RecTrac 10.1 Reference Guide

RecTrac 10.1 Reference Guide
8 Complete all other fields or leave their default settings. Press F1 for field-level Help as necessary.
9 Click Next. You will proceed to the DOD Financial screen.
10 In the Spon Consent Date field, enter or select the date on which the sponsor's consent form was submitted to
your center.
11 In the Last USDA Update field, enter or select the date on which this household was last reviewed for USDA
specifications.
12 In the Profile Date field, enter or select the date that this household’s psychological profile was submitted to your
center.
13 In the FCP Due Date field, enter the date on which the emergency family care plan is due. A family plan
designates who will take care of the children in case of an emergency.
14 In the FCP Received Date field, enter the date that the Family Care Plan was submitted to your center.
15 In the Family Size field, enter the number of people in this family.
16 In the USDA Income field, enter this household’s USDA income amount.
17 In the USDA Income field, enter this household’s total family Income.
Note: After entering the information in the two previous fields, the USDA Category and Income
Category fields in the CYS Income/Discount Categories section are automatically filled in. These
entries are calculated by the system and used to determine meal reimbursement amounts and
monthly rates for this household.
18 Fill in all other fields or leave their default settings. Press F1 for field-level Help as necessary.
19 Click Next to continue to the Household - Emergency/Misc Info screen.
20 Click Add Em to proceed to the on the Emergency Contact Update screen. Enter the emergency contact
information for this household. Make sure to fill in as many fields as possible so that the most complete
information is available to contact these individuals in the case of an emergency.
Click Update. Repeat this step for each emergency contact that you wish to link to this household.
21 Click Members. You will continue to the Family Member Listing screen. Notice that household records already
exist for the sponsor and spouse. If the sponsor is not married, the system will still create a second family
member record with the name NO.
22 Click Add. You will continue to the Family Member Update screen.
23 In the First Name field, enter the child’s first name. The last name that you entered on the Household Core
Information screen will already be entered.
24 Enter the child's Social Security number.
25 Enter or select this child’s relation to the sponsor.
26 Enter or select this child’s Ethnicity.
27 Select whether this family member record is active or inactive.
28 Select the appropriate gender for this family member.
29 Enter the birth date of this child.
30 Fill in all other fields or leave their default settings. Press F1 for field-level Help as necessary.
31 Click Next to continue to the Family Member - Special Needs screen.
32 If this child has special needs, select the Does this child have any ‘Special Needs’ toggle. Also select whether
the family is enrolled in an ‘Exceptional Family Member Program.’
Then, enter the dates on which the Special Needs team initially reviewed this child’s record as well as the date on
which this special needs team information was last updated.
33 Enter the date on which this child's Health Assessment Form was completed.
34 Enter the date on which this child's last Sports Physical was completed.
35 Enter the date on which this child's Program Agreement was submitted.
36 Enter the date on which this child's Profile was last submitted.
37 Click Next to continue to the Family Member - Medical screen.
38 For the first medical condition, medication, or basic care item that applies to this child's record, click the Add Med
button.
39 Select the type of medical record information this record holds (Medical Condition, Medication, or Basic Care).
40 Enter or select the appropriate code in the Med Code field.
41 Enter the date on which this condition first appeared, medication was prescribed or basic care item began being
administered. Enter the date that this medical code will next need to be reviewed.
Vermont Systems, Inc. 29 06/09/08