Licensing. Table of Contents

Transcription

1 Licensing Table of Contents Licensing Introduction... 3 Create, Manage and Track Licensing Application... 5 Create an Intake:... 5 Create a Licensing Assessment Workgroup:... 6 Licensing Status and Roles... 7 Enter Status and Licensing Roles:... 8 License Training... 8 Enter Licensee Trainings:... 8 Licensing Tracking Lists... 9 Create Licensing Tracking... 9 Licensing Business Organization Entry Setup Licensee as a Provider To Enter New License Information: To Enter New Site/Facility Information: Associate the Business Organization to the Licensing Workgroup To Associate/Setup Case Provider Licensing Actions To Enter License Actions Provider Placements To View Provider Placements: To Enter A New Out of County/tribe Placements: Licensing Provider Updates After Workgroup is Associated to the Business Organization To Add a New Foster Care/Day Care Provider To Add Individual Providers: To Enter New Client Will Serve Preferences: To Enter New Services Offered: SSIS Training Module: Licensing Page 1 of 33

2 To Add or Associate New Professional Collaterals: To add New Employment: Licensing Documents in Chronology and External Documents Licensing Reports Appendix A: Tips for Business Organization Entry Appendix B: Data Clean up (AFCARS Errors) Tips for Vendor Business Organizations Appendix C: Licensing Lookup on CountyLink To Generate a List of Licensed Homes/Facilities by Licensing Program: Resources SSIS Training Module: Licensing Page 2 of 33

3 Licensing Introduction The purpose of a Licensing workgroup is to track information for licensing foster care and day care homes. Users should create a separate workgroup for each of the licensing types: Child Foster Care Federal requirement for Local Agencies to enter in SSIS Adult Foster Care Optional for Local Agencies to enter in SSIS Child Care Optional for Local Agencies to enter in SSIS. The Local Agency is responsible to provide the initial and renewal application and application materials to the applicant, and then generate a checklist in SSIS to track the application process. Licensing staff records federal required licensing activities such as background checks and site inspections; make recommendations to the Minnesota Department of Human Services (DHS) as appropriate; record licensee training; and record licensing actions. They are required to enter all licensed providers into SSIS as Business Organizations. They are also required to associate the licensing workgroup with children in placement with those providers. In order to associate the licensing workgroup, the Local Agency must enter the Business Organization as a vendor. Counties do this by using the County Accounting System (CAS) and tribes enter their vendors directly into SSIS. Use a corporate license designation to indicate where the provider operates and to signify service occurs outside of the home of the licensee. Individual providers are those business organizations licensed to provide services in his or her residence. The DHS Licensing application for either designation is currently not available in SSIS. The worker should have the applicant complete a paper copy of the current DHS Licensing Application, DHS 3324, located in Forms (edocs) on the DHS website. Also, a licensing recommendation (licensure, denial or variance) is printed from Forms (edocs), completed and sent to DHS by the Local Agency licensor via postal mail or fax. The Intake and Assessment process for a Licensing workgroup remains the same as for other workgroups. DHS recommends that once the Local Agency approves the license, it transition the workgroup from assessment to case management. However, the final decision on when to transition the workgroup remains with the Local Agency. These are licensing actions that the licensor must documented in SSIS: The licensee moves to a new residence New license application Renewal application Update the application SSIS Training Module: Licensing Page 3 of 33

4 Closing a license Request for Variance Result of a maltreatmen nt investigation or licensing investigation Local Agency licensing recommendation The results from DHS licensing recommendations. SSIS Administration rights required include: Access Offender Index Copy Clients Fr Remote County Create Bus Org Create Bus Org Services Create Provider View Statewide Case Access View County Detail View State Detail View Statewide CP Reports View statewide TPR. Hints: All Child Foster Care providers are clients. Adding Individual Child Foster Care providers iss an Adoptions and Foster Care Reporting Analysis System (AFCARS) requirement. Complete a Person Search to prevent duplicate person entries. Individual providers entered throughh Business Organizationn entry are included in the Local Agency database as clients. Social Services Information System (SSIS) SSIS Training Module: Licensing Version FINAL Page 4 of 33

