Form 2 IL – Updated

The MIECHV Form 2 Illinois report has been updated. Not in Illinois? Not a MIECHV funded program? You may still want to have a look at this report.

Summary of the updates

  • Primary guardians – Guardian constructs only report on the primary guardian as of the end of the reporting period.
  • MIECHV Site Code – Once a family is assigned the MIECHV code, this report will calculate based on the date of the family’s start date for the MIECHV code if that filter is selected. (see more details about this below)

Primary Guardian Details

The guardian designated as primary on the last day in the report date range will be the guardian reported. In most cases, the guardian you first enrolled in the family is the remains as the primary.

But what if a second guardian was added to the family later on and made the primary guardian?

The second guardian – now the primary guardian as of the end of the reporting period – will be the one reported. This means that constructs with enrollment timelines will calculate based on the guardian’s Participation Start Date and not the family’s Enroll Date since the guardian started after the family was enrolled.

The main thing to know is that any time you change the primary guardian, you must make sure that the new primary guardian receives all the required assessments and you collect all their required data.

MIECHV Site Code

Once a family is assigned the MIECHV Site Code (the very first time), the family will always be reported as a MIECHV Family even if the family is given a different Site Code later on. The family is also reported based on the start date of the MIECHV Site Code.

If a family is assigned the MIECHV code after they’ve been enrolled, Form 2 will use the MIECHV Site Code start date as the day the family was “enrolled” for MIECHV reporting purposes.

A filter allows you to decide whether you want to run this report based on the new MIECHV Site Code udpates, or as you have been running the report all along.

Here’s a screenshot of the report filters:

If the box is checked, the report will only report families that have MIECHV in their Site/Fund Code history table regardless of what Site/Fund Codes are selected in the filters. The report will only consider services on/after the MIECHV start date.

For programs not MIECHV funded or that have families not assigned to MIECHV, uncheck this box.

NOTE: The same information applies to the Form 1 report regarding this filter.

UPCOMING

You may have been wondering what’s going on with the Form 2 Data Tracking Report. We’re adding Form 2 Data Tracking information inside the Family section. Once released, there will be a MIECHV Form 2 link in the family links where you will be able to review all constructs and the status of your data collection, see upcoming items and set reminders.

You asked… HUSA Quarterly Report

We’ve made a couple updates specifically for the HIPPY programs.

HUSA Quarterly Reports > HUSA Families & Home Visits

This report can now be accessed under HUSA Quarterly Reports located in the Reports > HIPPY Reports column. HIPPY USA validations have been added to this report. We’ve also included pop-ups for Unknown and No Data numbers to show you the list of those guardians or children reported in that number. You can also export the families (primary guardians) and children into an excel spreadsheet so that you can get a detail list of everyone reported along with their data used for the report.

Note: The Staff & Training report will be coming later this year.

ALSO for HIPPY – PVR Preferences

With the recent Resource Connections update, you’ve probably noticed some changes to the Personal Visit Record. The Resource Connections section has expanded. Below that section is the “Family Resource Referrals during this Home Visit ” that has several items where you can indicate Information Shared (I) or also record Connections to Resources (CR).

Now in the Main Admin > Setup > Preferences section, you can set the
Family Resource Referrals during this Home Visit ” show or not show.


If set to “No”, here’s how the PVR will look:

You asked… PAT Record Reports

As you know, we’ve been updating Visit Tracker according to all the PAT Records in the Data In Motion manual. But the fields in Visit Tracker aren’t grouped 100% by how the data is grouped on the PAT Record forms. Many of you have asked for the records to be available in Visit Tracker to more easily demonstrate model fidelity and complete the Quality Endorsement Process.

Last night we released a PAT Records page linked directly from the Family Home page. On this page, data is grouped by PAT Record so that you can review, save, and print. You’ll find the PAT Records button at the top right of the Family Home page in the header bar.

Click on the button to view the 4 records that are listed on the PAT File Review Tool.

  • Family Intake
  • Family Information
  • Child Information
  • Guardian Information

Page features

  • Expand / collapse – Click on the record title to expand the section and view all data for that record
  • Print – Each record can be printed individually or chose the print button in the header bar to print all. TIP: If you want to save the records as a PDF document, change your printer selection to “Save as pdf”.

What about the other PAT Records?

