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3 Easy Steps: Back Up Child Care Data to the Cloud

Toy Boats in the RainWhen the weather is stormy, there’s nothing more important than finding a safe harbor—that’s especially true where protecting your child care database is concerned.

At Procare Software, the last thing our support technicians like to hear is “my computer crashed and I don’t have a backup of my data.” With that in mind, there’s a great way to ensure your data is backed up safely—by having Procare automatically copy your backup to a cloud-based storage location (like Dropbox or OneDrive). You’ll have an off-site backup to protect you in the event something happens to your main computer—which would be a very rainy day indeed. Continue reading

Stormy Weather? Keep Your Child Care Data Safe

Girl with umbrella in stormy weather.Here we are in the midst of April and the weather forecast isn’t looking much like spring. Our Procare campus is located in the Pacific Northwest, Southern Oregon region, nestled in the Rogue Valley. Our snow accumulation this year is extremely low, with a nonexistent snowpack. We have been without significant “weather events” this year, unlike the East Coast. With all of the predictions calling for more snow, ice, wind, or tornados for much of the nation, are you prepared? If you happen to be utilizing Procare Data Hosting Services, you are better prepared to handle any emergency situation.

Data Hosting allows you access to Procare information from any high-speed, internet-connected device. How convenient would it be to log in from your home computer (on a snow day or any day) to keep tabs on recent activity, run reports, or enter data that you just didn’t have time to get to before the bad weather hit? Continue reading

Using Immunization Tracking Software at Your Child Care Center

Girl Holding Teddy Bear while Getting a ShotHugging a teddy bear can help kids feel braver when it comes to getting a shot. And while they may have to endure a brief moment of pain in the name of good health, at least they don’t have to deal with the hassle of keeping track of immunization records and paperwork. Truth be told, neither should you.

As a child care professional, chances are you’re familiar with the recommended immunizations for young children and you’re careful to make sure every family brings in the child care immunization records for their children before they can attend. Next on your list is the question of how to efficiently keep track of all the immunization requirements, due dates and child history.

How to Track Child Care Immunizations

To help you simplify the paperwork, here are some essential features to look for in  immunization tracking software to keep your immunization records up-to-date.

Flexible Immunization Schedule

In order to track when the next immunization is due, you’ll need a way to define the schedule of required vaccinations. Since each shot requires a different schedule, you’ll want the child care database you choose to be flexible. For example, one immunization may have multiple doses due at specific ages, another may be due every 12 months, and a third may be due so many months after the last one, rather than at a specific age—such as when children are on a make-up schedule.

See Video: Set Up Immunizations

Allow for Exemptions

Children may be exempt from certain vaccinations for a variety of reasons.

  • If they’ve already had an illness, like chickenpox, the immunization (such as varicella) may no longer be necessary.
  • A child might have an exemption due to family philosophical or religious reasons.
  • Combo-vaccinations are another reason for exemptions. Families might choose (or their pediatrician might recommend) individual shots or a vaccine that combines multiple immunizations into one. Therefore, you’d need a way to exempt children from the “individual” shots or vice-versa.
  • An age exemption is another possibility. For school-age children you may not be required to track immunizations that apply to younger children.

Mark Child as Exempt from an Immunization

One final thought on exemptions: you’ll also want a way to indicate the reason why a child is exempt.

Alerts When Immunizations are Due

It’s good to know when an immunization or other requirement (physical, etc.) is due, but it’s even better to get advanced notice of when it’s coming due. In other words, you’d like the parents to know ahead of time, so they’re able to make sure they have the necessary doctor’s appointments arranged.

 

Immunization Due Alert

You may also want a way to:

  • Easily see on your director’s screen when immunizations are due or coming due.
  • Let parents see immunizations that will be needed soon, at the time they check their children in.
  • Generate reports and lists showing immunization information.

Immunization History

Beyond knowing what’s coming due, you’ll also want an efficient way to track the history for each child. In other words, what dates did a child receive each vaccination in the sequence? Typically, this information should be available on an immunization history report.

 

Immunization History Report
Final Thoughts

Making sure the kids attending your child care center are up to date with their immunizations is necessary to ensure the health of every child in your care. However, when the year gets underway and your schedule fills up, it can be easy to lose track of the multitudes of paperwork that go along with immunizations records. To mitigate these challenges and manage health records, child care centers should employ immunization tracking software with a degree of flexibility and customization that allows them to account for each child’s needs.

Learn how Procare can help you better keep track of  family health information at your child care center.

Interested in learning more about managing health information at your child care center? Check out these related articles.

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Learning to Back Up Your Daycare Database

Teenager Backing Up CarWhen you’re learning to drive, you take precautions backing up. You glance in the mirror, crane your neck for a better view, and gently ease your foot on the pedal. You’re careful not to bump the orange cone to ensure you’ll pass the driving test.

At first it takes practice, but soon those steps become second nature as you develop good driving habits.

Taking precautions with the database on the computer at your child care center is an important habit too. You’ve spent untold hours keeping child and family records up to date with payments, attendance, meal counts and more.

If the unthinkable were to happen: your hard drive crashes, your laptop is dropped or stolen, your computer gets a nasty virus, is fried by lightning or simply rusts in place — what would you do? Okay, that last one is pretty unlikely, but you get the point.

If you follow the recommendations in this article, you’ll have a quick, easy, confident answer. Continue reading

A Car Seat for Your Daycare Data

Of course you know the motto “Safety First”. On field trips I’m certain every one of the toddlers and preschoolers in your care (and perhaps a teddy bear too) is lovingly helped into their car seats to keep them secure. You may even have posters displayed or a song to sing about being safe. In fact at my children’s elementary school “Be Safe” is the very first part of their school motto.

Car seats for children? Well, of course. That kind of precaution is so ingrained in us it’s practically automatic. But how is using a car seat in any way related to the childcare database entered on your computer? Well, your data is important for sure. Can you imagine losing all that accounting history – payments received, deposits made, balances owed – not to mention basic name, address and emergency contact information, immunizations and more? It could be not only time consuming, but perhaps impossible to accurately re-create.

So what do I mean by a “car seat” for your data? Continue reading

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