5 Create, Manage and Track Licensing Application Users are required to enter the Child Foster Care licensing application and/or renewal application in SSIS. The Child Care and Adult Foster Care licensing are optional entries. Workers should enter information related to the initial and renewal application and track the status of the license. New Intake Workgroup Screen Create an Intake: 1. From the Intake Views node in the Tree View, access the Action menu and select New Intake Workgroup, or use the New Intake Workgroup quick add button on the Application tool bar. 2. The Name field defaults to Intake and today s date. 3. Select the workgroup name from the Description drop down menu, after adding clients to the Intake or enter free text in this field. 4. The SSIS Intake # is autofilled. 5. The Current start date/time autofills. 6. Select how the agency received the intake from the Method drop down menu. 7. Select Licensing related from the Intake type drop down menu. 8. Select the reason for the intake from the Problem drop down menu. 9. Select the license program area from the Program drop down menu. 10. Click Save. SSIS Training Module: Licensing Page 5 of 33

6 11. From the Person Search quick addd button too the right of the Caller field or on the Application toolbar, select Add new or Add existing client to addd participants to the Intake. 12. If ready to close the Intake, select the reasonn from the Close reason drop down menu and then enter the date and time from the Close date and time field. If not ready to close the Intake, skip this field and enter selections later when ready to close the Intake. 13. Enter Description of Need, Comments and Staff warnings, if applicable. 14. Click Save. Hints: For additional information on entering an Intake workgroup, see the Intake module. Case/Workgroup Setup Screen Create a Licensing Assessment Workgroup: 1. From the Intake node, once the Intake is closed, access the Action menu and select Open Case/Workgroup Setup. Social Services Information System (SSIS) SSIS Training Module: Licensing Version FINAL Page 6 of 33

7 2. The Case/Workgroup Setup screen displays. 3. Select the applicable case, workgroup and membership information, and click Save. 4. The new licensing Assessment workgroup displays. Licensing Status and Roles Workers are required to monitor the licensing status and role of each member in the workgroup. In compliance with the Licensing Rule,, update the reason and date in SSIS whenever a licensing status is changed. For example, if a client leaves the home or is no longer providing services, change his or her status to inactive and a reason for the inactivity is recorded. Each client in the household who is providing services must also have a licensing role entered in SSIS to identify their role in the workgroup. The roles are: Applicant The person requesting licensing and only one Applicant is entered per Licensing workgroup Co Applican nt Any person who lives in the home and provides services Household member Other persons in the household, ncluding children Faculty stafff An employee of a facility that is or is requesting licensing Inactive An inactive participant in the household. License Workgroup Tab Screen Social Services Information System (SSIS) SSIS Training Module: Licensing Version FINAL Page 7 of 33

8 Enter Status and Licensing Roles: 1. Expand the Participants folder and select thee Client node. 2. Click on the Workgroup Information tab and select Yes in the Inactive field to inactivate a participant, or select No to indicate an activate the status. 3. Select the inactive reason from the Reason drop down menu, if the Status is Inactive. 4. Enter the effective date of the status change in the Date field. 5. Select the client s role in the licensing workgroup from the Licensing role drop down menu. 6. Click Save. Hint: The Licensing role field is disabled in non licensing workgroups. License Training Use the folder to create and track each time a licensee participates in required or voluntary training. Enter Licensee Trainings: 1. Expand the Client node in the Tree View. 2. Highlight the License Training folder and access the Action menu. 3. Select New License Training. 4. Enter the date of the training in the Date of training field. 5. Select the name of the training from the Course name drop down menu. 6. Enter the amount of time spent in the training (in hours) in the Hours field. 7. Click the Required check box, if applicable. 8. Enter the name of the training sponsor in thee Sponsored by field. 9. Enter the name of the presenter of the training in the Presented by field. 10. Click Save. Social Services Information System (SSIS) SSIS Training Module: Licensing Version FINAL Page 8 of 33

