Managing before and after school programs is no easy feat. From juggling administrative tasks to ensuring compliance with regulations, school leaders often face a mountain of responsibilities. That’s where Procare can help.
Procare is trusted by thousands of centers and schools to simplify operations, ensuring you can spend less time on paperwork and more time focusing on the children in your care. Let’s take a look at how your before and after school program could benefit from child care management software!
Why Simplify School Program Management?
Effective management is the backbone of any successful out-of-school program. When processes like billing, attendance tracking and family record management become streamlined, it saves time and resources for everyone involved.
Procare offers a centralized solution that keeps all critical functions in one place, helping you build a more organized, efficient and stress-free system.
Many districts run before and after school programs at multiple schools. The same is true of bigger organizations with multiple sites with a large enrollment typically managed by just a few administrators.
With Procare, you can connect all your sites and stay ahead of managing your operations. One way to significantly reduce the time your staff spends is to automate registration.
Set up your center’s online registration form quickly and easily using Procare’s simplified form creation tool! You can customize your registration to best suit your program and to\ get the information you need.
Parents can fill out registration forms at their convenience. Completed forms automatically populate into your enrollment workflow, all through Procare.
Your staff no longer will have to spend hours of time manually entering information, sometimes in multiple places and formats from sources such as a Google doc.
You can waitlist families, then approve or decline their enrollment. Once a family is approved, Procare can automatically send a customized email to indicate they have been enrolled in your center or program.
It’s family friendly and it’s a time-saver for school administrators.
The time savings, and salary savings in staff hourly wages, are significant. And you don’t have to worry that information is typed incorrectly. You’re ensured that accurate data is in your system and your staff can focus on other aspects of running your program. By requiring that all the information be submitted, you don’t have to track down forms later.
Four Ways Procare Can Help Your Before and After School Program
1. Reduce Administrative Burdens
Managing scheduling, invoicing, payments, and attendance can be time-consuming and overwhelming. Procare organizes these tasks in one easy-to-use system, simplifying workflows and automating daily processes. From tracking child attendance to sending invoices, Procare helps school leaders spend less time behind a desk and more time supporting their communities.
Billing for before and after school programs is often complex. Calculating costs is time-consuming and errors are easy to make. Whether you manage your billing centrally or from each site, Procare makes calculating your billing a seamless process. Scheduling and attendance-based rate schedules, adjustments and discounts are all automated to help save your staff valuable time and costly errors.
Procare allows you to automatically generate billing statements that parents can view and pay online the way they want, by credit or debit card or drafted from checking or savings accounts. Families can view and print their invoices and payment history including year-end statements. Scheduled, automated recurring payments allow families to pay how they want, without extra effort from your staff.
Enable your online registration form to take payments, ensuring you can collect any fees or tuition up front. You even can automate payment of late fees! Procare’s enhanced subsidy account feature makes it easy for you to use your subsidies to manage payments and invoicing from agencies or outside sources, and the ability to reconcile against those generated invoices and balances. It even handles the billing for parents who use subsidies for part of their children’s tuition by splitting the amount due between the amount the subsidy covers and the amount a family must pay.
2. Ensure Compliance with Licensing Requirements
Staying in compliance with state licensing regulations is crucial for the continual operation of your programs. Tracking immunizations, staff-to-child ratios, attendance records, and staff documentation can get overwhelming. Procare’s system keeps all these records at your fingertips, so you can easily meet inspection requirements and maintain peace of mind.
Procare also adapts to school-age care requirements in various states, helping you ensure your program always aligns with legal standards.
School districts and other before and after school programs are obligated to record and file a tremendous amount of forms, especially if government funding is involved.
Keep things simple by letting Procare automatically generate information required by states and subsidy programs. Procare’s hassle-free automation means necessary paperwork does not fall through the cracks and frees your staff to focus on what matters – your students. Relieving staff of the bureaucratic burden of compiling mountains of paperwork will reduce their stress and ensure that the proper agencies are getting the correct information in a timely manner.
3. Track Students’ Activities with Ease
Daily programs require constant organization and accurate record-keeping, from check-ins and meals to activity schedules and movements between programs. Procare takes the guesswork out of student tracking, providing a clear and efficient system to document every detail. This ensures transparency and accountability while minimizing manual processes.
4. Simplify Family Record Management
Registration might be your first chance to make a real impression on parents by putting your attention to detail on full display. It also gives you the opportunity to gather any pertinent child information that will come in handy over the course of their time in your program.
By offering an organized, streamlined way to manage family records, Procare makes sure you have everything you need right at your fingertips. From tracking allergies and authorized pickups to keeping immunization records current, Procare makes it easy to maintain essential information about the children and families in your program.
And with features like an online portal, parents can stay informed while reducing the amount of paperwork you manage.
Simplify Managing Your Program With Procare!
With Procare, you can:
- Offer secure online payments by credit or debit card
- Manage enrollment level, staffing and scheduling across multiple program sites
- Keep families informed with new updates using email, text and push notifications
- Share monthly calendars so parents can plan to attend events or activities
Learn more about how Procare can simplify your before and after school program and get ready for better mornings, afternoons and summers!
