Adding Participants Part 2

Greetings from the flight deck and welcome to CenterPilot ready to fly buckle up take off maybe bumpy as you learn your wings, but we're confident. You'll be soaring through clear skies and Landing smoothly soon. So sit back relax, and enjoy your flight. In CenterPilot, it's easy to fly through the entire enrollment process including adding and editing participant information managing enrollment expirations and creating and storing 100% electronic enrollment documents. The process for adding and editing participants was covered in a previous training.

Please watch that first then return to this training. In this training, we'll be reviewing some of the functions Beyond adding participants including managing enrollment expirations and creating and storing electronic documents with electronic signatures. After that stick around to find out how to copy sibling information print blank enrollment forms and deactivate and reactivate participants. Note that we will first watch a short complimentary in-flight video, then we'll review each function in detail.

Then the video will replay again at the end. CenterPilot will notify center staff 60 days in advance when the enrollment in eligibility forms will expire the expiration date for these forms is on the participant information screen notice on this screen that the expiration date is exactly one year from the current cacfp date. Remember this detail as we discuss this participant. To assist center staff with ensuring participants are re-enrolled in a timely manner the names of expired and expiring participants will show up here 60 days in advance.

Notice that anias forms have already expired because this participant is no longer enrolled due to expired forms. She will be automatically disallowed on claims beginning with the March 2022 claim and tell her forms are updated and approved by the sponsor. To Shard has a May 1 2022 expiration date. This is the participant that we viewed on the participant screen. Remember that his actual expiration date is one year from his current cacfp date or April 5th 2022. However, cacfp regulations allow participants to be claimed in compliance until the last day of the month their forms expire.

So may first is the date. He will no longer be eligible to participate without updated forms and the date showing on this screen. To print new forms for the parent to complete and sign click on the enrollment and eligibility form icons and send the forms to your printer. If you prefer to have the parent complete the electronically, please continue watching. Finally if your Center re-enrolls all participants at the same time, there is a simple way to print re-enrollment forms for all participants from the main menu select participants reports, then participant enrollments this function allows the center to choose the exact effective date for all re-enrollments select the date then click get report.

In CenterPilot, all required forms can be completed 100% electronically. Let's review how to enroll a participant with no printed forms. Using the participant information screen enter all information for a new enrollee for information on how to do this. Please view our previous training adding participants. Most staff will use a desktop or laptop computer to enter the information. Although any device may be used. When all information is entered and saved the next step is to collect an electronic signature from the parent.

Staff may wish to transition from a computer to a phone or tablet for this step since parents may use their finger or a stylus to sign on these devices. Bring up the same participant information screen on the electronic device move the pencil squares slightly more out of the way and change the line size to 7 have the parent sign in the signature box using a finger or stylus. Once signed click on the down arrow at the top of the signature box and select save after the save notice that a statement appears indicating the signature is saved but reminding you to save the participant information.

After resaving the participant information, the electronic signature is now embedded into CenterPilot the signature box disappears and won't reappear until 60 days before the current enrollment expires. Notice that there is now a statement indicating a signature is on file. Now, let's create the electronic enrollment form. Click on the icon for the enrollment form. If all participant information is entered in the CenterPilot. The enrollment form will be mostly pre-populated as shown here. Notice that the parent signature is also populated now that it is saved in CenterPilot.

The next step is either to download the form or simply save as to your desktop. Be sure to name the form with the name of the participant if the participant is an infant open the PDF form that you just downloaded or saved to have the parent electronically complete the center section resave and close. The enrollment form is now 100% electronic. Of course, you can print it if you choose but it's not required since it may be forwarded to your sponsor electronically and stored electronically. Next let's create the electronic eligibility form.

Click on the second icon for the eligibility form notice that the form is partially pre-populated including the parent signature again download or save as to your desktop open the document to the allow the parent to complete the required areas electronically then resave and close as with the enrollment form. This form may be forwarded electronically to your sponsor. It's a good idea to create a folder on your desktop or elsewhere to keep up with the electronic forms. And there you have it 100% electronic enrollment in eligibility forms at your fingertips.

If you have siblings and rolling on the same day, you can save some time by copying some of the information from one sibling to the other to add the first sibling choose participants participant information from the main menu at the top in this example Patty and Randy are siblings and are enrolling on the same day. Enter all of the information for one of the siblings in this case Patty after saving select use this participant for copy. When the next green pops up enter Randy's first and last name and his date of birth.

You may also assign a classroom here to save time or you may assign a classroom later. Click. Ok. Notice that the screen changes from Patty's information to Randy's for the Top Line only. Notice that select participant now shows here instead of Patty's name and the age group is still showing Patty's age group. Be sure to save participant information now. After the save notice that Randy's name shows up here and the correct age group shows up here now begin correcting any information of patties that does not apply to Randy in this example.

Randy is not on the special diet that Patty is on and is not a female. All other information is the same as patties including address race and ethnicity times and care and guardian information. Make the corrections and save participant information again, finally. We see Randy's enrollment complete. Some centers prefer to have the parents complete all elements on the enrollment form by hand to print a blank enrollment for this purpose select participants participant information from the main menu ribbon first.

Be sure to check the box next to load blank enrollment form next select any participant from the drop-down list who does not have an electronic signature stored in CenterPilot. Lower on the same screen. Click on the enrollment form icon a blank enrollment form will open send this form to your printer. You may also choose to make copies of the blank form to have on file for future enrollees. In CenterPilot, it is important to deactivate participants as soon as they are no longer in care or at least no later than the last day of each month.

If there's a remote possibility the participant will return it's still better to deactivate him now then reactivate him when he does return. Participants that are not deactivated before the start of a new month will be calculated into the free reduced paid eligibility ratio for the new month. We recommend that someone in the center be assigned the responsibility to check a few days before the end of the month to be sure all participants who should be deactivated are. To deactivate one participant select participants then participant information from the main menu ribbon select the name of the participant from the drop-down menu when the screen refreshes select drop participant.

You will see a pop-up confirmation that the participant has been deactivated. This participant may now only be accessed from the dropped participant list. To deactivate two or more participants save time by using the bulk participant drop function from the main menu ribbon select participants then bulk participant drop. Click in the box next to the name of the participants you wish to deactivate. When all participants are selected click drop selected participants. If there is ever a need to view the information on a dropped or deactivated participant it is simple to do so also if a deactivate a participant returns to care his information cannot be entered twice.

In this case. It is necessary to reactivate the participant in this example. We will reactivate Jordan Allen. From the main menu ribbon select participants then participant information first click in the circle next to dropped when the screen refreshes choose the name of the drop participant from the drop-down menu. scroll through the tabs to view information on the participant to reactivate the participant click reactivate participant you will see a pop-up confirming that the participant has been reactivated.

Now click in the circle next to active when the screen refreshes select Jordan's name from the drop-down list. Now, you may make any changes to his information except for the information in the first two rows to edit this information contact your sponsor, as you can see, the current cacfp date needs to be updated to allow the cacfp expire date to update. There you have it now, you know how to perform Advanced functions to participant information when you are ready. Please progress to another informative training flight.

As we make our Final Approach To The Runway, please. Enjoy our in-flight video one more time. We thank you for flying with us today. And as always, thank you for choosing CenterPilot.

Transcript generated from the video’s captions.