9 Licensing Tracking Lists Use the tracking lists to track the licensing process in SSIS as required by the Licensing Rule. The worker should enter this information immediately after entering the Intake. There are different tracking checklists: Family Foster Care Licensing Renewal Checklist Used to track the status of the renewal application Family Foster Care Licensing Change of Premises Used to track the application status when the licensee relocates his or her residence Emergency Relative Foster Care Procedure Checklist Used to track the application status for a relative foster care applicant Family Foster Care Licensing Initial Application Used to track the initial application in progress. New Tracking List Screen Create Licensing Tracking 1. From the License Tracking folder in the Treee View, access the Action menu. 2. Select New Tracking List. 3. Select a tracking checklist from the Select tracking list drop down menu. 4. Click OK. 5. Select the tracking status from the Status field drop down menu, enter the date from the Date field, and then enter Comments, if applicable for each checklist item. 6. Click Save. Hint: Once a list is complete, finalize it to signify a completed checklist. Social Services Information System (SSIS) SSIS Training Module: Licensing Version FINAL Page 9 of 33

10 Licensing Business Organization Entry Only one Business Organization per case and all Licensing workgroups within a case must be associated with that same Business Organization. The worker may set up the licensing client as a new business organization from within the Licensing workgroup. Default BRASS services are created for licensed providers based on the workgroup program. All Child Foster Care and Child Care business organization licenses managed by the Local Agency must be entered and edited from within the appropriated licensing workgroup. Hints: All Local Agency licensed Business Organization s addressees, phones, and individual provider demographic informationn is collected and maintained throughh the client and/or collateral entries in SSIS. Foster parents, child care providers are considered vendors, business organizations that are paid for services provided. The payment name, payment numbers and payment address are updated through the County Accounting System (CAS) and not from within the workgroup for alll counties. However, tribes enter this information directly into SSIS. Reference: Refer to the Vendor Import module forr additional information on vendors and how to update vendor information. Set up Licensee as a Providerr Prior to the final decision from DHS, the worker should enter some licensing information on the License tab. Once there is a change in the license status, the worker should enter the additional information. For example, the initial license status defaults to pending; once DHS grants or denies the license recommendation, the license status should be change to reflect the final recommendation. Also, if the license is suspended, revoked, not renewed or returned, the Local Agency should change the status and inactivate the Business Organization. The License tab contains: The type of license License classification, e.g.., Emergency, interim, permanent, restricted License status License capacity License preferences, i.e., the type of clients the licensee prefers in his or her home Age preference Social Services Information System (SSIS) SSIS Training Module: Licensing Version FINAL Page 10 of 33

11 Gender preference Type of IV E facility, if applicable Agency that approved the license. New License Screen To Enter New License Information: 1. Highlight the License folder on the Tree View and access the Action menu. 2. Select New License. 3. The License tab defaults; complete the applicable fields. 4. Click Save. The Site/Facility tab contains the Applicants information: Name Address Phone Dwelling Information. SSIS Training Module: Licensing Page 11 of 33

12 Site/Facility Tab Screen To Enter New Site/ /Facility Information: 1. Select the Licenses folder and access the Action menu. 2. Select New License. 3. Click the Site/Facility tab. 4. Complete the applicable fields. 5. Click Save. Hints: If your agency does not use a Licensing workgroup for child care licensing, enter license information here. If your agency takes a negative action againstt a business organizationn (e.g., suspendedd or revoked), you must inactivate that businesss organization once the last payment is paid to ensure that no additional placement entries are made for the business organization n. The counties use vendor import to inactivate business organizations, while tribes enter this information directly. The name entered here should be the same as the name imported during Vendor Import. References: For additional information on business organizations entry, refer to the Businesss Organization module. Social Services Information System (SSIS) SSIS Training Module: Licensing Version FINAL Page 12 of 33

