Presented by the Department of Behavioral Health and Intellectual disability Services DBHIDS

Presented by the Department of Behavioral Health and Intellectual disability Services DBHIDS

History In 1998 several funded therapeutic summer camp programs closed leaving many children with Mental Health diagnosis no organized recreational programs for the summer. Parents requested help in finding summer programs for their children. Many families could not afford summer camp. Families wanted their children to attend programs in their communities. Children needed more age appropriate, normal fun and activities, and less school like structure and treatment. We started by funding 12 children in 1998 and have grown to funding over 1400 children each summer. 2

General Guidelines Children who reside in Philadelphia and receive behavioral health services funded by DBHIDS are eligible. Children must be between the ages of 6 and 17 years old at the time of application submission. Camps that have been approved by DBHIDS are considered Participating Camps. The grant offers up to six hundred dollars ($600.00) per child to attend a participating recreation camp of the parent s choice. Participating camps have a program that is 75% recreational. Provider Agencies are required to visit camps during the summer. Applications are accepted starting March 15 through May 31, on a first come first served basis. 3

Summer Camp Online 3 Steps to Online Application Process 1. Register your agency The user who registers the agency becomes the Super-Admin and should be selected by the Director or Manager. 2. Logon with your login credentials 3. Create and Submit camp applications 4

Step 1: Agency Registration Register your agency online at www.dbhids.org/summercamp You will need your CBH provider #. Complete all Provider Agency Profile fields. Complete all Agency Contact fields. The user who registers the agency becomes the Super-Admin. This person should be selected by the Agency Director or Manager. Username will be your email address. Create a unique password. You will receive a confirmation email when your agency has been approved by DBHIDS. 5

Agency Registration Screen 6

Step 2: Logon Logon in using your email address as the User name. Use the password you created during registration. If you have forgotten your password, choose Forgot Password. The system will send you a temporary password. Cut and paste the temporary password into the password field. If you are locked out, send an email to SummerCamp_DBHIDS@phila.gov. Include your name and agency name. 7

Home Page/Message Board Look for Messages from DBHIDS, Updates, Camp list 8

Agency Management The Super-Admin assigns each user a role. Contact DBHIDS via email to change the Super-Admin. Role Super-Admin (should be selected by the Agency Director or Manager) Admin User What it means Primary contact with DBHIDS; has access to all parts of the Summer Camp online application. Can create other admins and users Can view all applications Has access to all parts of the Summer Camp online application. Can create other admins and users Can view all applications except those created by the Super-Admin. Can view and change applications that they have created. 9

Step 3: Create & Submit Applications Creating a New Application 1. Select Create New Application link. 2. Complete child and parent/guardian information. 3. Complete Referral Source information. 4. Fill in camp info to the extent possible. 5. Save application. 6. A unique reference number is generated. 7. Print application to give to parent for signatures and camp fees. 10

Print Grant Application Child information and Referral Source information should be complete when application is printed. Axis Diagnosis will not display on the printed application. Axis is added when the application is returned with signatures from the camp. Camps have been instructed to reject applications that are blank, hand written, or without a reference # at the top left 11

Complete Camp Information When application is returned Ensure signatures are present Select reference number under New to be Submitted Complete all camp information. Camp fees on both the electronic application and signed application should agree. When camp fees are inconsistent, application will be marked Incomplete. Save application. At this point, the application has not been Submitted to DBHIDS. 12

Completed Application 13

Submit Camp Application Scan and Attach supporting documents Preferred Method of including supporting documents 1. Scan supporting documents 2. Open the New application. 3. Attach the files to the application. Select the appropriate Attachment type. Attachments will appear in the PDF window. 4. Now your application is ready to be Submitted. 5. Select Submit tab. 6. Application will move to the Submitted to DBHIDS list. You will not be able to attach additional documents to the Submitted application. 14

