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Childcare



Parent Information
The Parent List and Modify Parent Information windows are where you keep track of all the information you need about the parents. You can track their names, address, phone numbers, billing information, medical information, contacts, picture, PIN # and who can pick up the children.
How do I add a parent to the list?


  • To add a parent to the list:




  1. Select Parents & Children from the Childcare Menu. The Parent List window will appear.

  2. Click on the Add button. The Modify Parent Information window will appear.

  3. Enter the Parent name.

  4. Enter the parent’s Address, City, State and Postalcode.

  5. Enter the parent’s Home phone number.

  6. Enter the parent’s Employer

  7. Enter the parent’s Work and Other phone numbers.

  8. If you want to add a picture of the parent, click on the Select button beneath the picture block. Locate the picture and the click on the Open button.

  9. Click on the Misc tab.

  10. Enter the parent’s PIN #.

  11. Select Active from the Status list.

  12. Enter their Billing Period and Billing Start Date.

  13. If the parent receives assistance from a sponsor, enter the Percentage of the bill that the parent pays.

  14. If this parent has a schedule, enter the name of the Schedule. If you need to add a schedule, click on the Locate button next to the Schedule list.

  15. Enter the name of the parents Fee Rate. If you need to add a rate, click on the Locate button next to the Fee Rate list.

  16. Enter the name of the parents Accounts Receivable Account. If you need to add an account, click on the Locate button next to the Account list.

  17. Enter the name of the parents Reimbursement Tier. If you need to add a tier, click on the Locate button next to the Tier list.

  18. If the parent receives assistance from a sponsor, enter the Sponsor. If you need to add a sponsor, click on the Locate button next to the Sponsor list.

  19. Enter the Bill Memo. This memo appears on all the charges added to the parent’s accounts receivable account. There are special codes that you can use to personalize the billing memo. See Appendix A: Memo Formats.

  20. Click on the Update button.


The parent has been added to your parent list. You can now view their child list by selecting the parent and clicking on the Children button.


How do I enter the information about a spouse?


  • To enter information about a spouse:




  1. Select Parents & Children from the Childcare Menu. The Parent List window will appear.

  2. Select the parent to whose record you want to add a spouse.

  3. Click on the Modify button. The Modify Parent Information window will appear.

  4. Click on the Misc tab.

  5. Click on the Spouse button. The Modify Spouse Information window will appear.

  6. Enter the Spouse name.

  7. Enter the spouse’s Address, City, State and Postalcode.

  8. Enter the spouse’s Home phone number.

  9. Enter the spouse’s Employer

  10. Enter the spouse’s Work and Other phone numbers.

  11. Enter the spouse’s PIN #.

  12. If the spouse can pick up the child, check the Can Pickup box.

  13. If you want to add a picture of the spouse, click on the Select button beneath the picture block. Locate the picture and the click on the Open button.

  14. Click on the Update button.

  15. Click on the Update button in the Modify Parent Information window.


The spouse’s information has been added to the parent’s record.
How do I enter the medical information?


  • To enter medical information:




  1. Select Parents & Children from the Childcare Menu. The Parent List window will appear.

  2. Select the parent to whose record you want to add medical information.

  3. Click on the Modify button. The Modify Parent Information window will appear.

  4. Click on the Misc tab.

  5. Click on the Medical button. The Modify Medical Information window will appear.

  6. Enter the Physician name.

  7. Enter the physician’s Address, City, State and Postalcode.

  8. Enter the physician’s Phone number.

  9. Enter the Insurer’s name.

  10. Enter the insurer’s Phone number.

  11. Enter the parent’s Policy number.

  12. If you want to add a picture of the physician, click on the Select button beneath the picture block. Locate the picture and the click on the Open button.

  13. Click on the Update button.

  14. Click on the Update button in the Modify Parent Information window.


The medical information has been added to the parent’s record.


Child Information
The Child List and Modify Child Information windows are where you keep track of all the information you need about the children. You can track their names, address, phone numbers, billing information, health information, contacts, picture, PIN # and shot records.
How do I add a child?


  • To add a child:




  1. Select Parents & Children from the Childcare Menu. The Parent List will appear.

  2. Select the parent of the child you want to add.

  3. Click on the Children button. The Child List window will appear.

  4. Click on the Add button. The Modify Child Information window will appear.

  5. Enter the child’s Name and Nickname.

  6. Enter the child’s Gender.

  7. Enter the child’s Hair Color and Eye Color.

  8. Enter the child’s Height and Weight.

  9. Enter the child’s Birthdate.

  10. Enter the child’s Starting Date.

  11. Select Active from the Status list.

  12. Enter the child’s PIN #.

  13. Enter the child’s Schedule. If you need to add a schedule, click on the Locate button next to the schedule list.

  14. Enter the child’s Fee Rate. If you need to add a fee rate, click on the Locate button next to the fee rate list.

  15. If you want to add a picture of the child, click on the Select button beneath the picture block. Locate the picture and the click on the Open button.