The other PAT Records can be printed from the section where those records are created. An example would be Resource Connections and Goals, print these records from the Resource Connections and Goals sections.

PAT APR 18-19 Updates

We updated and released APR updates this past week on 5/15. Here’s a summary of what those updates are.

Section VI – Screening and Surveillance

The child health review sections were updated to count either the Screening Record or the Child Health Record (PAT). Details on this update are posted here. The post also includes details on how the PMR calculates as well,

Section IX – Family Feedback and Retention

This section has been updated to report both the PAT National Exit Reasons and any exit reasons you are using as well. The mapping feature that was released is now included on the APR. So if you have mapped reasons, the APR is now reporting those in the PAT National Exit Reason list. For any exit reasons that are not mapped but are assigned to a family, those will also be shown below PAT’s reasons.

Read more about Exit Reason Mapping

Sections X and XI – Parent Outcomes and Pick Two

The APR now includes parent outcomes and pick 2 reporting. These are brand new sections. We’ve included “Visit Tracker notes” to give you details of how Visit Tracker is calculating certain sections. Please contact us if you have any questions about this.

Projects Update

Here’s an update on the latest happenings and what to look forward to.

REPORTS

The APR is being updated to include Parent Outcomes and Pick 2 reporting. Additionally, we’re updating the Screening and Surveillance section, specifically the Health Review items. Read more about this update here. These updates are being released 5/15/2019 (that’s tonight!).

HIPPYUSA Quarterly Report – Families and Home Visits Report. This report is currently in development and is scheduled to be released 5/24/2019.

  • What to look forward to with this report? Validations will be built into the report along with details on the individuals being reported. You’ll be able to see who’s behind any missing numbers and export everyone into an Excel file.

PAT Record Reports are about to enter the testing phase and soon to be released the end of this month. You’ll be able to run PAT Record reports on your families or simply just view the data grouped by specific records.

MIECHV Form 2 Illinois – This report is currently in development. It’s being updated according to 18-19 requirements. Scheduled to be released by the end of May. Additionally, we’ll be working on a data tracking section inside the family tab that will summarize Form 2 data collection and allow you to see upcoming due dates. This was previously available as a report but we’re moving it to a live page within the family section. You’ll be able to set reminders from the upcoming items. More to come on this in June.

Report Updates coming soon

  • MIECHV Form 2 Colorado
  • Kansas Assessments exports (new)
  • PAT ISR

FEATURE UPDATES

Reminders – We have a lot of suggestions on how to improve Reminders. This project is currently in the initial Requirements phase and is scheduled to be developed in June

Contacts “Other” – We have a request to add more fields to the “Other” contact type. This will be in the Requirements phase in June and is scheduled to begin in July.

Duplicate entries – We’re taking a look at how to prevent duplicate entries by alerting you to new family entries that may be duplicating an already existing family. More to come on this in July and August.

These are just some main highlights of what is going on over the next couple of months. We’ll continue to post information about specific projects as they get released.

You asked…Exit Reason Mapping

Note: The mapping feature discussed here is only seen by programs that are PAT Affiliates. There has been no change to other program models and the exit reasons being used.

With the PAT Record updates, Exit Reasons needed to change listing only those reasons required by PAT National. But what about the list of reasons you created not listed as an official PAT reason? How could you continue to keep those for your own reporting needs? We had a suggestion to add a mapping feature for Main Admins in the the Exit Reasons section of Setup. (Thanks for the suggestion Tom!)

Please note that the Exit Reasons section on the APR is still being updated to report mapped reasons.

Why is Exit Reason mapping needed?

On the APR, you are required to report exited families according to the list of PAT National Exit Reasons as seen on the Family Information Record. However, if you have a specific set of reasons that are needed to report to a funder or other local/state agency, you need to continue selecting that reason when it applies. So the solution is to map your reason to the PAT National reason that it best fits into.

What to expect in reporting.

As noted above, the APR is currently being updated to report mapped reasons. This is in progress now and scheduled to be ready by May 17. In the meantime, you can begin to map reasons now.

Once the APR is updated, the Family Retention section IX will report all of your mapped reasons as the PAT National Exit Reason it is mapped to. Any reasons not mapped will also be reported in that section, if applicable, below the PAT National exit reasons list.

Reports like the Exit Summary will continue to show the exit reason you selected and not the mapped reason.

