Private Child Care Tracking System ( Child Placing)

1. Private Child CareTracking System(Child Placing) Division of Administration and Financial Management Teri Mason 275 E. Main Street 3 W-C Frankfort, KY 40621 502/564-3427 ext. 3822 Fax 502/564-0328 teri.mason@ky.gov

2. Signing into PCC • Logging into the PCC Tracking Module • To access the PCC Tracking module you must enter the web address into your browser (copy and paste and save to favorites): https://prd.chfs.ky.gov/portalrequest/Login.aspx?chfsapp=PCCTracking • To log into the PCC Tracking module you must first complete the security portal information. CHFS - PCC Training Guide

3. Log In Successful • Click the Yes, I Accept radio button to accept the usage terms and conditions. If you click the No, I Decline radio button you cannot log into the application. • Click the Sign In button or the Enter key on the computer keyboard to complete the sign in process. CHFS - PCC Training Guide

4. Resetting Password • Passwords must be reset every 30 days. Seven days before the password expiration date, the PCC application notifies you when you log in that your password must be changed. If you do not change your password in the allotted time period, you are locked out of the application. (You will be locked out even if you did not log into the application during the seven-day period, and were unaware of the coming expiration date.) CHFS - PCC Training Guide

5. Reset Password CHFS - PCC Training Guide

6. Assign Location Work Basket • The Assign Location enables users to assign the foster home of a child placement. This action removes the child from the work basket and allows the worker to assign the foster home. • Click the Assign Location in the Work Basket navigational menu. CHFS - PCC Training Guide

7. Assign Location CHFS - PCC Training Guide

8. Move Details • Search for the Foster Home or Independent Living Location CHFS - PCC Training Guide

9. Foster Home Location • Add New Foster Home CHFS - PCC Training Guide

10. Caregiver Details • Add New Caregiver CHFS - PCC Training Guide

11. Foster Home Details • Save the Foster Home CHFS - PCC Training Guide

12. Foster Home Location Search • Assign Child to Foster Home Placement CHFS - PCC Training Guide

13. Assign Location • Enter Date of Placement and Save CHFS - PCC Training Guide

14. Location Summary CHFS - PCC Training Guide

15. Move Notification • A Move Notification should be recorded as an alert to notify that the child is moving CHFS - PCC Training Guide

16. Move Notification - Details • Enter the Notification Details of Anticipated Move CHFS - PCC Training Guide

17. Suggested Move Types CHFS - PCC Training Guide

18. Suggested Move Reasons CHFS - PCC Training Guide

19. Report Move • Use Report Move to record the actual move CHFS - PCC Training Guide

20. Report Move - Details • Enter the Move Details of the Report Move CHFS - PCC Training Guide

21. Independent Living Search • Search for Independent Living Locations CHFS - PCC Training Guide

22. Report TLC CHFS - PCC Training Guide

23. End TLC CHFS - PCC Training Guide

24. Entering Visits • All visits to children in an OOHC placement must be recorded in the PCC Tracking module. The number of visits made to a child and the number of visits made to the child’s home (placement) are submitted to the federal government as part of the data required to secure federal IV-B funding. Case workers are non-compliant if they fail to make the monthly visit: non-compliance jeopardizes the federal IV-B funds allotted for Kentucky by the federal government. CHFS - PCC Training Guide

25. Adding a Visit • Use the PCC Tracking module to record each visit made to a child in an OOHC placement. When you record a visit in the PCC Tracking module, it is also recorded in the TWIST database so that the DCBS case worker can see it. Confirm that a child in a child-caring placement is actually located at that placement before you record any visits. CHFS - PCC Training Guide

26. Visits • Begin the process by searching for the licensed program that the child is assigned to. • Then click Visits in the navigational menu. CHFS - PCC Training Guide

27. Select the Child Visited • Click the Name link of the child who received the visit you are recording to open the Child Visits page. CHFS - PCC Training Guide

