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NDS Support Portal
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45 documents found.
Best Practices for Configuring Online Provider Services
Online Provider Services (OPS)
Recommended Best Practices
The following tips suggest some Best Practices for agencies configuring their OPS profile(s).
Universal Header/Footer
Your agency has the ability to configure the page providers see when they log into the OPS Provider Portal. You may want to consider uploading your agency’s logo and making the portal look like a seamless part of your agency’s website. You will want to ensure that providers can easily find your CCR&Rs contact information when logged into the profile so they can contact you with any questions/concerns. This type of information should be placed in the Universal Header/Footer so providers can find it on any screen.
Field Configuration
Take the time to go through each field in NACCRRAware and evaluate the values within the fields. Ask yourself the following questions:
- Does my agency use this field or value? (For example, does your agency use the Curriculum field or the Preschool Program value in Type of Care?) How often do I use it for referrals and/or reports?
- Do I need to mask it so providers do not choose this option?
- Do I need to rename a field value to help providers better understand its meaning? (For example, do you mean State-Funded Pre-K when you say Preschool? Will providers understand that?)
- Is this an internal field that is for agency use only?
- How can I make the field name/field value name more user-friendly to the provider? (For example, instead of Minimum Age Range and Maximum Age Range you may want to change the field name to “My Center’s Youngest Age Group” and “My Center’s Oldest Age Group.”)
Profiles
Agencies have the ability to configure and use multiple OPS profiles. While a provider can only be assigned to one profile at a time your agency can determine how to make those assignments. Some options to consider are:
- Types of Care – Create one profile that is relevant to Child Care Centers, one profile for Family Child Care Homes, one for School Age Programs, etc.
- Physical Location – Create a profile for different counties, cities, zips, etc. This may be helpful for those agencies that share a regional database.
- Types of Update – Create an exhaustive profile for annual updates and a more simplified profile for quarterly vacancy/fee checks
- Skill Level – Create a more in-depth profile for your more technologically savvy users and a more basic one for your users who are not going to feel as comfortable updating information online.
Tool Tips/More Info
While NACCRRA has developed general search screens to help providers navigate through the Provider Portal, you will want to spend some time developing Tool Tips and the More Information fields so that providers can get clear, detailed instructions and answer questions accurately. Please take the time to define terms, clarify lingo, clearly explain acronyms, etc.
Selected Fields and Required Fields
You have the option to post almost any field in NACCRRAware on the OPS Provider Portal. In addition you have the option to require providers to complete a field before submitting changes. You will want to examine each field and determine which fields you want posted on your OPS profile(s) and which fields will be required from the providers. Some questions you may want to ask include
- Can I update this information from other resources (state licensing website, accreditation websites, etc.) without asking the provider to do so?
- Is the accuracy of information critical to parents seeking child care? Is it critical to my reports?
- Do I need to be confident that the information is the most current available?
- Does this field apply to all providers (for example, Address) or just a group of providers (for example, Accreditation)?
- If it’s ok for a field to be blank, should I add a “None of the above” value if I want to require the field? For example, if you include the Environment field and mark it required, a provider would be forced to choose something in order to save the profile. If none of the values are appropriate for that provider, they will have to choose something that may not be true.
- Look at your current Provider Update forms (if applicable) and use them as a model for your OPS field selection.
Approval Required
You have the option to approve providers' updates before they are entered into NACCRRAware. You will want to take the time and decide which fields you want to review before the information goes to NACCRRAware. The more fields you decide to approve the more work you will have to do but you will also have more control over the data in your database. Some questions to think about:
- Is this information on the facility’s license?
- Is there documentation that verifies what the provider has posted/updated?
- Does the field relate to certifications such as CDA or First Aid/CPR?
- Does the field have greater/legal implications?
Backup Documentation
Before approving an update, we strongly suggest that your CCR&R require providers to submit backup documentation to verify the changes made. Sources such as your state’s licensing/quality rating improvement scale (QRIS) website and accreditation organization websites will be excellent resources for you to verify changes in information. Other documents that you may require from a provider can include, but are not limited to copies of:
- Health Department Food Safety Information
- Attendance/Enrollment records
- A provider’s License
- QRIS score documentation
- CPR/First Aid Certificate
- CDA Certificate
- Accreditation Certificate
- Fire and Safety Inspection report
- Parent Handbook
- Rate Sheet
Provider Uploads
You have the option to allow providers to upload the necessary supporting documentation via the OPS provider portal. You will need to determine if electronic copies of documents/forms are appropriate for each scenario. In addition to supporting documentation, providers can upload items such as:
- Daily menus
- Marketing materials
CCR&R Resources
Your CCR&R can choose to share forms and resources with providers via the OPS Provider Portal. You may want to consider posting resources on the portal so providers have easy access to the information they need. Some examples include
- Training Calendars
- Training Registration Forms
- Technical Assistance/Grant Applications
- Enrollment/Attendance Forms (If your CCR&R manages programs such as subsidy or the USDA food program)
- Links to important websites such as your state’s licensing agency, NAEYC, NAFCC, etc.
- Sample Contracts, handbooks, policy/procedures??
- Technical Assistance Tip Sheets (for example, How To Address Biting)
- CCR&R Newsletters
- Needs Assessments/Surveys
Concluding Thoughts
- After setting up your OPS Provider Profile, it’s a good idea to test drive it yourself to make sure everything looks and functions the way you want it to.
- When you’re satisfied with your testing, you may want to pilot the OPS Provider Profile with a handful of providers who have a strong relationship with your CCR&R. Ask providers with varying degrees of technology skills to test the profile(s) you have created to ensure that everything is clear and easy to use and understand. If you add the link to your website, ask those same people to visit your home page and do a final test.
- Create a tip sheet for providers. The Help screens provide basic information that you can use as a reference and add additional tips based on your agency’s customization.
- Invest some time in the initial setup. Think through each of the items listed on this document. The more time you spend on the initial configuration, the better results you will receive in the future and the more time you will save on your provider updates.
- Talk with other CCR&Rs in your state to determine if there are any statewide best practices that need to be established and followed.