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Uploading monthly reports to KidTraks

Monthly reports can be filed to DCS live, right from FCR. (This is different from billing runs, where you download the file and upload it to KidTraks yourself.) This article covers uploading an approved monthly report and what the results mean.

Who can do this

Uploading to KidTraks is practice-manager only — a live filing can't be un-sent, so it's the tightest permission in FCR. Your agency also needs its KidTraks connection set up first; see Connecting your agency to KidTraks. The report must be approved before it can be uploaded.

Uploading one report​

  1. Open the approved monthly report.
  2. Choose Upload to KidTraks. A confirmation appears showing exactly what will be filed.
  3. Review it and confirm to send.
It's safe to click twice

If a report has already been filed, clicking again doesn't send it a second time — FCR recognizes it's already uploaded and tells you so, without making another DCS filing.

FCR names the file for you

You don't name the file — FCR generates the filename automatically in the DCS naming convention, and it's shown in the confirmation before you send. Monthly reports are named like July2026_HBC_JohnSmith.pdf (reporting month, service short code, client). Progress notes and visitation notes filed to KidTraks are named by date of service — for example July112026_HBC_JohnSmith_ProgressNote.pdf. The short code (e.g. HBC, FE) comes from the service; the client name comes from the family on the case.

What the result means​

After an upload, you'll see one of a few outcomes:

  • Success — the report filed and FCR records the confirmation.
  • A failure you can fix — something was rejected. Correct the cause, then retry.
  • An uncertain result ("needs verification") — FCR couldn't confirm whether DCS received it. This is the one to handle carefully.
Uncertain result? Check before you retry — DCS doesn't catch duplicates

When a result is uncertain, FCR will not retry on its own, and it asks you to confirm the filing isn't a duplicate before you retry. That's because DCS doesn't detect duplicate filings — a blind retry could file the same report twice. Check in KidTraks whether the report arrived first; only retry if it didn't.

Every report keeps a history of upload attempts and their results, so you can always see what's been tried.

Uploading several at once​

When you have a stack of reports to file, the pending-upload page lists every approved report that hasn't been uploaded yet, oldest period first. You can work through them as a batch with a single confirmation up front. If your KidTraks token isn't working, the batch stops at the first failure rather than repeatedly hitting DCS — so you can fix the connection and try again.

When an upload fails​

A failed upload notifies you (and your admins and the report author's supervisor), so a filing problem doesn't quietly sit unresolved. Open the report, read the result, and retry per the guidance above.

Frequently asked questions​

Do billing files upload to KidTraks this way too? No — only monthly reports file live from FCR. Billing files you generate in FCR and upload to KidTraks yourself (for now).

I clicked Upload twice — did it file twice? No. FCR recognizes an already-uploaded report and won't re-file it.

It said "needs verification." What do I do? Check KidTraks to see whether the report arrived. If it didn't, confirm it's not a duplicate and retry. Don't retry blindly — DCS won't catch a duplicate filing.

Who can upload to KidTraks? Practice managers only.

Need help with something this guide didn't cover? Contact support and we'll walk you through it.