Monthly Processes with KidKare
KidKare allows providers to record claims in two (2) different formats:
-
Online via KidKare
-
Handwritten Forms
These claims can be processed in four (4) ways: online, manually, or via Direct Entry. In addition to the tasks listed in the table below, you should complete the following tasks monthly:
-
Prepare and print state claim reports for your original claim submission to the state.
-
Print provider checks, issue direct deposits, and/or generate provider payment information for your accounting system.
-
Print provider error letters, and mail them to providers who do not use KidKare.
-
Manage claim adjustments and late provider claims.
| Step |
KidKare |
Handwritten Forms |
|
|
|
Start/complete before the first of the month. |
||
|
1 |
Advance your Current Claim Month on the last day of the month (or earlier, if you begin changing provider information for the upcoming month). |
||
|
2 |
Updated provider information: Update tier/licensing information, remove old providers, and enroll new providers. |
||
|
3 |
Enter any state/federal holidays for the following month. |
If handling handwritten forms manually, skip this step. If you use Direct Entry, you must complete this step. |
|
|
4 |
Enter any school district-wide or sponsor-wide school holidays or vacation days for the following month. |
If handling handwritten forms manually, skip this step. If you use Direct Entry, you must complete this step. |
|
|
Begin after the first day of the month. |
|||
|
5 |
Open the mail (Child Enrollment reports only). |
Open the mail (as you do currently), and track received claims. |
|
|
6 |
Not necessary, as providers complete this step themselves. |
Complete any child withdrawals (from submitted CIFs or any manual forms you use). |
|
|
7 |
Activate new children. Cross-reference received and signed child enrollment forms. |
Manually enroll new children. |
|
|
8 |
Finish managing child Tier information. |
Input child Tier information (if it was not supplied when you enrolled children). |
|
|
9 |
Not necessary, as providers complete this step themselves. |
If handling handwritten forms manually, update child information (school eligibility, special diets, and so on). If you use Direct Entry, you must manage all other CIF information.
|
|
|
10 |
Note any doctor's statements you've received for infants who require a special diet. |
||
|
11 |
Manually add review information. |
||
|
12 |
Not necessary, as this information is automatically transmitted from the provider. |
If handling handwritten menus manually, this is not necessary. If you use Direct Entry, manually review the foods and then use the Record Full Month Attendance function. |
|
|
13 |
Process claims via the software. |
If handling handwritten menus manually, process claims by hand, and enter the results as a Manual Claim. If you use Direct Entry, process claims via the software. |
|
|
14 |
Review the processed claims, and make claim changes or re-process as necessary. |
If handled manually, this is not necessary. If you use Direct Entry, review the processed claims. |
|
Three-Year Record Keeping Requirements
Per USDA regulations, family child care providers must keep three (3) full fiscal years' worth of records in their homes. These records are meant to be available for state and federal reviewers.
Depending on the way you keep your records, there are different ways to adhere to this regulation.
Online Records with KidKare
KidKare stores records online and keeps them available for at least three (3) full years. Your providers can re-print menus, attendance and meal count information, and enrollment forms, as needed. Since the information is stored online, providers only need to print paper copies if you request them.
If you use eForms for enrollment, all enrollment and income eligibility forms are stored online. All signatures on these forms are digital (unless a manual form was used), so the provider does not need to print forms for parents to sign. However, providers do have the option to print enrollment and income eligibility forms upon request.
Providers who you terminate or who drop off your food program have access to KidKare for 60 days after their removal. In the unlikely event that these providers are visited for a State agency or USDA review, they can log in within this time period to print the necessary documentation. If necessary, temporary access can be reinstated for audit purposes.
Manual Forms
If you use manual forms, ensure that the ones you use are NCR. This provides a form copy for you and for your provider, and providers should retain a copy of all forms for their records. You may also choose to provide a binder to your providers for this purpose each year. This will give providers a place to store forms by year.
As this requirement is meant to detect irregularities between the sponsor and provider version of the same forms, make notes or highlight any changes you make to forms in your office (such as when correcting a mistake).
Should you discover missing forms during a home visit, you must provide copies of your version of the forms to the provider. They should also be advised of the USDA's record-keeping requirement. Contact your State agency for the appropriate actions to take when a provider has not kept paper records.