How does the download program work? 


If your staff adds the DCS number to the Person record for ALL day care clients, the conversion program will check before it ADDS a Person record and will not add a Person if one already exists with that DCS Number. You would not have to be concerned about duplicates – assuming that your staff types the correct DCS number for ALL clients.

No, the conversion program will not create a Person record for Vendors in your county. Yes, you can go ahead and have your staff add Persons for all your day care vendors. No, you do not need to be concerned about duplicates because the conversion program is not going to add Person records -- your staff will link the Vendor to a Person after the conversion program builds the Vendor.

Sorry, I was not clear the first time.

Casey


Donna Spry wrote:

Please clarify. Do I need to have my day care staff go in over the next
few weeks and add DCS numbers to the person screen of all the children
that already have a person screen but doesn't contain a DCS #, If I do
this, I don't have to be concerned with duplicates. Is this statement
correct?

Since the download creates vendor files, does it also create person
files for the vendor if there is not one already? Do we need to be
creating person files for the vendors or wait on the download. Do I
need to be concerned with duplicates of persons with the download of
vendors?

-----Original Message-----
From: Casey [SMTP:casey@coxandcompany.com]
Sent: Wednesday, October 06, 1999 3:31 PM
To: Donna Spry

How does the Day Care download work?


QUESTION
I am also confused regarding the download from the state, how it will
work, and when it will be available.

Since we are using the reception module and building families I feel
most of our day care clients are already setup as persons. If we
download from the state, duplicate person numbers will be created,
right? We do not want to take the chance on duplicating people because
of a name spelled differently, birth date or social security number not
matching completely. We would prefer to enter all the information
manually than to have this happen.

I need to know what is actually involved in entering all the information
manually in case we need to do this. I know we would need to setup a
person screen, if not already, for each client and vendor. Each
vendor would need to be setup as a vendor and all our existing
applications would need to be entered.

What else would we need to do and when can we start? Tom said
something about Day Care controls, Vendor controls, etc. What needs to
be done and who needs to do it? Please advise as we are very anxious to
start the Day Care module. We have postponed implementing another
module as we wanted to wait on Day Care and now we need to know the
steps needed to take and an estimated date of implementation. And most
importantly, is the Day Care module ready?

RESPONSE

Yep, the release 5.2 changes in the Day Care module are ready, but Mr.
Cox is not going to ship it until the week of October 18. That's when
Mr. Briley comes back from a class.

The state folks will give you three files.

The Facility file has one record for each of what OneCase calls a
Vendor. The state calls them Facilities. The conversion program
creates the Vendor record and the Rates records. You will have to
update each Vendor record with the Person Number of the Vendor.

The Child file has a record for each turnaround transaction in that
month's reimbursement. The only dependable number for the Child in the
record is the DCS number. If your Person file has an accurate DCS
number, the conversion program can link on that number. You can spend
time making sure that your Person records has DCS numbers in them.

If you already had that done, the conversion program will build
enrollments for each child -- that's a big job.

The Family file links all the children in a home by family. The
conversion program CAN set up families, but we do not have to use it.

We need to download the files from the state. Darlene Yudell of
Guilford County just did that for them. You have to use an FTP
program. The programmers are putting together instructions.

There's not much else to do. The standard codes are already built or at
least available in the TRN library. You need to set up the Day Care
workers if they are not already set up. We will transfer the Action
Notices and Application Form templates when we install the release.

Casey





Daycare 
(1)What are the impacts of not vouchering in one.case to state interfacing? 
Answer: (a) If co-pay flag on enrollment screen is "C=calculate", a voucher needs to be created in
one.case. 
(b) If co-pay flag on enrollment screen is "O=override", a voucher does not need to be created in
one.case 
(c) If co-pay flag on enrollment screen is "N=no copay", a voucher does not need to be created in
one.case 

(2) Before the conversion of county daycare data to one.case, does the county need to create one
.case vouchers for all their past enrollments in order to interface with the state? 
Answer: No. The conversion program creates these vouchers. 

(3) What drives the override copay for calculations for payments to the vendor? The action notice or the
F21=CoPay on the enrollment screen? 
Answer: F21=CoPay on the enrollment screen