What if I miss an emergency call while I'm in the restroom?

An AI receptionist like SkipCalls can ask the caller if it is an emergency and send you a priority text alert if the parent says yes, ensuring you don't miss the message.

How do I handle parents who call multiple times a day for updates?

Set a protocol that routine updates are provided via your parent app or during pickup. Use your automated greeting to inform parents that calls are reserved for emergencies and enrollment.

Should I list my daycare's tuition prices on my automated system?

Yes. Listing your $1,000-$2,500 price ranges helps screen out families who aren't a fit for your budget, saving you time on tours that won't result in an enrollment.

How do I handle a call about a child's injury?

Immediately follow your state's First Aid protocol first. Once the child is stable, use your phone system's recording or transcript feature to call the parent so the entire conversation is documented for your incident report.

Emergency Call Protocol

Emergency Call Protocol for Daycares

Running a daycare means you are legally required to keep your eyes on the children, making it impossible to answer every phone call during the day. This protocol helps you manage urgent situations like sick child pickups or sudden waitlist openings without breaking your supervision ratios or losing out on a $2,500-a-month new enrollment.

Defining Daycare Emergencies

In the childcare world, an emergency is anything that threatens the safety, health, or legal staffing ratios of your center. This includes a child developing a fever over 101 degrees, an authorized pickup person failing to show up, or a facility issue like a water main break that requires an immediate closure. You also have 'enrollment emergencies,' which occur when a full-time spot worth $2,000 a month opens up and you need to fill it before the parent calls the next center on their list. Distinguishing between a parent asking what their child ate for lunch and a parent calling to report a contagious case of hand-foot-and-mouth disease is the first step in your protocol.

Key takeaway: Classify calls by health safety, legal compliance, and immediate revenue impact.

The Triage Decision Tree

You cannot leave a group of toddlers to answer a routine question. Your triage tree should route calls based on urgency. 'Red Level' calls involve immediate health issues or changes to who is allowed to pick up a child today; these require you to check your phone immediately. 'Yellow Level' calls include parents reporting a child will be absent or asking about nap schedules; these can wait for your scheduled break. 'Green Level' calls are new parents asking about your $500 part-time rates or tour availability. Using a service like SkipCalls allows an AI to handle the Green and Yellow calls, booking tours and answering basic questions while you focus on the children.

Emergency Call Protocol for Daycares

Defining Daycare Emergencies

The Triage Decision Tree

Explore SkipCalls

After-Hours Response and New Leads

Emergency Pricing and Late Pickups

Documenting Incidents and Calls

Step-by-Step Process

Define Your Ratios

Set Up SkipCalls

Create an Emergency Script

Train Your Staff

Review Transcripts Daily

Pro Tips

Frequently Asked Questions

What if I miss an emergency call while I'm in the restroom?

How do I handle parents who call multiple times a day for updates?

Should I list my daycare's tuition prices on my automated system?

How do I handle a call about a child's injury?

Stop Missing $2,500 Enrollments While You're Changing Diapers

More Resources for Daycares