List Reviews

Add Reviews Manually

You can manually add reviews that have been completed on paper to a provider's record in KidKare. This is especially useful if you do all review work manually.

1. From the menu to the left, click Tools and select List Reviews. The List Reviews window opens.

2. In the Filter By section, select All Providers or Selected Providers. If you choose Selected Providers, click the Provider drop-down menu and select the provider.

3. Click Go.

4. To add a review, click the int he Add column next to the review you are wanting to add.  The Add Review window opens.

   

5. In the General Tab:

   1. Click the Date box and enter the date of the review.

   2. Click the Review drop-down menu and select the classification of this review. This impacts the date set in the Next Review box. You can choose from the following:

      • 1st - 4th Review

      • Follow-up Review

      • Pre-approval Review

      • 28 Day/30 Day/ 4 Week Review

      • Special/Eval

        Note: If you select Special/Eval, the next review due date is not set, and this review does not affect the provider's review schedule.

   3. Click the Type drop-down menu and select the type of the review. Some review types can be automatically set by other fields in the software. For example, weekend reviews are determined by the review date.

   4. Check the box next to any of the following options that apply:

      • Provider Inactive

      • Follow-up Required

      • Not Home

      • Special/Evaluation Visit

      • Technical Assistance Offered

      • Unannounced

   5. Click the Notes for Next Review box and enter any notes for the next review. The information entered in this box prints on the Sponsor Review Worksheet in the Review History section.

      Note: Even though the Next Review Date box defaults to a certain value based on the review type, you can change it, if needed.

   6. In the Monitor section, select the Monitor, their arrival time, and their departure time.

   7. In the Meal Type Reviewed section, select the meal type and age groups reviewed. Your selection here affects the available options in the Meal tab. Note that if you select No Meal, the Meal tab is not available.

   8. Check the Annual Training Complete box if the Monitor recorded an annual training with the provider during this review. If you check this box, the system assumes that training occurred and you can supply any other relevant training information.

   9. Check the Training box if any other training was completed with this provider. Then, enter the training details: Start/End Time, Total Hours, Type, and Session Name.

6. Click the Meal tab and enter the information below. If you selected No Meal in Step 5g, go to Step 7.

   1. Enter the Serving Time.

   2. Check the box next to each child in attendance for the meal. If this provider is set up for multiple servings, and you indicated that the Monitor observed both servings in the General tab, check the box next to the serving at which the child was present.

      

   3. Enter the foods served. Click Enter Infant Foods to enter any infant foods, if needed. You can leave meal information blank, but if you do supply foods/attendance, the system cross-checks this information when the claim is processed. Any discrepancy between what you note here and what the provider has claimed causes an error when the claim is processed.

7. Click the Disallow tab. Use this tab to disallow meals based on information observed during the review. Only use this tab if the Monitor noticed a situation during the review that required a certain meal or set of meals to be disallowed.

   1. Click the Disallow Infant Meals or the Disallow Non-Infant Meals box to disallow meals for a specific age group. Checking neither box has the same effect as checking both boxes when you specify a date and meal range.

      

   2. Click the Disallow Starting Date and Ending Date boxes and enter the first date and last date to be disallowed. To disallow meals for one day only, enter the same date in these boxes.

   3. In the Starting Meal section, check the box next to each meal to disallow from the starting date through (but not including) the ending date. 

   4. In the Ending Meal section, check the box next to each meal to disallow on the ending date.

   5. In the Reasons section, check the box next to each reason to apply to the disallowances.

      Note: You can also disallow meals with the Disallow Calendar. To do so, check the Use Calendar to Disallow box and then click Disallow Calendar. For more information see, Disallow Meals with the Disallow Calendar in the section below. You must select reasons and save your progress before opening the calendar.

8. Click the Other tab. Use this tab to record additional information about the review. None of the information in this tab is required, and it is not checked when processing claims. You can reference this information in certain reports.

   

9. When finished, click Save.  The review saves.

10. Click on List Reviews at the top of the screen to return to the List Reviews page to enter another manual review.

Disallow Meals with the Disallow Calendar

When adding reviews manually, editing reviews, and viewing reviews in the List Reviews window, you can disallow meals on the Disallow Calendar. You can use this calendar to disallow meals in the month of the review or one month prior to the review. To record disallowances for the previous month, click  to move one month back.

1. From the menu to the left, click Tools and select List Reviews. The List Reviews window opens.

   • If you are adding disallowances to an existing review, click the icon in the Disallow Calendar column of to the review for which to add disallowances. The Review Disallow Calendar window opens.

   • If you are adding a new review manually, click the icon in the Add column. Then, click the Disallow Calendar in the top right corner of the new review as shown below.

     

2. In the Disallow is For section at the top, select the age group to which the disallowance applies. If you need to apply a disallowance to both infants and non-infants, you must first record a disallowance for infants and then record a disallowance for non-infants.

3. Click the date for which to disallow a meal.  The date selected turns light blue.  In the example below, March 1st was selected.

4. In the Meals for Selected Day section, click the meal to disallow. The abbreviation for the disallowed meal displays on the date you selected. For example, to disallow Lunch, click L. To disallow all meals on a day, click Disallow All Meals on Day.

5. In the Disallow Reasons for Selected Day section, click the reason for this disallowance. To check what disallowance reason applies to each abbreviation shown, click the Click for Reasons link. Selecting a reason is optional and does not affect claims processing.

   Note: You must select disallow reasons when entering the review and save before the disallowance reasons display in this window.

6. Click Save.

When you save disallowances in this calendar, each meal disallowed for a given day for a given age range displays according to the filter set in the Disallow is For section. For example, if you select Non-Infants, disallowances for non-infants display.

Each disallowed meal displays in capital letters on the calendar, any disallowance reasons display as lower-case letters below the meal.

To clear a disallowance and reason, double-click . Respond to the confirmation prompt.