13 For Vendor Title IV E Per Diem license entry and Group facility search, refer to the Workflow Process for Entering IV E and/or IV E Group Facilities License Entry job aid. Associate the Business Organization to the Licensing Workgroup If Case Provider must be set to add this license to a provider displays at the top of the License screen, associate the Business Organization to the workgroup. The worker may enter applicable information on the License screen and save prior to associating the Business Organization to a workgroup and so children display under the Provider Placements folder. License Screen To Associate/Setup Case Provider 1. From the Workgroup folder, access the Action and select Associate/Setup Case Provider. 2. The Business Organization Search displays. 3. Make sure the Local Agency has already set up the foster home as a vendor. 4. Search for the name of the vendor within Business Organization Search by searching by the General Name or the Individual Provider name. 5. Choose the appropriate vendor listing with a vendor number. 6. Highlight the name of the Business Organization and click Select to associate the Business organization to the Licensing workgroup. SSIS Training Module: Licensing Page 13 of 33

14 Hints: If the worker cannot find the Licensee s namee in the Business Organization Search, the vendor must be set up in the CAS so it can be imported into SSISS and becomes a Business Organization. If a tribe, the tribe must enter thee vendor directly into SSIS. Once the workgroup is associated to the Business Organization, the Add New Foster Care/Day Care Provider tab displays to enterr informationn regarding the provider. Licensing Actions Licensing workers enter information regarding recommendations for opening, closing or negative actions for the licensee by the Local Agency or DHS. For example, workers use this screen to document a request to DHS Licensing to look at a new application for child foster care licensure or where Local Agency recommendations and actions are documented for negative action results from DHS. There is no electronic submission of this information; it is only for logging information for the Local Agency s use. License Action Screen To Enter License Actions 1. Expand the License folder in the Tree View and highlight the License Action folder. 2. Access the Action menu and select New License Action. 3. Enter date of the recommended licensing action in the Date field. 4. Select the licensing Action category option. 5. Select the licensing action from the Action from the drop down menu. 6. Click Save. Provider Placements Workers review the Provider Placements folder to view the most current information about all children placed in the licensed Child Foster Care home. Social Services Information System (SSIS) SSIS Training Module: Licensing Version FINAL Page 14 of 33

15 Provider Placements Screen To View Provider Placements s: 1. Expand the License folder in the Tree View and highlight the Provider Placement folder. 2. The Provider Placement screen displays. Hints: If Provider Placements is not available on thee Action menu, the agency has not entered the licensee as a Business Organization. Enter the Licensee as a Businesss Organization to enable this option. Use this function to track adult foster care placements. County placed adult foster care clients do not autofill to the log. Add these placements as you would add a client placed by another county. Select your own county as the placing county. In order for the placement information to display, workers must completely enter the Business Organization and the licensing workgroup associated with the Businesss Organization. Update the placement screen of the child to have the placement information upload to this screen. To Enter a New Out of County/Tribe Placement: 1. Expand the License folder in the Tree View and highlight the Provider Placements folder. 2. Access the Action menu and select New Outt of County/tribe Placements. 3. Enter the child or adult placement information from other counties/tribes. 4. Click Save. Social Services Information System (SSIS) SSIS Training Module: Licensing Version FINAL Page 15 of 33

16 Licensing Provider Updates after Workgroup is Associated to the Business Organization Once the Licensing workgroup is associated to a Business Organization, the worker or a designated worker within the Local Agency must enter additional information on the Business Organization. The worker should complete the following, if not already updated: Add a New Foster Care/ Day Care Provider to the Business Organization. Add Individual Providers. Enter Clients Will Serve Preferences on the Foster Parent s Business Organization. Add Services Offered. Enter Professional Collateral Information. Enter Employment Information. The Foster Care/Day Care Provider tab displays information specific to foster care and child care vendors. Once the foster care or child care vendor displays as a Business Organization, the vendor must have the New Foster Care/Day Care Provider tab added to the Business Organization record. Foster Care/Day Care Provider Tab: To Add a New Foster Care/Day Care Provider 1. Select the Business Organization from the Tree View. Access the Action menu. 2. Select New Foster Care/Day Care Provider. 3. Check the IV E Eligible field, if qualified for IV E. 4. Select a Foster Family Setting from the drop down menu. 5. Select a School District from the drop down menu. 6. Select the Family Structure from the drop down menu. 7. Check Registered Child Care Provider field, if applicable. 8. Click Save. SSIS Training Module: Licensing Page 16 of 33

