January 6, 2009
Features and Benefits
 

The most important feature of the AccuTrak Integrity System is that it thoroughly checks each claim for compliance with USDA and state regulations:
Children Records
1 Child must be twelve years or younger on date of serving (Special needs children excepted)
2 Child must have enrollment form on file
3 Child must be served after their recorded enrollment date and before their recorded dropped date
Provider Licensing
4 Can only claim for approved days
5 Can only claim for approved meals
6 Must have Helper to serve additional children
7 Meal claimed must be after approved start date and before expiration date
Infant Servings
8 Meal not allowed if parent provides formula (all infants)
9 Snack not allowed if parent provides formula (infants 0 to 7 months)
10 Formula exemption must be approved
11 Must serve milk/formula to infant (fruit juice for 8 to 11 months)
Maximum Servings
12 Only three meals per child per day
13 Can't serve only resident children
14 Over total capacity for provider license type
15 Over capacity ratios for provider license type
Split shifts
16 Provider must be approved to serve split shifts
17 Child should only be counted once if recorded on multiple shifts
Tiering
18 Tier 1 must be within eligibility dates for Providers Own, Related Resident, Foster Child
19 Tier 1 must be approved for Providers's Own, Related Resident
20 Tier 1 must be approved for Foster Children
Quality control
21 Provider must have record on file (An incorrect provider ID number may have been entered by the provider)
22 Provider must be active
23 Child must have Tier information entered (Verifies that child is Tier 1 or 2)
24 Provider must have Licensing Information on file
25 Meal claimed before child's date of birth (An incorrect date of birth may have been entered by the provider)
26 Infants must be recorded on Infant menus
27 Non-infants must be recorded on Regular menus
28 Claim for this month must not have already been entered (Prevents duplicate claims)
29 Date must not already be entered in another column( An incorrect date may have been entered by the provider)

Other features and benefits that help your manage your food program more efficiently and effectively:

Special Feature

Benefit
Claim flags Allows you to automatically deduct meals for a range of dates based on observations from a Home Visit.
Fraud Alerts Automatically keeps track of possible "block claiming" situations.
Claim Statistics and Graphs Keeps track of major claim statistics on a month-to-month basis and lets you view them either in a datasheet or graph. Regular claims, late claims, number of meals by tier or meal type, even the number of errors.
Forms usage tracking You can see exactly how many forms a particular provider is using every month. This lets you get a handle on your inventory and send out only the number of forms that will be used.
Letters to Individual Providers Maintaining good communications with providers is a sign of an excellent sponsor. You can add or edit letters and send them to individual providers.
Direct Deposit Providers can choose to have their checks deposited directly in their checking account. This gives them the added security of knowing that they will receive the reimbursement they have coming to them.
Records annual Time in/out, in school times Enrollment forms record the time ranges that a child will be in school, or in care. You have the option of disallowing meals outside of these ranges.
Check printing recovery Murphy's law suggests that lightning will strike or a printer jam will occur in the middle of your most critical process, check printing. Knowing that you can recover easily from a worst-case-scenario will give you more peace of mind.
Off line checks Checks that were not written by AccuTrak but still need to be recorded in a providers files can be entered thru Off line checks.
Voiding checks Voided checks can be flagged so that they won't be included in a providers yearly reimbursement totals.
Change message on Provider summary report You can customize the message you send to your providers in their claim summary report every month.
Claim exceptions to Holidays, School age child... If you use the option to check for Holiday service, or AM snacks or Lunches served to school-age children, you can exempt certain providers or certain days if they qualify.
Events Log A system log is automatically generated keeping track of major changes to provider records and and major steps in processing. You can always go back to look at the logs to determine where a provider was entered, a tier was changed, or checks were run.
Version Notes This feature keeps track of all changes made to the program, so that you aren't left wondering what the newest version fixes.
Open fields You probably want to store unique information on a provider. With Open fields, you can define up to 12 different pieces of information that you can use for whatever you want.
Multi user with Read-only option for stations You may want to have multiple people working on the claim, some with the ability to enter and change information, others just need a "look but don't touch" station.
State Reimbursements (California) AccuTrak includes the ability to add state reimbursements for claims.
On-Line manual Documentation of the system is almost as important as the system itself. The on line manual lets you look up answers to your questions on the use of AccuTrak.
Windows based for over eight years Windows makes using the system easy. Years of experience under Windows makes this a well-tested system.
Microsoft Access 2000/XP Unique questions will pop up from time to time that you know you can answer because the data is in the database. Microsoft Access allows you to create your own queries and reports to get the information you're looking for quickly and easily.