28. Children • The PCC Tracking module automatically lists all the children placed with the selected licensed program. Children are listed by visit dates which are organized chronologically from most distant to most recent. Children who have not been visited are listed at the top of the Visits grid. • The licensed program’s placement list may include children who have been moved out of the PCC; you have until the end of the month following the month in which the move was recorded (in either TWIST or PCC) to enter any visits occurring which the child was in this placement. CHFS - PCC Training Guide

29. Child Visit Detail CHFS - PCC Training Guide

30. Visit – Location Selection • Select the appropriate visit location option from the Location drop-down menu. CHFS - PCC Training Guide

31. Worker/Visit Purpose • Enter the name of the pcc worker who visited the child in the First Name and Last Name text boxes. Click the check box next to the appropriate choice in the Purpose selection box to indicate the purpose of the visit. You may select more than one purpose option if necessary. CHFS - PCC Training Guide

32. Service Activity • Click the check box next to the appropriate choice in the Service Activity selection box to indicate the reason for the visit. You may select more than one service activity if necessary. Add a description of the service activity in the free-form text box. You can enter a maximum of 10,000 characters. Click the Save button to save the visit information. Then click the Yes option to confirm the saved visit. CHFS - PCC Training Guide

33. Informational Ticklers • When you have recorded the visit, the PCC Tracking module creates and sends an informational tickler for the DCBS case manager. (Expired ticklers are removed from the DCBS case manager’s tickler list once a month; all ticklers that are more than 30 days old are automatically removed.) CHFS - PCC Training Guide

34. TWIST Contact Summary • The TWIST user can see any visit information entered by the PCC user in the Contact Summary grid in the TWIST system. CHFS - PCC Training Guide

35. Visit – i-twist • PCC USER displays in i-twist that a Visit is entered by the PCC Worker CHFS - PCC Training Guide

36. Editing a Visit • You can edit recorded visit information on the day on which it was entered into the PCC Tracking module only. You must complete your edits before 11:59 p.m. of that day; after that time, all material is closed for editing. CHFS - PCC Training Guide

37. Locating the Visit • Click the Visits link in the navigational menu. • Select the appropriate program option from the Licensed Program drop-down menu. CHFS - PCC Training Guide

38. Child Visit - Edit • Click the Name link of the child who received the visit you are recording to open the Child Visits page. The PCC Tracking module automatically lists all the children assigned to the selected licensed program. CHFS - PCC Training Guide

39. Rules on Child Visit Editing • Make the necessary changes to the visit record. You can edit any part of the visit other than the Child’s Name field. • Date of Visit (date the visit actually occurred) • Location (location of visit) • First Name (case worker making the visit) • Last Name (case worker making the visit) • Purpose (purpose of visit—you can select more than one visit purpose when necessary) • Service Activity (reason for visit—you can select more than one service activity when necessary) • Description of Service Activity (up to 10,000 characters) CHFS - PCC Training Guide

40. Visit - • You can edit the visit as many times as necessary so long as the edits are completed by the end of the day (before 11:59 p.m.) on which they were entered into the PCC Tracking module. • Each time you save the edited visit record a tickler is sent to the TWIST system so that the DCBS case worker is informed of the case changes. CHFS - PCC Training Guide

41. TWIST Help Desk • If you have application issues that you cannot resolve, you can contact the TWIST help desk for assistance. • You can e-mail the help desk at: TWIST.Helpdesk@ky.gov • You can phone the help desk at: 866-231-0003, option 3. CHFS - PCC Training Guide

42. Reports • PCC Homes and Children Listing (WOO6) • PCC Scorecard Report by Licensed Program (w012) • PCC Scorecard Report by Parent Agency(w012) • Monthly Face to Face Detail Visits Scorecard (W13d) • Monthly Face to Face Summary Visits Scorecard (W13s) CHFS - PCC Training Guide