17 Hints: Once this screen is completed and saved, the foster care/day care business organization shows in the Tree View. If the Licensing workgroup contains the clients, addresses, phone numbers and addresses, then the information autofills into the Individual Provider s Address/Phone/ folders. Adding the New Foster Care/Day Care Provider tab to the Business Organization is required. To Add Individual Providers: 1. Expand the Business Organization n node on the Tree View and highlight the Individual Providers folder. 2. Access the Action menu and select Add Existing Individual Provider to search for the child foster care Business Organizatio on. 3. If the Business Organization is recorded in SSIS, select that Business Organizatio on. Or If the Business Organization is not entered inn SSIS, access the Action menu from the Individual Providers folder and select New Individual Providers. Then enter the Applicant and Co Applicant s information. Hints: For additional information on entering participants, referr to the Participants module. The local agency can enter a Parent Business Organization first, then enter associated provider, or enter provider first and create the Parent Business Organization once completed. Alll Parent Business Organizations and associated providers are searchable through Business Organization Search. The Service Bus. Orgs./Sub Bus. Orgs. folder allows the user to see which providers exist as a service or sub organization of the parent business organization. Social Services Information System (SSIS) SSIS Training Module: Licensing Version FINAL Page 17 of 33

18 Client Will Serve Preferences Screen To Enter New Client Will Serve Preferences: Expand the Business Organization node onn the Tree View and highlight the Client Will Serve Preferences folder. Access Action menu and select New Client Will Serve Preference. Check the Default box, if applicable. Select Clients description from the drop down menu.. Enter the Min/Max Age that the client is willing to serve. Select Gender from drop down menu. Save. Hints: Social Workers should review the Client Willl Serve Preferences screen prior to placing a child to minimize the need for relocating the child s placement. If more than one set of preferences exist for the Business Organization, enter each as a new preference, e.g., Father and child shelter. Both can bee entered as detail. Social Services Information System (SSIS) SSIS Training Module: Licensing Version FINAL Page 18 of 33

19 Services Offered To Enter New Services Offered: Expand the Business Organization node in the Tree View and highlight the Services Offered folder. Access the Action menu and select New Services Offered. Use the Filter Servicee by BRASSS Program Area drop down menu, if desired. Select the Service from the drop down menu. For non vendors, select No for the 1099 Indicator. Client Will Service Preferences drop down menu displays the existing preferences endered in the folder above. If no preference entered, the default is New will serve prefs. Click Save. Hints: If this warning message displays, Warning! One or more County Sub Services is required before this service can be used on payment or service arrangement, notify your Fiscal worker since this Business Organization is a vendor. Use the Services Offered folder to specify the BRASS services offered by the Business Organization. Social Services Information System (SSIS) SSIS Training Module: Licensing Version FINAL Page 19 of 33

20 Professional Collaterals Screen To Add or Associate New Professional Collaterals: : 1. From the Professional Collaterals folder, access the Action menu. 2. Select Add Existing Professional Collateral.. 3. Search for the collateral. If a record is found, click Select. Or If no record is found, click Close, access the Action menu, and select New Professional Colalteral. 4. Enter First name and Last name. 5. Click Save. Hint: When adding a new Professional Collateral from Business Organization node, Employment record and information are auto created. Add detail information by clicking on Employment information tab. Otherwise, users must addd an employment record to make the collaterall a professional collateral and searchable in the Local Agencies database. Social Services Information System (SSIS) SSIS Training Module: Licensing Version FINAL Page 20 of 33

