Page 30

Child Care Subsidy Provider Handbook 30 Provider Authorization To receive payment for subsidy families, providers must obtain a Provider Authorization. Parents/caregivers may be required to pay a portion of the monthly cost of care, which is referred to as a family fee. Other terms used for this contribution include sliding fee, customer obligation and co-pay. Family Fee How much a parent/caregiver must pay is determined by their household income and is shown on the authorization. The family fee is considered the first dollar portion of the cost of care. The family fee is deducted from the total cost of care before the DHHS portion is determined. Here are two examples: • If the total cost of care is $250/month, and the parent/caregiver is responsible for $100, the subsidy payment would be $150. » $250 - $100 = $150 subsidy payment • If the total cost of care is $100/month, and the parent/caregiver is responsible for $100, the subsidy payment would be $0. » $100 - $100 = $0 subsidy payment » In this case, a claim would need to be submitted via the Provider Portal showing no DHHS charge, and verifying that a family fee was collected. Note: It is important to document that the family fee was collected each month. There may be a cooperative agreement between the provider and parent/caregiver regarding the specific timing of when this fee is paid during the month. Authorization Period All authorizations have a beginning and ending date that defines the time period within which you may bill. The “from date” defines the beginning of service for a family while the “through date” indicates the length in days of service provided beginning with the “from date.” You will not be paid for care provided past the “through” date or before the “from” date of the authorization period. Authorization Types There are several types of authorization you might receive. At some point in provider service, you will get one of three types of authorization: Provider Authorization, Provider Authorization Update or Notice of Discontinued Service Authorizations. Provider Authorization A Provider Authorization serves as a legal document giving you permission to provide service(s) and to bill DHHS. This form is completed by a Social Services Worker (SSW). Provider Authorization Update A Provider Authorization Update serves as a legal document for updating the terms of service. • You may notice an increase in rates or an increase in units. • The service authorization number only changes when a new authorization is created. Provider Notice of Discontinued Service Authorizations A Notice of Discontinued Service Authorizations serves as a legal document voiding any previous authorization. • This notice informs the provider that the “through date” from the Provider Authorization or Authorization Notice Update has changed to an earlier date. • If an authorization is ended before the expiration date, you will receive a Discontinued Service Notice. • If the authorization ends on its authorized end date, you will not receive a Discontinued Service Notice. It is important to periodically check and track authorized periods for this reason. • Payment for any child care provided to that family after the date on the notice will be the family’s responsibility. • Questions regarding this notice should be directed to ACCESSNebraska or the SSW whose name and phone number appear on the letter. Note: Providers should sign up for notifications in the portal to receive notifications of when these updates are received. Authorizations updates come through the portal, not the mail. Multiple Authorizations You may receive multiple authorizations for one family depending on the age of the child(ren)*. • Children are categorized by age: » Infant (0 to 18 months) » Toddler (18 months to 3 years) » Preschool (3 years to not in school) » School age (kindergarten and above) * Note: The age range of the children will determine which category they fall under and how many authorizations you receive.