Minute Menu HX allows providers to record claims in three (3) different formats:
- Scannable Forms
- Online via KidKare
- Handwritten Forms
These claims can be processed in four (4) ways: scanning, online, manually, or via Direct Entry. In addition to the tasks listed in the table below, you should complete the following tasks monthly:
- Prepare and print state claim reports for your original claim submission to the state.
- Print provider checks, issue direct deposits, and/or generate provider payment information for your accounting system.
- Print provider error letters, and mail them to providers who do not use KidKare.
- Manage claim adjustments and late provider claims.
| Scannable Forms | KidKare | Handwritten Forms | |
Start/complete before the first of the month. | |||
1 | Advance your Current Claim Month on the last day of the month (or earlier, if you begin changing provider information for the upcoming month). | ||
2 | Updated provider information: Update tier/licensing information, remove old providers, and enroll new providers. | ||
3 | Enter any state/federal holidays for the following month. | If handling handwritten forms manually, skip this step. If you use Direct Entry, you must complete this step. | |
4 | Enter any school district-wide or sponsor-wide school holidays or vacation days for the following month. | If handling handwritten forms manually, skip this step. If you use Direct Entry, you must complete this step. | |
Begin after the first day of the month. | |||
5 | Open the mail, track received claims, and organize provider material into batches. | Open the mail (Child Enrollment reports only). | Open the mail (as you do currently), and track received claims. |
6 | Complete any child withdrawals (from submitted CIFs). | Not necessary, as providers complete this step themselves. | Complete any child withdrawals (from submitted CIFs or any manual forms you use). |
7 | Scan and validate enrollment forms. Cross-reference the information from the CIFs. | Activate new children. Cross-reference received and signed child enrollment forms. | Manually enroll new children. |
8 | Input Tier information for any new children in Mixed Tier homes. | Finish managing child Tier information. | Input child Tier information (if it was not supplied when you enrolled children). |
9 | Manage all other CIF information:
| Not necessary, as providers complete this step themselves. | If handling handwritten forms manually, update child information (school eligibility, special diets, and so on). If you use Direct Entry, you must manage all other CIF information. |
10 | Note any doctor's statements you've received for infants who require a special diet. | ||
11 | Scan review forms/manually add review information. | ||
12 | Scan and validate menu forms. Keep Infant Menus on top of Regular Menus for each provider, with each provider's claim kept together. | Not necessary, as this information is automatically transmitted from the provider. | If handling handwritten menus manually, this is not necessary. If you use Direct Entry, manually review the foods and then use the Record Full Month Attendance function. |
13 | Process claims via the software. | If handling handwritten menus manually, process claims by hand, and enter the results as a Manual Claim. If you use Direct Entry, process claims via the software. | |
14 | Review the processed claims, and make claim changes or re-process as necessary. | If handled manually, this is not necessary. If you use Direct Entry, review the processed claims. | |
