Sharing information with providers

If the parent has not signed an information release, limited information can be shared. Agencies can share the following information with the family’s provider:

· The family’s name

· When the application is approved

· When the family’s redetermination is due

· When the family’s case will close if the redetermination process is not completed

· The number of authorized hours for child care

· Notification of changes to the Service Authorization, including changes in number of hours authorized, copayment changes or authorization ending

· Maximum rate that can be paid

· The amount CCAP will pay the provider

· How payments are made

· The amount the family must pay the provider

· When CCAP expects submitted Billing Forms will be paid

· The schedule that the authorization covers for families with shared custody:

· Example: “Authorization is for Mondays, Tuesdays and Wednesdays. Care is not authorized for Thursdays and Fridays”.

· Do not include information about the reason for the schedule unless there is a release from the parent.

· Information about when additional hours of care can be authorized:

· Example: “Up to 80 hours is authorized per biweekly period when the child does not have school”

· Example: “Up to 60 hours is authorized per biweekly period when more care is needed”

· Do not include information about the parent’s activity unless there is a release from the parent.

Data sharing about providers

Requests about whether a provider is registered for CCAP

Agencies may share whether a provider is registered for CCAP. See “Requests about legal nonlicensed providers” below for more specific information about LNL providers.

Requests about child care payment information

Do not share information about payments to licensed family child care providers or legal nonlicensed providers.

Agencies can only share payment data about child care centers when:

· A center has been disqualified or has had their registration closed or denied for specific reasons, such as a payment stop;

AND/OR

· A center receives child care assistance payments of more than $100,000 in a year.

Payment data:

· Includes information, such as:

· Whether a provider has been paid

· How much a provider has been paid

· The number of families and children on whose behalf payments were made.

· It is classified as private and cannot be shared if:

· It pertains to a licensed family child care provider or legal nonlicensed provider, OR

· The data could identify a specific family or child (even for child care centers).

If your agency receives requests for Child Care Assistance Program data, contact your agency’s data privacy official or county or Tribal attorney for how to proceed.

Requests about legal nonlicensed providers

If your agency receives a request for public information about legal nonlicensed (LNL) providers, refer the request to the Department of Children, Youth, and Families (DCYF) Provider Support Team using the CCAP Provider Communications Form on SIR or forwarding the request to ccap.providers.dcyf@state.mn.us.

Do not identify which legal nonlicensed providers are currently serving CCAP families or currently getting paid with CCAP funds.

Legal authority

Minnesota Statutes 13.46, subd. 4(b)
Minnesota Statutes 142E.02, subd. 6