Day Care Solutions™
Copyright 1996-2006. All Rights Reserved. Tancey & Associates, Inc.
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Purpose of Day Care Solutions
Day Care Solutions is a fully integrated program used by sponsors to track provider CACFP and/or state claims information along with general sponsorship information. The software is also designed to reduce or detect reimbursement claim fraud. Current users of Microsoft Office or Access will be familiar with the user interface and similar features and integration. The reason this software was developed involved the fact that existing CACFP software lacked user-friendliness and ease of use, lacked user customization and software integration using popular industry-leading software such as Microsoft Office, and lacked reasonably priced software. Also, most fields are optional in Day Care Solutions so you don’ t have to spend extra effort filling in screens that you don’t need.
Selected Screens and Screen Shots
Children
Here is the main child information screen entered for each provider’s child. A message at the top indicates whether the child is currently active and under what tier the child qualifies.
Most of the fields are self explanatory. Start Date is just the date that the child started with the provider. The Parent section allows you to select an existing parent, edit an existing parent’s information, or add a parent one time that may be associated with multiple children.
Buttons at the top of the screen allow you to select enrollment information for this child, select the child’s provider screen, or select meals/attendance information for this particular child (which is optional information).
Claims
This is the most complex screen available. The more RAM you have in your computer, the faster this screen can calculate data. You will see a calculating message in the lower left hand corner of the screen before it finishes calculating.
Actual Claim Method
For every claim entered, you must enter the appropriate Active Provider’s ID and the Claim Date. Then you select the appropriate CACFP and State Tier OneRates if different from the default values entered on the Systems Maintenance screen. Next, you enter the Actual number of Tier One counts accepted for each meal. You repeat this same process for Tier Two meal counts in the area just below this.
Since you are using the Actual Count Method, you skip the Percentage Method Section by tabbing through until you get to the attendance and enrolled section where you enter miscellaneous information on this claim. If you enter a date paid at the bottom, a paid message will appear at the top of this screen. You are allowed to enter multiple claims for the same provider on the same claim date if needed for claim adjustments.
Percentage Method
If you do not actually count the number of Tier One versus Tier Two claims, you would use a Percentage Method or Blended Rate. In this case, you still enter the provider ID, claim date, Tier One CACFP & state rates, and Tier Two CACFP & state rates. However, you leave the fields blank where you enter the count of each meal type for Tier One and Tier Two. Instead, you go to the Percentage Method Section and enter that providers percentage of Tier One versus Tier Two children. Then you enter the actual count of totals by meal type for the claim regardless of Tier Type. Then you press the "Computer Claims Using % Method" button which fills in the allocated Tier One and Tier Two meal counts in the section above for you. If you change a meal type’s total meals or you change the provider’s ratio percentage, a warning message appears at the top of the screen to tell you to press the "Compute" button again to recalculate meal counts. If you need a blended meal rate, the Average Meal Rate is displayed above your total meal counts.
Meal Service Types
Meal Service Types is used in the monitors screen to specify when a monitor is taken. You should not have to add or delete these records since they are standard for almost all sponsors.
Monitors
Here is where you enter each monitor performed for each provider along with the date, meal, monitor type, and memo field.
Monitor Types
These are types of monitors that you can use to classify monitors for each monitor recorded. You will probably want to set up a dozen or so standard monitor types.
Parent Audits
Here you can track any parent feedback or complaints for a particular provider while keeping a permanent history.
Providers
Buttons at the top of the Provider screen allow you to see in chronological order that provider’s (1) monitors, (2) training sessions , (3) claims, (4) children, (5) Meals/Operation information, and (6) parent audit information.
A message at the top indicates whether that provider is currently active or not.
In the Tier information area, you specify whether the provider is Tier One eligible. If not, you should enter the percentages used for Tier One children versus Tier Two children. If the Average method or Blended Rate method for Tier Two Mixed Providers is used, these percentages will be shown as default percentages on future Claim entry screens.
A seniority date is included just for printing a report based on length of service however you wish. You can also enter information on this provider to give to parents on a provider information report.
Tier Criteria
Tier criteria information is used in the provider and children screen describing why the provider or child qualifies for the appropriate tier. A sort order is used just to determine what order the criteria are listed in the appropriate selection box. You should not have to add to this list of criteria unless the government changes its qualifying criteria.
