Private Child Care Tracking System ( Child Placing)

Private Child Care Tracking System

Private Child CareTracking System(Child Placing)Division of Administration and Financial ManagementTeri Mason275 E. Main Street 3 W-CFrankfort, KY 40621502/564-3427 ext. 3822Fax 502/[email protected] Signing into PCCLogging into the PCC Tracking Module

To access the PCC Tracking module you must enter the web address into your browser (copy and paste and save to favorites): https://prd.chfs.ky.gov/portalrequest/Login.aspx?chfsapp=PCCTrackingTo log into the PCC Tracking module you must first complete the security portal information.

1/31/20142CHFS - PCC Training GuideLog In SuccessfulClick the Yes, I Accept radio button to accept the usage terms and conditions. If you click the No, I Decline radio button you cannot log into the application. Click the Sign In button or the Enter key on the computer keyboard to complete the sign in process.

1/31/20143CHFS - PCC Training GuideResetting PasswordPasswords must be reset every 30 days. Seven days before the password expiration date, the PCC application notifies you when you log in that your password must be changed. If you do not change your password in the allotted time period, you are locked out of the application. (You will be locked out even if you did not log into the application during the seven-day period, and were unaware of the coming expiration date.)

1/31/20144CHFS - PCC Training GuideReset Password

1/31/20145CHFS - PCC Training GuideAssign Location Work BasketThe Assign Location enables users to assign the foster home of a child placement. This action removes the child from the work basket and allows the worker to assign the foster home.Click the Assign Location in the Work Basket navigational menu.

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Assign Location1/31/2014CHFS - PCC Training Guide7

Move DetailsSearch for the Foster Home or Independent Living Location1/31/2014CHFS - PCC Training Guide8

Foster Home LocationAdd New Foster Home

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Caregiver DetailsAdd New Caregiver


Foster Home DetailsSave the Foster Home


Foster Home Location SearchAssign Child to Foster Home Placement


Assign LocationEnter Date of Placement and Save


Location Summary1/31/2014CHFS - PCC Training Guide14

Move Notification1/31/2014CHFS - PCC Training Guide15A Move Notification should be recorded as an alert to notify that the child is moving

Move Notification - DetailsEnter the Notification Details of Anticipated Move1/31/2014CHFS - PCC Training Guide16

Suggested Move Types1/31/2014CHFS - PCC Training Guide17

Suggested Move Reasons1/31/2014CHFS - PCC Training Guide18

Report MoveUse Report Move to record the actual move


Report Move - DetailsEnter the Move Details of the Report Move


Independent Living SearchSearch for Independent Living Locations


21Report TLC1/31/2014CHFS - PCC Training Guide22

End TLC1/31/2014CHFS - PCC Training Guide23

Entering VisitsAll visits to children in an OOHC placement must be recorded in the PCC Tracking module. The number of visits made to a child and the number of visits made to the childs home (placement) are submitted to the federal government as part of the data required to secure federal IV-B funding. Case workers are non-compliant if they fail to make the monthly visit: non-compliance jeopardizes the federal IV-B funds allotted for Kentucky by the federal government.1/31/201424CHFS - PCC Training GuideAdding a VisitUse the PCC Tracking module to record each visit made to a child in an OOHC placement. When you record a visit in the PCC Tracking module, it is also recorded in the TWIST database so that the DCBS case worker can see it. Confirm that a child in a child-caring placement is actually located at that placement before you record any visits. 1/31/201425CHFS - PCC Training GuideVisitsBegin the process by searching for the licensed program that the child is assigned to.Then click Visits in the navigational menu.

1/31/201426CHFS - PCC Training GuideSelect the Child VisitedClick the Name link of the child who received the visit you are recording to open the Child Visits page.

1/31/201427CHFS - PCC Training GuideChildrenThe PCC Tracking module automatically lists all the children placed with the selected licensed program. Children are listed by visit dates which are organized chronologically from most distant to most recent. Children who have not been visited are listed at the top of the Visits grid.The licensed programs placement list may include children who have been moved out of the PCC; you have until the end of the month following the month in which the move was recorded (in either TWIST or PCC) to enter any visits occurring which the child was in this placement. 1/31/201428CHFS - PCC Training GuideChild Visit Detail1/31/201429CHFS - PCC Training Guide

Visit Location SelectionSelect the appropriate visit location option from the Location drop-down menu.


Worker/Visit PurposeEnter the name of the pcc worker who visited the child in the First Name and Last Name text boxes.

Click the check box next to the appropriate choice in the Purpose selection box to indicate the purpose of the visit. You may select more than one purpose option if necessary.1/31/201431CHFS - PCC Training Guide

Service ActivityClick the check box next to the appropriate choice in the Service Activity selection box to indicate the reason for the visit. You may select more than one service activity if necessary.

Add a description of the service activity in the free-form text box. You can enter a maximum of 10,000 characters. Click the Save button to save the visit information.Then click the Yes option to confirm the saved visit.1/31/201432CHFS - PCC Training GuideInformational TicklersWhen you have recorded the visit, the PCC Tracking module creates and sends an informational tickler for the DCBS case manager. (Expired ticklers are removed from the DCBS case managers tickler list once a month; all ticklers that are more than 30 days old are automatically removed.)


TWIST Contact SummaryThe TWIST user can see any visit information entered by the PCC user in the Contact Summary grid in the TWIST system.


Visit i-twistPCC USER displays in i-twist that a Visit is entered by the PCC Worker1/31/2014CHFS - PCC Training Guide35

Editing a VisitYou can edit recorded visit information on the day on which it was entered into the PCC Tracking module only. You must complete your edits before 11:59 p.m. of that day; after that time, all material is closed for editing.

1/31/201436CHFS - PCC Training GuideLocating the VisitClick the Visits link in the navigational menu.Select the appropriate program option from the Licensed Program drop-down menu.

1/31/201437CHFS - PCC Training GuideChild Visit - EditClick the Name link of the child who received the visit you are recording to open the Child Visits page. The PCC Tracking module automatically lists all the children assigned to the selected licensed program.

1/31/201438CHFS - PCC Training GuideRules on Child Visit EditingMake the necessary changes to the visit record. You can edit any part of the visit other than the Childs Name field.Date of Visit (date the visit actually occurred)Location (location of visit)First Name (case worker making the visit)Last Name (case worker making the visit)Purpose (purpose of visityou can select more than one visit purpose when necessary)Service Activity (reason for visityou can select more than one service activity when necessary)Description of Service Activity (up to 10,000 characters)

1/31/201439CHFS - PCC Training GuideVisit - You can edit the visit as many times as necessary so long as the edits are completed by the end of the day (before 11:59 p.m.) on which they were entered into the PCC Tracking module.Each time you save the edited visit record a tickler is sent to the TWIST system so that the DCBS case worker is informed of the case changes. 1/31/201440CHFS - PCC Training GuideTWIST Help DeskIf you have application issues that you cannot resolve, you can contact the TWIST help desk for assistance.

You can e-mail the help desk at: [email protected]

You can phone the help desk at: 866-231-0003, option 3.1/31/201441CHFS - PCC Training GuideReportsPCC Homes and Children Listing (WOO6)

PCC Scorecard Report by Licensed Program (w012)

PCC Scorecard Report by Parent Agency(w012)

Monthly Face to Face Detail Visits Scorecard (W13d)

Monthly Face to Face Summary Visits Scorecard (W13s)


Private Child Care Tracking System ( Child Placing)

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