Resource – Manage Provider Service Approval Capacity & Preference Job Aid

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User

Resource Worker. Process These Job Aid tables describe the actions needed to manage the Capacity and/or Preference for a Service Approval record for a Service. Refer to the TM Resource – Access and View Provider Details job aid for instructions on how to navigate to the required Provider Details page. Introduction

The Capacity & Preference section is only enabled for Services with a: o Service Category of OOH (Out of Home) or CC (Child Care) or o Service Category of KKSHP (Kinship Care) and a Service Type of KKSHP (Kinship

Care).

If the Service Type is: o FFHC (Foster Family Home Care) or KFSTR (Kinship Foster Care), both the

Preference and Capacity record types are required (or one record with Both). o GRPHC (Group Home Care), a Preference record type is optional. o All other Service Types only allow Capacity to be selected as the record type and

is required if the Service Category is OOH (Out of Home) and an Approval Type other than Register.

The Preference can never exceed the Capacity.

The Capacity cannot exceed the Maximum Capacity of the Service Type (which is set through System Admin). A Service Type can have a Maximum Capacity of 0, which means no cap.

Table of Contents View Capacity & Preference ......................................................................................................................... 2

Add a Capacity & Preference Record ............................................................................................................ 6

Edit a Capacity & Preference Record ............................................................................................................ 9

Resource – Manage Provider Service Approval Capacity & Preference Job Aid

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View Capacity & Preference

A list showing the history of the Capacity and Preferences for the Provider displays in the

Capacity and Preference table.

The default sort is by Start Date with the Capacity record types first, then Both, then

Preference as secondary sort.

Steps/Output Screenshot

Refer to the TM Resource: Provider Details – Access and View Provider Details Job Aid for details on locating the desired Provider. Navigate to the Certifications, Licenses, Approvals section by clicking the links in the left navigation panel or using the scroll bar at the right of the page.

Resource – Manage Provider Service Approval Capacity & Preference Job Aid

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In the Certifications, Licenses, Approvals section: 1. Click the Date Initiated link to

open the specific Service Approval record.

This opens the Service Approval page.

In the Service Approval page: 2. Navigate to the Capacity &

Preference section by clicking the links in the left navigation panel or using the scroll bar at the right of the page.

Resource – Manage Provider Service Approval Capacity & Preference Job Aid

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In the Capacity & Preference section:

The total number of Capacity, Preference, and Both records display in the header banner.

To sort and filter by the table columns: 3. Use the double-headed arrow

and funnel icons to the right of each column heading to sort or filter the list respectively.

Resource – Manage Provider Service Approval Capacity & Preference Job Aid

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At the top of the Service Approval page: 4. Click the Back to Provider

Details link to return to the selected Provider.

Resource – Manage Provider Service Approval Capacity & Preference Job Aid

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Add a Capacity & Preference Record

When adding a new Capacity or Preference record, the system prepopulates the data from the most recent prior Capacity or Preference record of the same type from the current Approval record.

If Both is the only open Service Approval record and a Preference type is added; the Both will close, Preference will open, and a new Capacity-only record will be created automatically with the same values from the prior Both.

Once approved, the worker will only be able to add new Preference records.

Adding a new Preference or Capacity record automatically end dates the prior record of the same type.

Steps/Output Screenshot

In the Capacity & Preference section banner: 1. Click the Actions drop-down

arrow. 2. Select Add Capacity &

Preference. This opens the Capacity/ Preference pop-up window.

Resource – Manage Provider Service Approval Capacity & Preference Job Aid

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In the Capacity/Preference pop-up window: 3. Complete the required fields

and enter as much additional information as is available.

Note: The new Capacity or Preference record is pre-populated with the most recent record of the same type.

When all required fields are completed: 4. Click Save to add the new

record or Cancel to close without saving.

Resource – Manage Provider Service Approval Capacity & Preference Job Aid

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This adds the new record and returns you to the Capacity & Preference section.

At the top of the Service Approval page: 5. Click the Back to Provider

Details link to return to the selected Provider.

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Edit a Capacity & Preference Record

The worker will be able to edit an existing Capacity/Preference record until the Service Approval record is approved.

Steps/Output Screenshot

In the Capacity & Preference table: 1. Click the appropriate Record

Type link. This opens the Edit Capacity/Preference pop-up window.

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In the Edit Capacity/Preference pop-up window: 2. Make changes as needed in

any enabled field.

When all changes are completed, save the record. 3. Click Save to save the

information or Cancel to close without saving.

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The changes are made and returns you to the Capacity & Preference section.

At the top of the Service Approval page: 4. Click the Back to Provider

Details link to return to the selected Provider.