What is a short-term alternative location?

A short-term alternative location is a certified license exempt center where care is provided for 21 consecutive calendar days or less when another certified license exempt center controlled by the same entity is not available.

Example

A certified license exempt center, Washington Elementary Kids, operated by the school district is closed during spring break. The school district offers care for children who typically attend Washington Elementary Kids at another certified license exempt center, Lincoln Elementary Kids, also operated by the school district. Lincoln Elementary Kids is considered the short-term alternative location to Washington Elementary Kids.

When can a provider bill for care provided at a short-term alternative location under a child’s typical Service Authorization?

To bill for care under a child’s typical Service Authorization when the child attends a short-term alternative location, the following conditions must be met:

How should care be authorized and billed for short-term alternative locations?

Alternative location is used for 21 consecutive calendar days or less

If the conditions above are met, care can continue to be authorized under the original provider. Certified license exempt centers may bill care provided at a short-term alternative location under the child’s typical authorization.

If any of the above conditions are not met or the provider chooses not to bill care under the child’s typical authorization, the alternative location must be added as a child’s secondary provider (see chapter 9.1.9 (Authorizing Care – Multiple Providers) or a provider switch must be completed (see chapter 9.1.10 (Authorizing Care – Switching Providers).

Example

Washington Elementary Kids documented their alternative location with DCYF, identifying Lincoln Elementary Kids as a short-term alternative location to Washington Elementary Kids. Lincoln Elementary Kids is actively registered with CCAP and has the same tax ID as Washington Elementary Kids.

A child is authorized for care at Washington Elementary Kids. During winter break, care is not available at Washington Elementary Kids, but families are given the option for children to attend Lincoln Elementary Kids December 23rd to January 3rd. This child will attend Lincoln Elementary Kids during winter break.

Care continues to be authorized under Washington Elementary Kids. The provider can bill for care provided at Lincoln Elementary Kids under the child’s Washington Elementary Kids Service Authorization.

Alternative location is used for more than 21 consecutive calendar days

If an alternative location is used for more than 21 consecutive calendar days, the alternative location is not considered short-term. The alternative location must be added as a child’s secondary provider (see chapter 9.1.9 (Authorizing Care – Multiple Providers) or a provider switch must be completed (see chapter 9.1.10 (Authorizing Care – Switching Providers and Back-Up Providers).

Care must be authorized, billed and paid under the provider registration associated with the alternative location. Payment for more than 21 consecutive calendar days of care provided at an alternative location under the child’s typical authorization could result in an overpayment.

Example

A child is authorized for care at Washington Elementary Kids. During the three-month summer break, care is not available at Washington Elementary Kids, but families are given the option for children to attend Lincoln Elementary Kids. This child will attend Lincoln Elementary Kids during summer break.

Because care will be provided at Lincoln Elementary Kids for more than 21 consecutive calendar days, the program cannot bill for care under the child’s Washington Elementary Kids’ Service Authorization. A provider switch must be completed to make Lincoln Elementary Kids the child’s primary provider.

What are the provider requirements when short-term alternative locations are used?

When short-term alternative locations are used, providers must follow all CCAP and certification requirements, including:

Legal authority

Minnesota Rules 3400.0110, subp. 12