Purpose
Process each new scanned enrollment application from the approved intake folder through filing, Brightwheel entry, linking, and completion tracking without losing or duplicating records.
Procedure
Step 1: Review the approved intake folder and identify new applications for the assigned campus or client. Check whether each file has already been processed before creating a record.
Step 2: Locate or create the child’s completed folder using the client naming convention, such as Child Name - Parent Name. Verify child, parent, campus, and application details before moving anything.
Step 3: Move the application from intake to the correct completed folder. Do not leave a processed file in the intake queue.
Step 4: Clean the scan by removing blank or duplicate pages and correcting orientation. Do not change the application’s substantive information.
Step 5: Open the child’s Brightwheel record, or follow the authorized record-creation process when no record exists. Enter employer, parent/guardian, subsidy, co-pay, and other required fields exactly as shown.
Step 6: Compare the saved Brightwheel data with the application. Flag missing, illegible, or conflicting information instead of guessing.
Step 7: Copy the child-folder link into the authorized Brightwheel Child’s Files field and save. Add the required file-linked note if the client workflow calls for one.
Step 8: Complete the daily intake task and record unresolved questions or follow-up needs in the approved tracker.
Quality checklist
Correct intake folder and campus verified
Duplicate processing ruled out
Child folder located or created correctly
Application moved and scan cleaned
Brightwheel fields match the application
Unclear information escalated
Drive link and required note added
Task marked complete with exceptions recorded