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Connecting your agency to KidTraks

Before your agency can file to DCS through FCR, you connect your KidTraks credentials — your Vendor ID and a KidTraks API token. This is a one-time setup (with the occasional token refresh), and it's what enables uploading monthly reports and producing your billing files.

Who can do this

Practice managers set up and manage the KidTraks connection — it lives in your agency settings. Staff members don't see or touch billing credentials.

What you'll need​

  • Your DCS Vendor ID — the ID DCS assigned your agency, in the form ST followed by your number (for example, ST12345). You already have this from DCS.
  • A KidTraks API token — requested from DCS (steps below).
  • Your billing contact email and phone — these are included on your billing files.

Step 1 — Request your KidTraks API token from DCS​

The API token is issued by DCS, not by FCR. Per DCS's procedure, providers who intend to use the API request a unique security token from the DCS Help Desk:

  1. Email the DCS Help Desk at dcshelpdesk@dcs.in.gov.
  2. Use the subject line "Attachment API Token" (this ensures the request is routed correctly).
  3. Include your Vendor ID (format STXXXXX) in the request.

A simple request body works — for example:

Hello, we are requesting our DCS KidTraks API Token. Our Vendor ID is: STXXXXXXXXX

Keep DCS's reply somewhere safe

When DCS sends your token back, save it in your agency's secure password store before you enter it into FCR. As you'll see in Step 2, FCR stores the token so it can't be read back later — so your own secure copy is the one you'll keep for reference.

Step 2 — Enter your credentials in FCR​

  1. As a practice manager, go to your agency settings and open the KidTraks section.
  2. Enter your Vendor ID (ST + your number), the API token DCS sent you, and your billing contact email and phone.
  3. Save.
The API token is stored write-only

For security, FCR encrypts your token on save and never shows it again — there's no "view token" anywhere. You can replace (rotate) it or clear it, but you can't read it back. That's why Step 1's tip matters: keep your own secure copy of what DCS sent.

Step 3 — What the connection enables​

Once your credentials are saved:

  • Monthly reports can be filed to DCS with a live "Upload to KidTraks" button. Before anything is sent, FCR shows a confirmation of exactly what will be filed, and only an explicit confirm submits it.
  • Billing runs generate your KidTraks-formatted file in FCR, which you then upload to KidTraks yourself. (A one-click direct upload for billing files isn't available yet — for now, billing files are download-and-upload.) See Create and submit a billing run.

Rotating or clearing your token​

If your token ever changes, expires, or you have any reason to think it's been exposed, a practice manager can replace it (enter the new one) or clear it in the same KidTraks settings. Rotating the token doesn't affect anything you've already filed.

Frequently asked questions​

Where does the API token come from? DCS issues it. Email the DCS Help Desk at dcshelpdesk@dcs.in.gov with the subject "Attachment API Token" and your Vendor ID. See Step 1.

What is my Vendor ID? It's the ID DCS assigned your agency (ST followed by numbers). If you're not sure of it, DCS can confirm it — and you'll need it both to request the token and to set up FCR.

Can I see my token after I save it? No. FCR stores it encrypted and never displays it again. Keep your own secure copy of the token DCS sent; in FCR you can replace or clear it, but not view it.

Does FCR send my billing files to DCS automatically? Monthly reports can be uploaded live from FCR. Billing files are generated in FCR and you upload them to KidTraks yourself for now.

Why can't I (a staff member) set this up? KidTraks credentials are agency-level billing settings, managed by practice managers only. Staff members never handle billing credentials.

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