  16. Click on the Health tab.

  17. If the child has any of the health problems listed, check the appropriate box.

  18. If the child has any limitations, enter the information in the Limitations box.

  19. If the child has any allergies, enter the information in the Allergies box.

  20. If the child is receiving medical treatments, enter the information in the Medical Treatments box.

  21. If the child is taking medication, enter the information in the Medications box.

  22. Click on the Update button.


The child has been added to the child list.
How do I add an immunization to a child’s shot record?

  • To add to a child’s shot record:




  1. Select Parents & Children from the Childcare Menu. The Parent List will appear.

  2. Select the parent of the child you want to add.

  3. Click on the Children button. The Child List window will appear.

  4. Select the child to whose shot record you want to add.

  5. Click on the Modify button. The Modify Child Information window will appear.

  6. Click on the Shots button. The Shot Record window will appear and display all the shots for the selected child.

  7. Click on the Add button. The Modify Shot Record Information window will appear.

  8. Select the name of the immunization from the Immunization list. If you need to add a new vaccine, click on the Locate button next to the immunization list.

  9. If you want to be alerted when the immunization is due, check the Alert When Due box.

  10. Enter the Dates on which any previous shots have been administered.

  11. Click on the Update button.


The vaccine has been added to the list and you will be alerted when the next time it is due.
How do I note that a child has had a shot?


  • To note that a child has had a shot:




  1. Select Parents & Children from the Childcare Menu. The Parent List will appear.

  2. Select the parent of the child you want to add.

  3. Click on the Children button. The Child List window will appear.

  4. Select the child to whose shot record you want to add.

  5. Click on the Modify button. The Modify Child Information window will appear.

  6. Click on the Shots button. The Shot Record window will appear and display all the shots for the selected child.

  7. Select the name of the shot from the list.

  8. Click on the Modify button. The Modify Shot Record Information window will appear.

  9. Enter the Date that the shot was given in the next available blank.

  10. Click on the Update button.


How do I check what immunizations are due?
You will be alerted to immuniza­tions that are due in two places. Whenever you modify the record of a child, Childcare Professional will check for immunizations that are due and will alert you if there are any. You can also check for immunizations that are due by selecting Immunization Notification from the Childcare Menu.


  • To check what immunizations are due:




  1. Select Immunization Notification from the Childcare Menu. The Immunizations Due window will appear if there are any immunizations due.

  2. If you want to page through each child that has immunizations due, click on the Prev or Next buttons.

  3. If there is an immunization to which you no longer want to be alerted, select the immunization and click on the No Notify button.

  4. Click the Done button.



Ratios
In some states, you can keep track of how many children that can be in your care by using ratios. Each child is worth a certain point value as determined by how many children of its age group can be cared for by one childcare provider. Childcare Professional includes many of the ratios used by each state.
How do I choose my childcare ratios?


  • To choose your childcare ratios:




  1. Select Ratios from the Other Lists Submenu of the Childcare Menu. The Ratio List window will appear.

  2. Select your state from the State list.

  3. Select your facility type from the Type list.

  4. The ratios for your state and type will be displayed.

  5. Click on the Done button.


Childcare Professional is not set to your state and type of facility. Childcare Professional uses this information to determine the current ratio listed on the Childcare Roster window as you check children in and out.

How do I add my childcare ratios?


  • To add your childcare ratios:




  1. Select Ratios from the Other Lists Submenu of the Childcare Menu. The Ratio List window will appear.

  2. Select your state from the State list.

  3. Select your facility type from the Type list.

  4. The ratios for your state and type will be displayed.

  5. Click on the Add button. The Modify Ratio Information window will appear.

  6. Enter the State abbreviation.

  7. Enter the Type name.

  8. Enter the Age Range in years.

  9. Enter the number of Children per Caregiver allowed for the selected age range.

  10. Click on the Update button.


The ratio has been added to the ratio list and is available for Childcare Professional to use in calculating the current child ratio.
How do I modify my childcare ratios?


  • To modify your childcare ratios:




  1. Select Ratios from the Other Lists Submenu of the Childcare Menu. The Ratio List window will appear.

  2. Select your state from the State list.

  3. Select your facility type from the Type list.

  4. The ratios for your state and type will be displayed.

  5. Select the ratio that you want to modify.

  6. Click on the Modify button. The Modify Ratio Information window will appear.

  7. Modify the Age Range in years.

  8. Modify the number of Children per Caregiver allowed for the selected age range.

  9. Click on the Update button.


Childcare Roster
The Childcare Roster is the child time clock for Childcare Professional. You can check children in, check them out or just log their hours. If you have schedules set up for your children, the Childcare Roster will use them.
How do I check a child in?


