Childcare Tracker - CCSS

Tracking Childcare Subsidy Details

Use the Childcare Tracker to record your client’s applications to childcare providers and the details of their childcare placement. 

This object is used by CCSS, Clara House and CCC, though with different record types. This help articles is on how to use it as a CCSS staff person. Click here to learn how to use it as a CCH and CCC staff person. 

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Log an Application to Childcare

1. Navigate to your client’s Case Record.
2. Hover over the Childcare Tracker related list.
3. Click the New Application button.
4. Chose the Child for whom the application is being filled out.
5. (Hint: you can first click the magnifying glass icon to see all children in the family, as Case Participants, and then chose the proper child’s record.)
6. Fill out the Application Date.
7. Select the Childcare Provider the client is applying to.
8. Click the magnifying glass (lookup) icon.
9. In the Organization Name field, type the provider’s name, then click Enter.
10. For FCC providers, you can type the individual’s first or last name.
11. For Centers providers, you can type any part of the childcare center’s name.
12. If applying to an FCC provider, you can include a specific Contact Person’s name.
13. Include any pertinent Notes.
14. Click Save.

Update client's status on an existing application

1. Navigate to your client’s Case Record.
2. Hover over the Childcare Tracker related list.
3. Find the Childcare Application whose status needs updating and click its ChildcareTrk# record.
4. Open the Status field and choose the updated status option.

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Record your client's Childcare Placement

1. Navigate to your client’s Case Record.
2. Hover over the Childcare Tracker related list.
3. Click the New Placement button.
4. Chose the Child for whom the application is being filled out.
5. (Hint: you can first click the magnifying glass icon to see all children in the family, as Case Participants, and then chose the proper child’s record.)
6. Select the Childcare Provider the client will be receiving service from.
7. Click the magnifying glass (lookup) icon.
8. In the Organization Name field, type the provider’s name, then click Enter.
9. For FCC providers, you can type the individual’s first or last name.
10. For Centers providers, you can type any part of the childcare center’s name.
11. If applying to an FCC provider, you can include a specific Contact Person’s name.
12. Record key dates: the Childcare Start Date, the Date ACCESS Notified of Placement and the Approved Through Date.
13. Include any pertinent Notes.
14. Click Save.