Use this procedure to record a client’s activity schedule and child care needs schedule.
Special note about the Child Care Service Plan, Activity Schedule, and Household Needs Assessment:
If being completed by an MA worker and Child Care is being requested, these pages can be skipped by clicking the Next button as the MA worker will most likely not have the Child Care information. Upon running eligibility, if Child Care is approved, the Child Care worker will receive an alert and will need to return to these pages to complete them. If Child Care is denied, no action is necessary.
The Household Needs Assessment – Summary page displays.
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Although the service plan and needs assessment is used by a worker to determine the family’s child care needs, the needs assessment information is for documentation proposes and is not used by the VaCMS for eligibility or to record the amount of services each child is authorized to receive. |
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Record an activity schedule for every member in the family unit. Record a child care needs schedule for children requesting child care services. There is no mandatory order of recording the schedules. |
To record an Activity Schedule:
Click Add Activity Schedule on the Household Needs Assessment – Summary page.
The Activity Schedule page displays.
In the Schedule Dates section:
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During the Intake process the Effective Begin Date defaults to the first of the application / screening month. When making updates to the Data Collection driver flow the Effective Begin Date defaults to the current date. The End Date is disabled and read-only. |
Enter the Effective Begin Date of the client’s activity schedule (required).
In the Activity Schedule section:
Select the Name of the household member whose activity schedule is being recorded from the dropdown menu (required).
The client’s Client # displays as read-only.
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When updating a client’s activity schedule the client’s Name is read-only. Enter the activity schedule based on the client’s past four weeks of activities. Week One represents four weeks ago, Week Two represents three weeks ago, Week Three represents two weeks ago, and Week Four represents the most recent, past week. |
Select the corresponding week from the Select a Week dropdown menu for the client’s activity schedule (required).
Select the activity schedule by choosing a day and time period for when the client has a scheduled activity. Repeat this for each day of the week and time period of the day to fill out the client’s weekly activity schedule.
Select the Do you want to apply Schedule for all four Weeks? checkbox to apply the schedule recorded to all four weeks.
To add another week or new child care needs schedule:
Click Save + Add Activity Schedule.
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Repeat steps 2 through 4 to add four weeks of activity schedules for each member of the family unit. |
Click Save + Previous.
The Household Needs Assessment – Summary page displays.
Click Add Child Care Needs Schedule.
The Child Care Needs Schedule page displays.
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Although the service plan and needs assessment is used by a worker to determine the family’s child care needs, the needs schedule is for documentation proposes and is not used by the VaCMS for eligibility or to record the amount of services each child is authorized to receive. |
In the Schedule Dates section:
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During the Intake process the Effective Begin Date defaults to the Application / Screening Date. When making updates to a Data Collection page the Effective Begin Date defaults to the current date. The End Date is disabled and read-only. |
Enter the Effective Begin Date of the child’s child care needs schedule (required).
In the Child Care Needs Schedule section:
Select the Name of the child whose child care needs schedule is being recorded from the dropdown menu (required).
The child’s Client # displays as read-only.
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Enter the activity schedule based on the client’s past four weeks. Week One represents four weeks ago, Week Two represents three weeks ago, Week Three represents two weeks ago, and Week Four represents the most recent, past week. |
Select the corresponding week of the client’s past month from the Select a Week dropdown menu for the client’s activity schedule (required).
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For a child that receives services from two different vendors in one day select Part Day and Part Day. For a child that receives more than 12 hours of services select Full Day and Part Day. |
Select the amount of the child’s need for Monday.
Select the amount of the child’s need for Tuesday.
Select the amount of the child’s need for Wednesday.
Select the amount of the child’s need for Thursday.
Select the amount of the child’s need for Friday.
Select the amount of the child’s need for Saturday.
Select the amount of the child’s need for Sunday.
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Repeat steps 7 through 9 to add four weeks of needs schedules for each child requesting services in the family unit. |
Click Save + Continue.
The Wrap-up – Run Eligibility page displays. Proceed to Run Eligibility.
The household’s needs assessment is recorded including an activity schedule and a child care needs schedule.
Updated 12/17/2014