  • To check a child in:




  1. Select Childcare Roster from the Childcare Menu. The Childcare Roster window will appear.

  2. Select Not Present from the Status list. The list of children who are not already checked in will be displayed.

  3. Double-click on the child that you want to check in.

  4. Click on the Check In button.

  5. If the child has a schedule selected, the Childcare Roster will automatically use the schedule and check the child in at that time. If the child doesn’t have a schedule for that day, the Modify Roster Information window will appear so that you can manually enter the date and time. After you enter the date and time, click on the Update button.


The child will be moved to the present list with the check in time and date listed.

How do I change the check in time?


  • To change the check in time:




  1. If the Childcare Roster window is not open, select Childcare Roster from the Childcare Menu. The Childcare Roster window will appear.

  2. Select Present from the Status list. The list of children who are checked in will be displayed.

  3. Select the child whose check in time you want to change.

  4. Click on the Edit Times button. The Modify Roster Information window will appear.

  5. Change the Time In to the correct time.

  6. Click on the Update button.


The corrected time will be listed beside the child’s name.
How do I check a child out?


  • To check a child out:




  1. If the Childcare Roster window is not open, select Childcare Roster from Childcare Menu. The Childcare Roster window will appear.

  2. Select Present from the Status list. The list of children who are checked in will be displayed.

  3. Double-click on the child to be checked out.

  4. Click on the Check Out button.

  5. If the child has a schedule selected, the Childcare Roster will automatically use the schedule and check the child out at that time. If the child doesn’t have a schedule for that day, the Modify Roster Information window will appear so that you can manually enter the date and time. After you enter the date and time, click on the Update button.

  6. The Timecards Created window will appear so that you can double-check the timecards that were created.

  7. If you want to change the times of a timecard, select the timecard and click on the Modify button.

  8. If you don’t want a particular timecard, select the timecard and click on the Remove button.

  9. Click on the Done button when you are finished.


The child is checked out and a timecard was created unless you removed it from the Timecards Created list.
How do I log the hours for children?


  • To log hours for a child:




  1. If the Childcare Roster window is not open, select Childcare Roster from the Childcare Menu. The Childcare Roster window will appear.

  2. Select Not Present from the Status list. The list of children who are not checked in will be displayed.

  3. Double-click on the child for whom you want to log hours..

  4. Click on the Log Hours button.

  5. If the child has a schedule selected, the Childcare Roster will automatically use the schedule. If the child doesn’t have a schedule for that day, the Modify Roster Information window will appear so that you can manually enter the date and time. After you enter the date and time, click on the Update button.

  6. The Timecards Created window will appear so that you can double-check the timecards that were created.

  7. If you want to change the times of a timecard, select the timecard and click on the Modify button.

  8. If you don’t want a particular timecard, select the timecard and click on the Remove button.

  9. Click on the Done button when you are finished.


The child’s hours have been logged and timecards created unless you removed them from the Timecards Created list.
Child Timecards
The child timecards are used by Childcare Professional to calculate the bills for parents. It is also used by the Time-Space Calculator to figure the total number of hours the business is in use.
How do I change a timecard for a child?


  • To change a child’s timecard:




  1. Select Child Timecards from the Childcare Menu. The Child Timecard List will appear.

  2. Select the parent’s name from the Parent list. The timecards for the selected parent will be displayed.

  3. Select the timecard to be changed.

  4. Click on the Modify button. The Modify Timecard Information window will appear.

  5. Change the times to the correct times.

  6. Click on the Update button.


The timecard has been modified. Childcare Professional will prompt you to recalculate the bill that contains the modify timecard. Click on the Yes button if you want it to recalculate the bill.
Menus
Childcare Professional assists you in preparation of menus, meals and food lists. The meals are monitored to make sure they follow the food programs guidelines.
How do I add a food item?


  • To add a food item:




  1. Select Foods from the Menus Submenu of the Childcare Menu. The Food List window appears.

  2. Select the type of food you want to add from the Food Type list.

  3. Click on the Add button. The Modify Food Information window appears.

  4. Enter the Food name.

  5. Make sure the food Type is correct.

  6. Enter the number of Servings in the typical container Unit that you purchase.

  7. Enter a 10 character alphabetical code in the Store Order box that Childcare Professional can use to print your grocery lists in an order convenient for the stores you shop. For instance, the code FM-10A can be used if the item can be found at Food Mart in the front half of Aisle 10.

  8. Click on the Update button.


The food is entered in your food lists and ready to be used in creating meals.
How do I add a meal?
Childcare Professional monitors your meals to make sure they meet the requirements of the food programs. In the top-right corner of the Modify Meal Information window, Childcare Professional lists a box for each of the required parts of a meal. As you add components, the boxes are filled to show that you have that requirement met. When the meal has met all the requirements of the food programs, the Update button becomes available so that you can save the meal.