21 Employment Screen To add New Employment: 1. Highlight the Professional Collateral node in the Tree View. Access the Action menu and select New/Add Existing. Or Click the Employment quick add button on the Application toolbar. 2. Select New Employment. 3. Click the Employer Business Organization Search button. 4. Enter the search criteria for the Business Organization. 5. Click Search. 6. If record found, highlight the Business Organization and click Select. Or If no record found, click Close, stop here, and refer to the Business Organization module for directions on entering a new Business Organization. 7. Enter the employment information for the collateral. 8. Select Yes for the Use for Professional Search? option. 9. Click Save. References: For more information on entering a collateral or professional collateral, see the Professional Collateral module. For more information on entering a business organization, see the Business Organization module. SSIS Training Module: Licensing Page 21 of 33

22 Licensing Documents in Chronology and External Documents There are several documents available in Chronology and External Documents for workers to select, edit and send to licensing clients. DHS preloaded some State documents and Local Agencies can create Local Agency documents. The Local Agency documents are only available to the Local Agency that created the template. Hint: For additional information on how to searchh for and create documents in Chronology and/or External Documents, seee the following modules and/or job aids: Chronology: Documents External Documents List reference External Documents: Search job aid List of Preloaded State Documents reference. Licensing Reports There are licensing reports available in SSIS to assist the worker and supervisor in managing Licensing workgroups. The reports include: Business Organization List List of all businesss organizations Name, Status, Parent Business Name, County/tribe, Vendor number, Federal ID #, Payee Business Name, Payment Address License Expiration Dates Shows licenses that will expire within the selected date Use this report to help maintain license renewals for county foster care and child care providers and for keeping that informationn updated in SSIS. License Expiration Dates Other Agency Lists the expiration dates for licensees licensed by other agencies, not including the Local Agency, e.g.., DHS. Licensing Application Date Aging Report Calculates the number of days from the date the licensing application was received for each Licensing Assessment workgroup (within the date range specified by the user). It includes open, licensing assessment WGs without a license status only. Once a license status is entered (granted, denied, etc.), or the workgroup is changed to case management, it would no longer show up on this report. For Local Agencies that use the License Trackingg Lists in SSIS, this report shows all those workgroups in which the Received signed application item was marked complete on the Tracking list and which have not had a status entered on the license node in the workgroup. Use this report to monitor those workgroups with completed licensing applications but without license statuses entered. Open Licensing Workgroups Without an Activee License Includes open assessment or case management Licensing workgroups thatt do not have licensing information Social Services Information System (SSIS) SSIS Training Module: Licensing Version FINAL Page 222 of 33

23 entered or whose only license has a status of pending, closed or revoked. The report excludes workgroups created from intakes with the problem of adoption home study or alleged licensing violation. The agency s accounting department can use this report to update the Business Organizations where statuses have changed. Parent/Payee Organization Detail A summary report of information on a parent or payee business organization. There is not as much detail as in the Bus Org Detail report. Unmet Tracking List Items Identifies all unmet items on all checklists added to workgroup (like a To Do List) by Licensing workgroups and primary worker. Use this report by unit or worker to help maintain and prioritize assessment, case management, and licensing responsibilities. Bus.Org/Provider/Licensing Reports Setup Screen To Access the Reports: 1. From the Windows toolbar, click Tools. 2. Select General Reports from the Tools menu options. 3. Highlight Bus.Org/Provider/Licensing on the Tree View. 4. Highlight the report in the grid or on the Tree View. 5. Complete the Setup tab and click Search. 6. The report displays. Reference: Refer to the General Reports module for additional information. SSIS Training Module: Licensing Page 23 of 33

24 LNDX SSIS License Index (LNDX) is a database that contains information for facilities licensed by DHS Licensing and MN Department of Health. LNDX holds information such as facility name, license number, address and phone number. Statewide Client Index (SWNDX) provides the interface that allows SSIS too link to LNDX to get nightly updatedd information on facilities. Hints: LNDX Search is available to the side task bar of SSIS under the heading ʺLicense Facility/Prov ider.ʺ Inactive facilities remain in the LNDX. For additional information on how to search using LNDX, see the LNDX job aid. Social Services Information System (SSIS) SSIS Training Module: Licensing Version FINAL Page 24 of 33

