What to do when a Provider changes their BEDS code

What to do when a Provider changes their BEDS code

First, it is important to know and verify the exact effective date of the code change, as that will greatly affect how placements and Enrollments are handled. 

Another important concept to understand is that when a Provider changes their BEDS code, in both Preschool and the Portal (if your county uses it) there will be a "new" Provider since the old Provider with the old BEDS code is still associated with their programs and Enrollments before the code change effective date. So, in this article, they will be referred to as the "old Provider" and the "new Provider".

We will begin with an overview of the process before getting into the details of each step:

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PART A: Set up the new Provider in Preschool (General)

1. In Preschool, set up the new Provider
   1. Bring them in from SED (Providers>Agency>SED List) 
2. In Preschool, bring in Programs from SED Agency File 
3. In Preschool, set up RS Programs (if applicable)
4. In Preschool, rename any old Provider’s programs to differentiate (if applicable)

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PART B: Put STACs and Enrollments in order (Non-eSTACs)

1. In Preschool, withdraw any approved STACs under the old Provider that are past the effective date of the new Provider, and enter new STACs for the new Provider.
    [Note: This could include Evaluations]
2. In Preschool, remove Enrollments under the old Provider past the effective date, and enter new Enrollments for the new Provider.

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PART C: Set up the new Provider on the Portal (County uses the Portal)

1. If your county uses the CPSE Portal for Providers to enter attendance and submit vouchers, you will need to create a “new” Provider agency on the Portal with the new BEDS Code, the Provider with the old BEDS Code still needs to exist because Enrollments before the effective date are still associated with their old BEDS Code. You also need to complete this part if you use eSTACs.
2. You can refer to another Knowledge Base article and follow its steps to create the new Provider on the Portal: https://support.cpseportal.com/kb/a103/setting-up-new-preschool-Providers-in-cpse-portal.aspx
   (One important note while reading this article is that you DO NOT want to link the selected Provider to the existing CPSE Portal Provider, they need to be added as a NEW CPSE Portal Provider.)
   
3. After you’ve created the new Provider on the Portal, it may be a good idea to change the old Provider’s name on the Portal so we can tell which is the old Provider and which is the new Provider. To do this, please inform the old Provider’s admin user to change their agency’s name by going to “My Account” -> “Billing Provider Profile”. They should be able to see their name on the top that they can edit, and an “Update” button below to save their changes. We recommend a prefix of “OLD CODE” or “DO NOT USE” so it’s very identifiable.

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Part D: Put Placements in order (eSTACs)

1. In eSTACs McGuinness or the County will enable new Provider in the County Contracted Providers Maintenance.
2. In eSTACs McGuinness will add programs to the new provider.
3. In eSTACs Districts rescinds placements/STACs under the old provider past the effective date (Note: this could include Evaluations).
4. In eSTACs Districts re-enter their placements/STACs under the new provider past the effective date (Note: this could include Evaluations).

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