Tier Rates
Here is where you set up your standard Tier One and Tier Two rates whenever the government agency changes its rates. You must never delete prior period rates used otherwise your prior calculated claims will be off. Instead you should just keep adding new rates to this table when new rates are issued by governmental agencies.
Training Seminars
You enter seminars attended by a particular provider along with information about the topic and whether the seminar was required. You can keep an entire history of training seminars.
Topics
Here you enter the topics you wish to track for reporting purposes for provider training seminars. Normally you would probably have a dozen or so standard topics. If you wish to be more detailed when entering the training seminar attended, just enter a more detailed description in the description field.
System Maintenance
Sponsor information is entered on this screen along with default value information for provider license capacity, default CACFP tier rates, and default state tier rates. The default tier rates will come up when entering a new claim you wish to process. This will save you time in selecting the correct tier rates. You can even enter a company logo as a bitmap file if you wish.
Exit to Main Menu
This just sends you back to the Main Menu screen.
Reports
This screen allows you to select which reports you would like to print. Use the drop down list to select the appropriate report to print. If the report relates to children, select the child’s ID to begin printing. For some reports, changing the selected child ID will not have any effect on the report printed. You have to select the appropriate provider’s ID to include on the report. Then you must indicate whether you wish to print to the screen or to the printer.
Each report will prompt you for required information for that particular report. You have to select the range of providers and/or children (if applicable). Often it asks if you want active children or providers. Just type YES for active or NO for inactive or hit the Enter Key for Both.
Here is a list of available reports:
- Children_And_Provider_Tier_List-No_Children_Names
- Children_And_Provider_Tier_List-With_Children_Names
- Children_By_Age
- Children_By_Last_Name
- Children_By_Provider
- Children_By_Provider_Master_List
- Children_Enrollment_Expirations
- Children_Ethnics
- Children_Income_Eligibility_Expirations
- Children_Parent_Mailing_Labels_(1_Across)_AV4249
- Children_Parent_Mailing_Labels_(3_Across)_AV5160
- Childrens_Parent_Roster
- Claims-CACFP_Total_Details
- Claims-CACFP_Total_Details-Summarized
- Claims-State_Total_Details
- Claims-State_Total_Details-Summarized
- Claims_Sorted_By_Total_Days_In_Month
- Monitor_Count_By_Day_Of_Month
- Monitor_Counts_for_Providers_By_Meal_Type
- Monitor_Counts_for_Providers_By_Monitor_Type
- Monitors_By_Provider-Most_Recent_Only
- Monitors_Grouped_By_Month
- Monitors_Grouped_By_Provider
- Monitors_Grouped_By_Provider_Even_If_No_Monitors
- Monitors_Of_Providers_By_Meal_Type
- Monitors_Required_But_None_Yet
- Monitors_Sorted_By_Date
- Parent_Audits_By_Date
- Parent_Audits_By_Parent
- Parent_Audits_By_Provider
- Provider_Active_Children_License_Capacity_Check
- Provider_Address_&_Phone_List
- Provider_Address_&_School_List
- Provider_Approval_Dates
- Provider_EF_Transfer_Numbers
- Provider_Enrollment_Roster
- Provider_License_Expiration_Dates_Sorted
- Provider_License_Expirations_Before_A_Selected_Date
- Provider_List_Given_To_Parents
- Provider_Mailing_Labels_(1_Across)_AV4249
- Provider_Mailing_Labels_(3_Across)_AV5160
- Provider_Master_List
- Provider_Permitted_Meals_&_Days
- Provider_Phone_List
- Provider_Roster_Info_List
- Provider_Selection_Of_One_Random_Provider
- Provider_Tier_Expirations
- Providers_Seniority_Between_Specified_Dates
- Providers_Starting_Between_Specified_Dates
- Training_Sessions_Grouped_By_Date
- Training_Sessions_Grouped_By_Provider
- Training_Sessions_Grouped_By_Topics
This is only a partial list of software features.
For further information, call (269) 663-8620 or email info@tancey.com
To order a copy of this software, click here.
To request further information or a demo, click here.
