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

Selecting the best automation for your business 

What is a Child Care Management System?

A CCMS is a software application designed to help child care providers manage their business more easily. It typically includes a range of useful features for business owners, all in one place.  

The system helps child care providers to manage their day-to-day tasks. This includes tracking children’s attendance and enrollment, managing children’s files (like due dates for immunizations and health checks), managing billing and payments, and scheduling staff. It also can be a platform for communicating with parents. For instance, you could share of information such as schedules, activities, and updates on a child's progress. Many CCMS have reporting and analytics capabilities, which helps to track key performance metrics and make data-driven decisions. 

Overall, a CCMS can help streamline operations and provide better care for children. Since the system has resources, functions, and data tracking tools in one place, using a CCMS can help save time, money, and energy, while helping you learn more about your business needs. 

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Efficiency

By automating tasks and offering tools for communication and scheduling, a CCMS can improve efficiency, allowing you to focus on providing care for children. 

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Fee collection

By issuing invoices and automatically adding late fees, a CCMS helps reduce outstanding debt and ensures you're paid the money owed to you. 

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Reduce errors

A CCMS can help reduce errors in billing, invoicing, and record-keeping, which can help save you money by avoiding costly mistakes. 

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Parent satisfaction

By providing a user-friendly online portal and communication tools, a CCMS can improve parent satisfaction and reduce phone calls and emails. 

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Reduce paper use

A CCMS can help reduce paper usage and printing and storage costs by storing records and other important documents electronically. 

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Save money

CCMS can help you save money on administrative costs, such as billing and invoicing. By reducing calls and emails from parents, you can reduce labor costs. 

Selecting a CCMS

There are a variety of CCMS options out there, so when selecting a CCMS, it's important to consider a range of factors to ensure that the software meets the specific needs of your child care business.  

 Here are some key considerations: 

  1. Features: Look for a system that includes the features you need to manage your business effectively. Some key features to consider include enrollment, attendance tracking, personnel management, billing and payment processing, accounting, parent communications, organizing children’s records, and reporting. For home-based child care providers, tracking your time would be a beneficial 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 that the system is compatible with your existing hardware and software, including any computers or mobile devices used by staff or parents and key programs that you might be using already, like QuickBooks for accounting or Gusto for payroll.
  5. Initial Pricing: Some systems may charge a flat rate while others may charge based on the number of children or staff members.  All systems will charge payment processing fees.
  6. Ongoing Costs: Consider the additional costs to operate the system and whether it fits within your budget. These costs will include 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 will be deposited into your business bank account.
  8. Reviews and recommendations: Read reviews from other child care providers and seek recommendations to help inform your decision. 

You might also want to check online reviews using sites, such as Capterra, and ask other providers about their experiences. CCMS vendors will 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 that you leave each demonstration with a clear sense of how your business needs could be addressed through the system.  You should also ask how many providers use the CCMS in your state to get an idea of their familiarity with your regulatory needs and your ability to find peer providers who may be able to assist in troubleshooting and advanced learning of the system. 

How to start implementing a CCMS

Implementing a CCMS can be a complex process, but there are steps you can take to ensure success after you select a vendor: 

  1. Plan the implementation: Work with the vendor to develop an implementation plan. This plan should include realistic timelines, milestones, and responsibilities for the vendor, your staff, and your families.
  2. Train yourself/your staff: Training is crucial to successful implementation. Develop a training plan that includes both initial training and ongoing support. It's important to provide training to all staff members who will be using the system, not just administrators. Also, let staff know how they can reach technical support if they have questions.
  3. Test the system: Before fully implementing the system, conduct a test using real data to identify any issues or concerns. Make sure to involve staff members who will be using the system in the test.
  4. Roll out the system: Once testing is complete, roll out the system over time to avoid overwhelming yourself, staff, and parents. Begin with a small group , perhaps families that you know well. Expand the rollout as everyone becomes more comfortable with the changes. You may also want to start your roll out by offering only a few services, such as online payment processing and parent communication features. You can add services as you become more accustomed to the new system. You will also want to communicate with parents about the new system and how they can use it. Giving the “why” for this transition can help parents see this 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, parents, and yourself. 

 
It takes some effort but implementing a CCMS can bring many benefits including increased efficiency, improved communication with parents, and reduced administrative costs. By planning the implementation process and addressing potential challenges upfront, you can successfully implement a CCMS and enjoy the benefits it brings. 

 

Disclaimer

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