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What is a Child Care Management System and how do I choose one?

Watch the video to learn about CCMSs and how to choose one for your business.

What is a CCMS?

A CCMS is a software application designed to help child care providers manage their business. Features include tracking children’s attendance and enrollment, managing children’s files (like due dates for immunizations and health checks), managing billing and payments, scheduling staff, and communicating with families. You could use it to share important information like schedules, activities, and updates on a child's progress. 

A CCMS helps streamline operations and provide better care for children since it has resources, functions, and data tracking tools in one place. This can save you time, money, and energy, while learning more about your business needs. 

productivity

Efficiency

Improves efficiency by automating tasks, offering tools for communication and scheduling. 

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Fee collection

Issues invoices and automatically adds late fees, reducing outstanding debt.

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Reduce errors

Reduces errors in billing, invoicing, and record-keeping.

sentiment_satisfied

Parent satisfaction

Reduces the need for phone calls and emails by using an online portal and communication tools.

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Reduce paper use

Reduces paper usage, printing costs, and storage costs by storing records electronically. 

savings

Save money

Saves money on administrative and labor costs, such as billing and invoicing, and reducing the need for calls and emails. 

Choosing a CCMS

There are many CCMS options available. It's important to consider the specific needs of your child care business.  

 Here are some key considerations: 

  1. Features: Look for a system that includes features to manage your business effectively including enrollment, attendance tracking, personnel management, billing and payment processing, accounting, parent communications, organizing children’s records, and reporting. For home-based providers, time tracking is a useful feature.
  2. Ease of use: The system should be user-friendly and easy to navigate, for you, your staff, and your families.
  3. Customer support: Look for a system that offers customer support, including technical assistance and training resources in different languages.
  4. Compatibility: Ensure the system is compatible with your existing hardware, software, and programs including any computers or mobile devices used by staff or families.
  5. Price: Some systems charge a flat rate while others charge based on the number of children or staff members. All systems charge payment processing fees.
  6. Ongoing Costs: Consider additional costs to operate the system including monthly or annual subscriptions or a tiered approach for different types and levels of support. Ask about one-time set-up and ongoing fees, as well as payment processing fees for credit card and ACH transactions.
  7. Payment Processing Time: Systems differ in how quickly payments are deposited into your business bank account.
  8. Reviews and recommendations: Read reviews from other child care providers and ask for recommendations. 

CCMS vendors usually provide demonstrations for you and your team. To prepare for demonstrations, bring a set of specific questions you want answered. Rather than asking, “Can the system do XYZ”, ask “Please show me how the system does XYZ” so you know how your business needs are addressed. You can also ask how many providers use the CCMS in Texas to see what their familiarity is with your regulatory needs. 

How to start using a CCMS

Here are some steps to take to ensure success: 

  1. Plan the implementation: Work with the vendor to develop a plan to start using the CCMS including realistic timelines, milestones, and responsibilities for the vendor, your staff, and your families.
  2. Train yourself and your staff: Develop a training plan that includes initial training and ongoing support. It's important to provide training to all staff members who use the system, not just administrators. Inform staff about how to contact technical support if they have questions.
  3. Test the system: Before officially using the system, conduct a test using real data to identify any issues or concerns. 
  4. Roll out the system: When testing is complete, roll out the system over time to avoid overwhelming yourself, staff, and families. Begin with a small group, like families you know well. Expand the rollout as everyone becomes more comfortable with the changes. You may want to start your roll out by offering only a few services, such as online payment processing and parent communication features and add services as you become more comfortable with the system. Remember to communicate with families about the new system and how they can use it. Giving the “why” for this transition can help families see the change as a program strength, not a complication.
  5. Evaluate and adjust: After the system has been in place for three to six months, check in with your team for feedback. You may want to make changes to the system, provide additional training or support, or adjust processes and procedures to improve the experience for your staff, families, and yourself. 

It takes effort but implementing a CCMS brings many benefits including increased efficiency, improved communication with families, and reduced administrative costs. Careful implementation planning and proactively addressing potential challenges can lead to a successful CCMS rollout.

Disclaimer

The information contained here is for educational purposes only and is not intended to constitute legal, tax, or financial advice.