnight, the time-out must be 12:00 AM and the next day time-in must be 12:00 AM. Returning Attendance Forms Policy: When a provider submits form 470-4534 Child Care Assistance Billing/Attendance, to the Department, the document must be scanned. If the form cannot be scanned because it is incomplete or filled out incorrectly, it must be returned to the provider for corrections within five business days of receipt. The provider must submit a new, or corrected, attendance sheet to request payment for services. The Department may not make corrections to the attendance form, with the exception of removing stray marks from the scanned image so that the data can be read and sent to KinderTrack. Procedure: When form 470-4534 cannot be scanned because it needs corrections or is missing signatures, return the form to the provider along with form 470-4469 or 470- 4469(S), Child Care Claim Cover Letter. The Child Care Claim Cover Letter explains that the time and attendance can’t be processed and what corrections are needed.