The Provider Services module in CareWait 3 offers a comprehensive interface to manage and maintain provider data, licensing details, and online search profiles. This module ensures your provider information is accurate, current, and searchable to families looking for care.

🔍 Provider Profile Overview

Each provider record includes a detailed breakdown of operational, licensing, and contact details. Below are the primary sections within a provider’s record:

✅ Summary

• High-level overview of key provider information
• View group assignment, license type, profile preview, and maximum age served
• Includes record creation and update history
• Linked to a CareConnect account (Customer ID/Site ID) if applicable

📁 Tabs in the Provider Record

📌 Basic

• Contains the provider’s program name, DBA, status, type, and referral status
• Profile visibility controls (Searchable/Not Searchable)
• Group assignment via “Primary Group”
• Food Program Sponsor and Education Level fields
• Provider address and mailing address fields

📬 Contact Info

• Contact person details: First name, last name, work/cell phone, email
• Preferred communication method and language
• Option for text reminders

🧾 License(s)

• Facility details, including license number, type, licensee type, and status
• Capacity and age range served
• Important licensing dates (Issued, Effective, Expiration)
• License-related comments for internal use

🌐 Online Profile Management

The Profile and Profile Preview sections are key for managing what families see when searching for care:

💼 Status & Profile

• Displays the provider’s current status and online profile status
• Referral Status and internal notes help manage outreach and prioritization

🌟 Profile Preview

• Gives a real-time view of how the provider appears in family-facing search results on the CareWait landing page
• Ensures providers can verify that all public-facing details (name, address, program type) are accurate

Creating a Provider Profile

To create or update a provider profile, return to the Provider Entity ID. From there, switch to the Profile tab, click Edit, and complete the following sections:

• Program Info
• Subsidy & Funding
• Hours & Rates
• Education & Support
• Branding
• Vacancy
• Quality

Program Info

Start with the Program Info section. This includes essential details families and enrollment staff need to understand your program offerings. Be sure to fill out the following fields:

• Program Basics
  • Program Name
  • Program Description
  • Phone Number
  • Email
  • Website

• Available Schools and Districts
  • School(s) served
• Transportation Provided
  • Transportation Availability
  • Transportation Details
• Location
  • Address
• Activities
  • Highlight key activities offered at your site

  • 

Subsidy & Funding

• Financial Assistance
• Tuition Assistance
• Other Public Contract
• Here is where you add in the public contract ➤ Child Care Resource Center (CCRC)
• Assistance Info

Hours & Rates

• Yearly Schedule 

 

• Schedule Notes

• Hours

• Start Time

• End Time

• Age Group

• Program Age Groups (This indicates what age groups your program provides service for. )

• Min Age 

• Max Age 

• Age Group 

 

 

 

• Rates

• Infants

• Toddler

• Prescool

• School Age

• Charge Registration Fee

• Discount Type

• Discounts

• Notes

 

 

 

Education & Support

• Accommodations

• Curriculum

• Medical

• Language

• Special Needs Notes

 

Branding

• Based on your institution type, MCT offers a set of default logo & header images. By checking the box below, the default images will be automatically applied.

• Use Stock Photo

 

• Logo Image (Minimum size: 323px wide by 100px high)

• Header Image (Minimum size: 1280px wide by 240px high)
   

• Please upload clear, high-quality photos that showcase your program facility and daily activities. Uploaded photos will be reviewed before being displayed to the public. Please do not use blurry photos.

• Upload Images

 

Vacancy

• Availability

Quality

• NAEYC (National Association for the Education of Young Children)

 

• NECPA (National Early Childhood Program Accreditation)

 

• NAFCC (National Association for Family Child Care)

 

• COA (Council on Accreditation)

 

• ACA (American Camp Association)

 

• AMI (Association Montessori International)

 

• AMS (American Montessori Society)

 

• ACSI (Association of Christian Schools International)

 

• QRIS (Quality Rating and Improvement System)

 

• Associate Degree

 

• Bachelor Degree

 

• Master Degree

 

• CCIP

 

 

Don't forget to Save and Publish.

📎 Additional Features

📌 Communication

• Record and view communications sent via CareWait
• Useful for tracking provider interactions and outreach history

📜 Notes & History

• Internal notes section for documentation
• History tab shows a timeline of edits and actions taken on the record

📂 Files & Linkage

• Upload supporting documents directly to the provider’s record
• Manage linkages to other systems or programs (e.g., CareConnect)

📊 Behind the Scenes: System Activity

From the Summary tab, system-generated metadata includes:

• Created Date and Created By
• Profile Update Date
• Vacancy Update Date
• Tags and ownership assignments for internal tracking

📞 Why It Matters

Maintaining an up-to-date provider record ensures:

• Accurate search results for families
• Seamless communication between staff and providers
• Compliance with licensing and program-specific requirements
• Clean data transfer between CareWait and CareConnect