Childcare Licensing Solutions
Ensure the Safety of Children
Virginia Inspectors Eliminate Inspection Backlog and Reduce Complexity
Inspectors at the Virginia Department of Behavioral Health and Developmental Services use GL Suite to stay ahead of a growing workload, enabling them to perform critical (sometimes life-saving) inspections at a faster pace and with improved reporting accuracy.
The department’s customized GL Suite system automates and streamlines workflows related to license applications and renewals, investigations, and enforcement actions, as well as facility inspections.
Virginia’s GL Suite application:
- Allows the agency to manage all forms and communications electronically, including automated notices to both staff and providers
- Supports websites that allow residential providers to fulfill licensure requirements and the public to review licensure status, all online
- Manages criminal history checks for facility staff
- Tracks available beds
Mobile Inspections Increase Agility, Capacity
At the conclusion of an inspection, field inspectors can instantly transmit results to the GL Suite cloud application. And in the case of low or no reception, the mobile app retains data for inspections that occur offline, securely transmitting the data once an internet connection is reestablished.
The application also pushes scheduled inspection updates to the inspector’s mobile device, ensuring access to current information right up to the minute the inspection begins.
And because GL Suite’s mobile inspection capabilities allow for smoother inspections, inspectors gain greater capacity to perform both scheduled and ad-hoc inspections.
Paper Inspections Create Problems. A Digital Mobile Solution Solves Them.
Using paper for inspections slows the process and increases the risk of errors: every handwritten comment must be later deciphered and manually copied into another system. A single dropped or transposed digit could virtually bury the record, causing hours of manual searching for the original or even requiring a re-inspection.
Worse, paper forms can easily get lost or misplaced. If those forms contain sensitive information, a lost form floating out in potentially public view could create information security concerns or even privacy violations.
Mobile inspections in GL Suite save time and reduce mistakes. Inspection results flow directly into the system from the field, delivering powerful results:
- A faster data collection process
- Improved accuracy
- Better completion through digital prompts to collect required and important information
- Eliminates the risk of paper forms being lost in transit or misplaced
As a childcare licensing agency, you rely on your inspectors to gather important facility and provider information. GL Suite offers your agency the mobile inspection tools to support better, faster, more accurate data collection.
With GL Suite’s mobile inspection solution, your inspectors enjoy offline support, and your agency can monitor the status of every inspector at a glance.
Track Numbers of Beds
For example, tracking the number of foster children and the number of foster care beds (total and available) helps your agency understand your ability to meet demand and provide care to every child in foster care.
- The Virginia Department of Behavioral Health and Disability Services uses the GL Suite system to:
- Track residential treatment beds by type, availability, location
Use business intelligence reporting to visually display the number of beds by the service provided and by region, using maps, graphs, and bar charts
By transforming and modernizing your licensing and permitting process using GL Suite, GL Solutions helps you tackle these challenges. We implement a faster, more accurate, more efficient process that improves both your agency’s capacity and the human experience you deliver.
Our step-by-step, hands-on process develops a customized GL Suite implementation that will modernize your agency, transforming your childcare licensing process and your ability to serve those who need it most.
Empowering Agencies from Alaska to Connecticut
State agencies from Alaska to Connecticut use GL Suite, GL Solutions’ configurable childcare licensing and enforcement SaaS solution to improve processes and outcomes. GL Suite helps agencies:
- Support field inspectors and remote workers
- Interface with databases
- Ensure public safety
- Automate business processes
- Adapt to new requirements
Human Services agencies (including departments of behavioral health and departments of children, youth and families) use GL Suite to ensure compliance and better protect children and the most vulnerable.
Functionalities
Enforcement Investigations
Schedule, assign and track investigations according to your schedule, while retaining all information. GL Suite allows your agency to launch investigations on a schedule dictated by your priorities and to assign cases to investigators. The application tracks investigations to completion—from investigator notes to court appearances—while saving all information with the appropriate records in the system.
Complaint Intake
Reduce data entry required during intake while leveraging websites to reduce public complaint paperwork. Data entry tools in GL Suite reduce intake-related work and speed up the process. Optimize your intake procedures by setting up websites that allow the public to report complaints online—without requiring your staff to enter any data at all.
Third Party Integrations
Interfaces to and from third-party applications support data exchange between your agency and third parties. GL Suite seamlessly exchanges data with online payments, criminal record checks, information updates, exam scheduling, scoring, administration and more. Agencies also interface with GL Suite from other applications with a documented API
Invoicing and Payment Processing
Integrate with third-party payment processors, like PayPal, to ensure seamless online payment processing. Retain a history of payments and receipts with confirmation numbers added to applicant records. GL Suite integrates invoicing and reconciliation with an advanced financial reporting functionality, ensuring agency accountability—and trust with the public, as well.
Reminders and Notifications
Applicants and agency staff benefit from GL Suite’s highly configurable, automated alerts and notifications. Notify applicants of application approvals or of upcoming renewal dates by email and text. Or alert agency staff of tasks, such as an applicant review or a complaint notice. GL Suite helps you automate your office—and eliminate paper mailings.
Continuing Education
Support the management, review, certification and maintenance of continuing education requirements with GL Suite. The process categorizes and calculates the hours based on your agency’s specific policies. GL Suite ensures that an applicant meets your agency’s CE requirements before they complete their application or renewal.
Background Checks
Your agency performs background checks to help keep the public safe. With experience interfacing with local and federal background check vendors, like the FBI, GL Suite ensures that licensees are free from criminal records that exclude them from approval. GL Solutions is CJIS compliant, meeting data security standards from the Criminal Justice Information Services.
Performance Monitoring
Measure, assess, track and respond to organization and team objectives with GL Suite’s performance monitoring. View current performance, based on established Key Performance Indicators (KPIs), analyze supporting data and take corrective action. GL Suite’s PowerBI reports create visual representations of performance, highlighting trends.
Licensee Verifications
License verification websites give the public access to real-time information about license, location and license duration. GL Suite’s security ensures that public information appears online, while private information stays only with agency staff. Any updates to information occur in real time, as well.
Board Meeting Management
Store and manage board meeting information, allowing your staff to generate review material and agendas well in advance. Reports allow staff to see upcoming meetings and all records scheduled for review. When meetings end, GL Suite updates records automatically. GL Suite’s Board Meeting Management automates the production of board meeting packets, compiling all electronic files.
Workflow Automation
Automate your processes, storing all relevant information and communication within GL Suite’s secure SaaS platform. With GL Suite, license and permit applications flow through numerous automated steps, eliminating or reducing repetitive manual tasks for your employees. Easily send and track work amongst your staff, whether they work in office or remote.
Online User Manuals
Our online user manuals, GL Suite’s Process Guides, lead your agency through your business process steps. The guides keep track of your progress in the process, even marking where you left off. Process Guides ensure your agency completes each step in a business process, leading to greater accuracy and efficiency.
Self-Service Websites
Handle basic tasks, such as paying fees or submitting applications and renewals entirely online. Online self-service makes your constituents happy, and frees up your staff to spend their time on higher-value work. Self-service websites also support two-way communication between end users and agency departments.
Robust Reporting
Use GL Suite’s powerful reporting tools to help you visualize information and interact with the reports via an integrated dashboard. Our customizable interface gives you control over reporting to best meet your agency’s needs. Ad-hoc reporting allows you to query any data in the system and display information in real time.
Digital Communication
Going paperless is environmentally and economically savvy; you’ll slash your paper use, delivery times, and printing and mailing costs. And with electronic applications and renewals, applications and communications reach their destination nearly instantly—not days later. Keep communications, such as email, securely within the application to meet your data retention requirements.
