Car Seat Provider Training Frequently Asked Questions - System Access and Distribution Rules

Sep 12, 2026

Upload by Eliana

Car Seat Provider Training Frequently Asked Questions cover practical steps for using the Car Seat Provider Portal and related Webex materials. Answers explain where to find the new system information and car seat eligibility resources, how to use Advanced Search with member first/last name and DOB, and the required timeframe for keying car seat requests and distributions within the distribution month. Guidance also covers logging off, requesting access, handling eligibility for pregnant members and seat swaps, resolving system errors and duplicate entries, and reporting distributions and inventory under the new process.

LanguageEnglish

CategoryForms

FormatPDF

Pages3

Reading Time1 min

AccessFree to download

Car Seat Provider Training Frequently Asked Questions

Access to the new system

Finding and searching member information

Distribution timing and reporting

Troubleshooting system errors and entries

| | | | | --- | --- | --- | | Car Seat Provider Training 1/29/20 – 1/31/20 Frequently Asked Questions | | | | Q:Where can I find information about the new system?
A: The materials from the Webex sessions can be found in two places:
• On the Car Seat Provider Portal. Follow links located right below where the hyperlink is to the new system.
• Or, at [https://home.ucare.org/en-us/providers/seats/](https://home.ucare.org/en-us/providers/seats/)
Check under “Checking Member Eligibility for Car Seats” and see the link to the Car Seat Provider Training PowerPoint slides. Please note there are also quick reference guides under Checking Eligibility and Car Seat Distribution. Q: What if you only have a PMI, name and date of birth (DOB) to find the member?
A: Use the Advanced Search. Input the member’s first and last name, then use the expanded Advanced Search to input the DOB and then hit Enter or apply. The member should be found in that manner. Q:What is the timeframe needed in which distributions have to be keyed after the seat has been issued?
A: Car seat requests and distributions need to be made in the same month and input by the end of the distribution month. Q: When I need to logoff the system, how do I do that?
A: When you have completed your session, you can either hit the back key and go back to the UCare Provider Portal or simply close your browser and your session will be logged off of the system. Q: If a car seat swap needs to be made, how is this made?
A:If a seat swap from one style of car seat to another is needed, contact UCare at [Seats@ucare.org](Seats@ucare.org) to discuss the request. Q:The materials show that when issuing a car seat for a pregnant member, UCare requires the member is in the 3 rd trimester. When specifically?
A: The pregnant member needs to be starting their 7th month of pregnancy before we can distribute a seat to them. Q:Can a provider charge for the car seat education without issuing a car seat?
A: No, we require that education is provided with the distribution of a UCare car seat. Please contact UCare if the situation requires additional explanation. Q:Can more than one person in a department have access to the new system and if so, how do we request access?
A: Yes, your agency’s Provider Portal administrator can grant access to multiple staff for the provider portal. If you are unsure as to who your
| | | | | administrator is, contact us at [SEATs@ucare.org](SEATs@ucare.org) and we can help you identify that person. Q:What if a member becomes pregnant and was issued a car seat in her prior pregnancy and these were less than a year apart?
A: We typically would make an exception for the pregnant member, if appropriate. The member must be in her third trimester to receive the seat. Please contact [SEATS@ucare.org](SEATS@ucare.org) if an exception is needed. Q:With having multiple techs at a single agency, do we need to add which tech gives the member the seat on the distribution page?
A: Our new process does not require you to input which technician provided the car seat education. Q:Can you report car seat distributions more than one time per month?
A: Yes, you can report your distributions in our new system at anytime of the month (does not have to be same day) , as long as it is input during the distribution month. The excel reporting template will no longer be needed for distributions after Feb. 2 nd. Q:When inputting a request or distribution and it does not process, where it shows a 0 as the reward, how do I remedy this?
A: If you are seeing a zero under Reward after saving your “Load Activity”, then refresh your page. If you are still seeing a zero after refreshing, then click on the arrow located on the far left column to display additional details, including the error code message. The message should indicate what error was made. Refer to the PowerPoint slides for how to re-enter a request. Q: If there is an error message on my re

FAQs

Where can providers find information about the new system and training slides?

Materials from the Webex sessions are available on the Car Seat Provider Portal and on the UCare provider page under “Checking Member Eligibility for Car Seats.” The page includes a link to the Car Seat Provider Training PowerPoint slides and quick reference guides.

How do providers search for a member when they only have a PMI, name, and DOB?

Use the Advanced Search: enter the member’s first and last name, then expand Advanced Search to input the DOB and submit (hit Enter or apply).

What is the timeframe for entering distributions after a seat is issued?

Car seat requests and distributions must be made in the same month and entered by the end of the distribution month.

Sep 12, 2026

Upload by Eliana