  • To add a meal:




  1. Select Meals from the Menus Submenu of the Childcare Menu. The Meal List window will appear.

  2. Select the meal you want to add from the Meal Type list.

  3. Click on the Add button. The Modify Meal Information window will appear.

  4. Enter the Meal Name.

  5. Click on the Add button. The Modify Meal Item window appears.

  6. Select the Food Type for this component.

  7. Select the Food Item you want. If you need to add a food, click on the Locate button next to the food item list.

  8. Click on the Update button. One of the requirement boxes will be filled depending on which food type you added.

  9. Continue to add foods until the requirements have been met.

  10. Click on the Update button.


The meal has been added to the meal list and is ready to be added to a menu.
How do I add a menu?


  • To add a menu:




  1. Select Menus from the Menus Submenu of the Childcare Menu. The Menu List window will appear.

  2. Click on the Add button. The Modify Menu Information window will appear.

  3. Enter the Menu name.

  4. Click on the Update button.


The menu has been added to your menu list. You can now start adding meals to the menu.
How do I add a meal to a menu?


  • To add a meal to a menu:




  1. Select Menus from the Menus Submenu of the Childcare Menu. The Menu List window will appear.

  2. Select the menu to which you want to add a menu.

  3. Click on the Menu Plan button. The Modify Menu Plan window will appear. It displays a list of all the meals already contained in the menu plan.

  4. Click on the Add button. The Modify Menu Item window will appear.

  5. Select the Day of the Week on which you want a meal added.

  6. Select the Type of meal you want to add.

  7. Select the Meal name from the list of meals. If you need to add a meal, click on the Locate button next to the meal list.

  8. Click on the Update button.


The meal has been added to your menu plan.
Activities
You can plan an entire year’s worth of activities with multiple activities per day using Childcare Professional’s Activity Planner calendar.
When you select the Activity Planner from the Childcare menu, it opens automatically to the current month and day. The day in the calendar is bold and underlined. A list shows all the activities planned for the current day. If you want to switch to another day, simply click on the day. Any day with planned activities appears bold.
If you want to switch to a different month, select the month you want from the Calendar selection. Although the activities are only one year’s worth, you can set the year so that the calendar days appear on the days of the week that they should for that month and year.
If you want to add, modify or remove activities from the selected day, simply click on the corresponding button. When you are done with the Activity Planner, click on the Done button.

You can have as many activities per day as you would like. You can use the Activity Planner to plan everything you do with your children each and every day.
How do I add an activity to the Activity Planner?


  • To add an activity to the Activity Planner:




  1. Select Activity Planner from the Childcare Menu. The Activity Planner window will appear.

  2. Select the Month and Year for the date to which you want to add an activity.

  3. Click on the Day to which you want to add an activity.

  4. Click on the Add button. The Modify Activity Information window will appear.

  5. Enter a Title for the activity.

  6. Enter a Time of Day for the activity.

  7. Enter a description of the Activity.

  8. If you have supporting files such as stories or drawings, click on the Attach button. Locate the file and click on the Open button. The file will appear in the files list.

  9. Click on the Update button.


The activity will appear on the selected day’s activity list.
Activity Sets
When you start Child­care Professional for the first time, it will create an Activity Set for you called Standard.


How do I Create a New Activity Set?
With Childcare Professional, you can create as many Activity Sets as you need. You can create a separate Activity Set for each year of your business, or for each age group of children for whom you provide care


  • To create a new Activity Set:




  1. Select Activity Planner from the Childcare Menu. The Activity Planner window will appear.

  2. Click on the Locate button next to the Activity Set list. The Activity Set Management window will appear.

  3. Click on the Add button. The Create New Activity Set window will appear. Enter the name of the new Activity Set you would like to create.

  4. Click on the Ok button. Your new Activity Set will appear on the list in the Activity Set Management window.


How do I remove an Activity Set?
You can remove Activity Sets that you no longer need with the Activity Set Management window. Remember that once an Activity Set has been removed, all the data contained in the Activity Set is permanently removed from your hard drive. Only remove Activity Sets that you know are no longer of use to you.


  • To remove an Activity Set:




  1. If the Activity Set Management window is not already open, select Activity Planner from the Childcare Menu. The Activity Planner window will appear.

  2. Click on the Locate button next to the Activity Set list. The Activity Set Management window will appear.

  3. Select the Data Set on the list of Activity Sets that you want to remove.

  4. Click on the Remove button.

  5. Childcare Professional will warn you that you all the data in the selected Activity Set will be lost. Click on the Yes button.


The Activity Set has been removed.

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