LA TOTS Provider Web Portal User Guide
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1 LA TOTS Provider Web Portal User Guide December 21, 2017 LA-TOTS-PWBG-2017
2 2017 Conduent Business Services, LLC. All rights reserved. Conduent and Conduent Agile Star are trademarks of Conduent Business Services, LLC in the United States and/or other countries. Other company trademarks are also acknowledged. Document Version: 2.0 (December 2017).
3 Table of Contents TOTS Provider Web Portal Overview... 1 TOTS Provider Web User Log In and Password Change... 2 To View Authorizations... 5 Reports... 6 LA TOTS Web Portal User Guide - Table of Contents i
4 TOTS Provider Web Portal Overview Louisiana Tracking of Time Services TOTS Provider Web Portal is an easy to use Website. The address is After a secure login providers may view their information about their facility, authorizations, inquiry exceptions, transactions, and attendance summary reports. LA TOTS Provider website is compliant with all federal and state Americans with Disabilities Act (ADA) requirements. All information is updated in real time, which means the information displayed is the most current available. The TOTS Provider Website is available to all users 24 hours a day, 7 days a week. The user is responsible for charges, if any, related to accessing the Internet (e.g., Internet service provider). This manual is intended to be a guide for Child Care Providers who care for children authorized for the Child Care Assistance Program. The Login screen as shown below has general information about TOTS and links to the Louisiana Department of Children and Family Services website. The remainder of this User Guide describes the LA TOTS Provider website features and functions. Louisiana Tracking of Time Services (TOTS) Home screen LA TOTS Web Portal User Guide 1
5 TOTS Provider Website Information This section describes the information screens that a Child Care Provider can use to access information about authorized children, transactions, summary reports and the process for changing their password. TOTS Provider Web User Log In and Password Change The first time a user logs into the TOTS Provider Portal, he/she will use their 9- digit provider number and the 5-digit zip code of their facility. Users will be prompted to change their password at the time of their initial login, and then again every 30 days. Password requirements: Require minimum one (1) lower case alpha Do not require but allow upper case alpha Require minimum one number Do not require but allow special characters Require password change every 30 days Minimum password length is (8) eight characters If a user attempts three (3) bad login ID or Password he/she will be locked out. User will be able to create a new password if this happens as follows: 1. On TOTS main menu click on Forgot Password link. Click on Forgot Password? Link shown Above. LA TOTS Web Portal User Guide 2
6 2. Enter your 9-digit Provider User Id in the Security Question screen. Enter User ID in the Login ID Box. 3. User will be prompted to enter their Security Answer in the next screen. Answer Preset Security Question to Proceed. 4. After Security Question has been answered correctly, the Change Password Screen will display Providers will be required to change their password every 30 days as a security measure. To change the password: 1. Click on Admin then select Password Change submenu. Select Password Change in Provider Web Portal. LA TOTS Web Portal User Guide 3
7 2. The User Password Change screen displays, enter the old password, and new password twice, then click Change. User Password Change Screen. 3. The User Profile screen displays prompting the user to answer their security question, then to confirm the answer. Click Save to complete the password change. User Security Question Change Screen. After a successful login to the Provider Profile is displayed. It is important for Providers to review this information the first time they log into the TOTS website to make sure that all information is correct. This is the data that is in the State s provider database and therefore should be updated whenever there is a change. Providers should contact their Department of Children and Family Services parish office. Provider Profile Details. LA TOTS Web Portal User Guide 4
8 Conduent State & Local Solutions, Inc. There are (3) three blue Navigation buttons below each screen: Buttons Function AUTHORIZATIONS This button displays the Provider Authorization Report. ACTIVITY This button displays the Providers Daily Activity. TRANSACTION This button displays the Provider Transactions Search and Transactions Report Screen. To View Authorizations 1. Click on the Authorizations navigation button at the bottom of the Provider Profile screen. The Provider Authorizations screen displays. 2. Click on the Authorization Number on the Authorization Profile Screen to display authorizations for a specific Child. 3. The Authorization Profile screen lists all the authorizations connected to a particular child as shown on the following screen. These numbers are collapsed when the screen is opened. Click on the desired authorization to display the Authorization Profile screen Authorization Profile Screen. Select Authorization Number to view. 4. Click on the Authorization number as shown above to display the details of that particular Authorization on the Authorization Profile screen LA TOTS Web Portal User Guide 5
9 Authorization Profile Details. Reports Providers have access to attendance reports in the TOTS website. 1. To view the Swipe Exceptions Report, click on Reports in the Main menu and select Swipe Exceptions Report. Select Swipe Exceptions Report. 2. You may select a specific date or the previous 10-days to view the Exceptions Detail Exceptions Inquiry Screen. LA TOTS Web Portal User Guide 6
10 3. The Exceptions Detail screen opens and can be printed Exceptions Report Detail. 4. The summary of all activities for a specific week are displayed in the Attendance Summary report. To view, from the main menu, click Attendance Summary. Attendance Summary Report. 5. Click on a child s name in the Attendance Summary Results screen, to view the Authorization Profile Screen for that particular child. LA TOTS Web Portal User Guide 7
11 Provider Transaction Report Search Select. To Search and View Provider Transaction Report 1. At the bottom of any screen click on the blue Transaction button. 2. The Provider Transaction Search screen displays. Enter the date range for the Transaction Report. Provider Transaction Report Search Date Range. 3. Enter the date range in the Provider Transaction Search screen and Time and Attendance number available. (This can be found in the Attendance Summary Report screen.) LA TOTS Web Portal User Guide 8
12 Provider Transaction Report Search Results. LA TOTS Web Portal User Guide 9
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