Submit Camp Application Faxing supporting documents If you are unable to scan, you may fax the supporting documents. 1. Open the New application. 2. Select Print Letters and print the Cover Sheet. 3. Select Submit tab. 4. Application will move to the Submitted to DBH list. 5. Fax supporting documents to 215-685-5564 using the printed Cover Sheet. 6. You will see the faxed documents in the PDF window within hours. Do not re-fax if you don t see the documents immediately. If in 2 to 3 days you still do not see the documents, contact DBHIDS via email. 15

Supporting Documents Supporting documents must match the data entered on the electronic application Reference #, child s name, camp, camp fees, encampment dates, # of weeks/sessions, etc. Inconsistent data equals an Incomplete application DBHIDS can view the documents you see in the PDF view window. For Incomplete applications: Attach or Fax only the missing documents. Remember Incomplete applications have to be ReSubmitted to be reviewed by DBHIDS. 16

Supporting Documents 4 Required Supporting Documents 1. Signed grant application. Must have parent and camp signatures. Must have encampment dates.* Enter # of weeks/sessions.* Camp fees should be itemized, system will total. Use Other field for any amounts that need to be subtracted or any fees that need to be added. Signed application should be consistent with electronic application. * Encampment dates and # of weeks/sessions must correspond on all supporting documents. 17

Supporting Documents 2. CBH Authorization Letter on provider agency letterhead Signature of a clinician Dates of authorization A standard form letter will be provided by DBHIDS. Children must be authorized during the encampment period to be eligible. 18

CBH Authorization 19

Supporting Documents 3. Camp brochure The brochure must include, camp dates, camp fees, camp location, camp activities, trip fees if not included. The costs and dates on brochure must correlate to the costs and dates entered on the electronic and printed applications. 4. Camp registration form Include the child s camp registration form only. Do not include the complete camp registration packet. (i.e. do not send emergency contacts, medical forms, income statements, parent agreement, camp policies.) 20

Camp Application Statuses Status NEW (Provider Agency queue) What it means Not Submitted to DBHIDS Will not be reviewed by DBHIDS SUBMITTED PENDING INCOMPLETE (Provider Agency queue) Submitted to DBHIDS DBHIDS is reviewing the application Information is missing or inconsistent. Application must be resubmitted to DBHIDS for review. APPROVED DENIED WITHDRAWN Application has been approved Application has been denied To withdraw an application, email DBHIDS at SummerCamp_DBHIDS@Phila.gov 21

Things to Remember DBH does not review NEW or INCOMPLETE status applications. Applications must be in SUBMITTED status for DBHIDS to review. INCOMPLETE applications must be re-submitted and they do not retain the initial Submission date. Do not resubmit an application with missing documents or inconsistent information. When faxing supporting documents, do not place additional cover sheets in front of the system generated cover sheet. No cover sheet is needed when faxing the Monitoring Form. 22

Things to Remember All information must be consistent: electronic application, signed application, camp registration forms. Access and view application status on a regular basis. Review DBHIDS responses When there is a problem, contact DBHIDS via email with the child s first initial, last name, and reference # only. 23

Camp Monitoring Form Print Camp Monitoring Form for each approved application 1. Open the Approved application 2. Select Print Letters and print the Monitoring Form. System will fill in Child, Camp and Agency information. 3. Fax each completed form individually to 215-685-5564. No cover sheet needed. 24

Camp Monitoring Form 25

Technical Prerequisites Web Browser (at least one of) Internet Explorer 8 or above Firefox 3.6 or above Google Chrome 2.x Adobe PDF reader version 9 Must have email address at the agency Scanner or Fax Machine Scanner to attach documents (preferred) Fax machine to fax documents 26

Contact Info Access Summer Camp Online at www.dbhids.org/summercamp Logon to obtain a copy of this presentation Fax camp applications, supporting documents and monitoring sheets only to 215-685-5564 Questions? Email us at SummerCamp_DBHIDS@phila.gov 27