25 Appendix A: Tips for Business Organization Entry Tips for Business Organization Entry Entry Areas Business Organization s Name The fields on the General Information Tab New Foster Care / Day Care Provider Tab Information Required for Non vendors? Information Required for Vendors? Notes/Reasons for requirements for Vendors Yes Yes The name as entered in IFS or the county s accounting system is the vendor name in SSIS. None are required other than Name Adding Type may assist social workers in finding correct bus orgs with similar names. Yes With the exception of Type and Voucher Method, all the fields on the General Information tab are required for a vendor record. Vendor Import ensures that vendor records are the same in the county accounting system and SSIS. Counties use Vendor Import to reduce duplicate entry and to facilitate accurate payment to the vendor. The county workers enter the vendor information directly into the County Accounting System, which is the master record, and then import the vendor information into SSIS. SSIS overwrites any existing vendor record with the vendor data received through the import. Tribes do not use vendor import and enters all vendor information directly into SSIS. No Yes This tab records the school district for the ESEA report and is the only location for entry of the school district. School District is required for ALL AFCARS reportable placements. When created for foster homes, workers must complete all fields. When this tab is created for non foster home vendors (group homes, RTC, corporate foster homes), the only fields that must be completed are school district and IV E Eligible, if applicable. SSIS Training Module: Licensing Page 25 of 33

26 Entry Areas Individual Providers Folder Information Required for Non vendors? Information Required for Vendors? SSIS Training Module: Licensing Page 26 of 33 Notes/Reasons for requirements for Vendors No Yes IF the vendor is a foster parent (whether licensed by the county or not) the individual providers names must be entered on this folder because individual provider information is required for AFCARS. Address Folder Optional Yes For counties, the Payment Address imports and is not editable in SSIS. Counties can add other non payment addresses, e.g., counties may want to add Physical Location addresses so the vendor s address displays in the search results grid. Phone Folder Optional Yes Payment Phone imports and is not editable in SSIS. Counties can add other non payment phones. s Folder Optional Optional Payment imports and is not editable in SSIS. Counties can add other non payment addresses. Client Will Serve Preferences Folder Optional Optional Counties may want to add this information for foster homes to assist social workers in locating the types of clients a foster care vendor accepts. The information in this folder is not searchable, but workers can view the information by expanding the Tree View. Licenses Folder No Yes For IV E Abstract Report the License # is required for all out ofhome placement vendors (whether licensed by the county or not). Agencies must enter the license number in SSIS and produce the IV E Abstract Report from SSIS. Services Offered Folder Optional There is a setting in County Preferences to indicate if Services Offered The information on this folder can assist social workers in finding the correct business organization during a search. It can be used for those vendors who provide more than one service, e.g., adult and child foster care, child foster care and child care, or transportation and child foster care. If counties can use County

27 Entry Areas Professional Collaterals Folder Information Required for Non vendors? Information Required for Vendors? entry is required. Optional Optional Notes/Reasons for requirements for Vendors Sub Services to further define services they are providing, such as IV E foster care vs County levy, the information displays on this tab. SSIS Training Module: Licensing Page 27 of 33

28 Appendix B: Data Clean up (AFCARS Errors) Tips for Vendor Business Organizations Data Clean up (AFCARS Error) Tips for Vendor Business Organizations Type of Vendor Bus Org Data Clean up Message Reason for error Resolution Rule 5 or Rule 8 Facility ICF MR Corporate foster home Any placement vendor Business organization / provider requires individual providers. OR Business organization / provider requires family structure. Business organization / provider requires individual providers. OR Business organization / provider requires family structure. Business Organization / provider requires school district. Family foster home Business organization / provider requires individual providers. OR Business organization / provider requires family The vendor was selected for a placement record with a Setting of Foster home nonrelative when the appropriate selection is ICF MR, Group home or Residential treatment center. The vendor was selected for a placement record with a Setting of Foster home nonrelative when the appropriate selection is Foster home corporate/shift staff. The school district was not entered on the Foster Care / Day Care Provider tab. The foster home was selected for a placement record with a Setting of Foster home nonrelative, Foster home relative, Pre adoptive home non relative or Pre adoptive Make the corrections on the affected records. Project Update # 188 provides directions for accessing reports to help clean up this data. Only enter the School district on the Foster Care / Day Care Provider tab for Rule 5, Rule 8, RTC and ICF MR vendors. Make the corrections on the affected records. Project Update # 188 provides directions for accessing reports to help clean up this data. Enter the school district on the Foster Care / Day Care Provider tab. Create the Foster Care / Day Care Provider tab and enter information on all the fields of this tab. NOTE: Do not create this tab on the Parent Business Organization record for a foster home licensing agency such as PATH. Create it on the foster parent s record. SSIS Training Module: Licensing Page 28 of 33

