COVID-19 - Service Management Bookings & Ceasing Care

This article contains the links to the various Xap Guides to assist you with managing COVID-19 related processes for your Service within the Xap program.

Staffing

To assist you with managing your required staff vs Children on the premises:

1. Run an Attendance report for today from the Bookings & Attendances Screen > Rolls Screen. See: Roll Screen Reports

This will display:

• Total number of children per Room for the day
• Children currently signed in or marked as absent

2. You can also view the current attendance information from the Bookings & Attendances Screen > Rolls Screen using the mini Dashboard

3. View the status on the Dashboard screen > Bookings Tab, this will also display the current status of the Service and Rooms. See: Dashboard Overview

4. An Absences Report can also be run to assist you with viewing total number of children not attending for a selected date. This can also be run for future dates.

see: Absent Attendances Report

Bookings

You may also choose to turn off Casual bookings. See: Settings Bookings Configuration

Head Counts

Head Counts can be created via the Connect App or via the Xap program to assist you with accurate Child Numbers. You can then run a Head Count Report

see: How to create a Head Count via Connect App and Head Count Report

Ceasing Care

If a family does not intend to return to care, then you must take action as soon as possible. If you don’t, then you may get a debt on behalf of the family.

CCSS doesn’t usually pay Child Care Subsidy (CCS) for any days after the last day a child physically attends.

However, they will pay CCS for absences after a child’s last physical attendance for up to 28 days after a COVID-19 hotspot ends.

What do you need to do:

1. Speak to families about their intentions to return.
2. Identify any families who want to end their enrolment.
3. Identify if the planned enrolment end date falls during a COVID-19 hotspot of more than 7 days or within 28 days of the hotspot ending (see key dates below).
4. If the above criteria is met, record an attendance on the last day of the child’s enrolment. Use the following details when recording the session:

• Session fee: $0
• Session start time: 10.00 pm to 10.15 pm (or another 15-minute period if this time conflicts with an absence)
• Session description: COVID-19 last day of care.

To assist you further with this process see:

Covid-19 How to end enrolments during COVID-19 Hotspots

COVID-19 Absences $0.00 Fee Session

For further COVID-19 Assistance see: Help Page - COVID-19 Links & Guides

Updated on: 25/01/2022