29 structure. home relative and the information was not entered on the business organization record. Create an individual provider record for each person based on the Family structure selected on the Foster Care / Day Care Provider tab. For example, if the foster home is a married or unmarried couple you must create two (2) person records. SSIS Training Module: Licensing Page 29 of 33

30 SSIS Training Module Business Organization Key Fields for Vendor Records If import is not turned on. Fields: Is the field editable? Is the field required? Name Yes Yes Status Yes Yes Effective Date Yes Yes Type Yes Yes County Vendor # Yes No SSIS Bus Org # No Yes MMIS Provider # Yes No Federal Tax ID Yes No Voucher Method Yes No Comments Yes No If import is turned on, and the Bus Org has a County Vendor # Fields: Is the field editable? Is the field required? Name No Yes Status No Yes Effective Date No Yes Type No Yes County Vendor # No Yes SSIS Bus Org # No Yes MMIS Provider # No No Federal Tax ID No No Voucher Method Yes No Comments Yes No If import is turned on, and the Bus Org does not have a County Vendor # Fields: Is the field editable? Is the field required? Name Yes Yes Status Yes Yes Effective Date Yes Yes Type Yes Yes County Vendor # No No SSIS Bus Org # No Yes MMIS Provider # Yes No Federal Tax ID Yes No Voucher Method Yes No Comments Yes No SSIS Training Module: Licensing Page 30 of 33

31 SSIS Training Module Appendix C: Licensing Lookup on CountyLink Licensing Lookup on CountyLink Use the licensing information lookup to view licenses issued by the Minnesota Department of Human Services (DHS) for programs that serve children and vulnerable adults that are required to be licensed under the Minnesota Statutes, Chapter 245A (Human Services Licensing Act). DHS Home Page Screen To Generate a List of Licensed Homes/Facilities by Licensing Program: 1. From the DHS home page, click the Licensing tab. The Licensing web site displays. Or From the DHS home page, click County & Tribal Workers tab, click DHS Program Resources, and then the Licensing Information Lookup screen displays. 2. Click on Licensing Lookup. 3. Click on Licensed Program. 4. Click PDF or CSV to generate a list of program areas. SSIS Training Module: Licensing Page 31 of 33

32 SSIS Training Module 5. Scroll down to the program area and select a county from the [Select a county] drop down menu. 6. Click Select to the right of the [Select a county] drop down menu. 7. The report displays. Hints: A PDF file looks the same on the screen and in print, regardless of what kind of computer or printer someone is using, and regardless of what software package used to create it. A Comma Separated Values (CSV) format the report in an Excel spreadsheet. The user must save and rename the spreadsheet inn order to make changes to the columns. Social Services Information System (SSIS) SSIS Training Module: Licensing Version 11.3 FINAL Page 32 of 33

33 SSIS Training Module Resources Business Organization Module Chronology: Documents Document List External Documents List: External Documents Search Preloaded State External documents Intake Module Professional Collateral Module estreleased&rendition=primary&allowinterrupt=1&nosaveas=1&ddocname=dhs_id_ Security Administration Module Workgroup Creation Module estreleased&rendition=primary&allowinterrupt=1&nosaveas=1&ddocname=dhs_id_ SSIS Training Module: Licensing Page 33 of 33