Do you have to map all, or any, of your exit reasons?

No.

The main admin for your subscription, currently, has the ability to consolidate any reason to the PAT National Exit Reason list. Consolidation will convert your reason to the PAT reason. For example, you have 10 families with the exit reason of “Aged out” and you choose to consolidate to “Aged out” to “Child(ren) aged out or graduated.”. Then all 10 of those families will be converted to “Child(ren) aged out or graduated.” and the “Aged out” reason will be removed from the list of reasons that can be selected.

If you don’t map or consolidate, you will still be able to see your reasons on the APR reported underneath PAT’s reasons. You will just have to transfer the numbers manually on your final APR submission.

Once the APR is updated, we’ll let you know so that you can see how your mapped reasons are reported on the APR.

You asked…Resource Connections

Resource Connections was updated over the weekend. Here are the updates we’ve made as a result of your requests.

Choose whether the connection shows on the PVR.

Edit the record and select “Completed” which will remove that connection from the PVR. It does not change the latest status of the connection. It’s just a selection allowing you to choose whether it’s a connection you are still working with the family on or not.

Add a progress note without adding a new status

Now when opening the connection in edit mode, choose to either add a new status or only record a progress note.

Improve the Resource Connections section on the PVR

The PVR has been updated to be PAT compliant. So recording connections will be done from the Resource Connections section of the PVR. Additionally, you can simply add a progress note without opening the entire record. You’ll notice a change to the Family Well-Being section as a result of this update. If you still want to see the complete list of connection types, the Main Admin can choose to turn those back on.

Print a family’s connections

We’ve added a printing option giving you the ability to either print the connections in the format listed on the Resource Connections page or in the PAT Record format.

PAT Compliance update

2 new status selections were added to the follow-up list

  1. Family attempted contact
  2. Family made contact

The “As of” date field will apply to each new status.

Updated tutorial:
https://help.data-keeper.com/knowledgebase.php?article=20

You asked…KS KIDS Updates, Languages, Group Connection Attendance

Over this past weekend, we released the following items you requested:

KS KIDS Exports

The exports were updated to meet the new specifications from the state. Additionally, we received a request for a program to add the Site/Fund Code filter to the exports.

New Language Selection – Creole

Creole was added to the list of languages you can select from the Primary and Secondary drop-down lists.

Group Connection Attendance – Alphabetical Order

The Group Connection Record now lists attendance in alphabetical order.

Screenings, PAT Health Record, APR, and PMR, Oh My!

With the recent Multiple Guardians release, we released an update to the APR according to the latest APR Requirements received from PAT National.

Child Screenings compliance is now separated into 2 parts

  1. Developmental Screenings
  2. Health Review which includes vision, hearing and health

Here’s how the updates APR is calculating the screenings section:

Health Reviews

The Visit Tracker APR is looking for a completed Child Health Record in the report date range (Form completion date is in date range) within the time frame specified by the child’s enrollment details.

Developmental Screening

The Visit Tracker APR is looking for a completed Developmental screening in the report date range. This means that there is a Screening record in the date range where Developmental is marked as complete. The time frame is specified by the child’s enrollment details.

But what about the original Screening Record?

We are updating the APR to include both the original Screening Records and the new PAT Health Record. Here’s how the APR will count screenings (scheduled release is May 17).

Health Reviews

Based on the time frame specified by the child’s enrollment details, the APR will look for the completion date of the PAT Health Record OR the completion date for Health, Vision and Hearing from the Screening Record(s) where Health, Vision and Hearing are marked as completed “Yes”.

NOTE – Health, Vision and Hearing do not have to all be on 1 Screening Record.

Developmental Screening

No updates are needed.

PERFORMANCE MEASURES REPORT

The PMR calculates based on APR items. Here’s a table indicating how the PMR calculates performance. The numbers under Numerator and Denominator indicate which APR items are being used.

Indicators of performanceNumeratorDenominator
NewFCAIII 2a + III 3III 2 + III 3
ComFCAIII 1 + III 3II 1 – II 2a + III 3
GoalsIII 6II 1
VisitFreq1IV 1II 4a + II 4b
VisitFreq2IV 2II 4c + II 4d + II 4e
Initial Health ReviewVI 3a + VI 4a + VI 5bVI 3 + VI 4 + VI 5b
Annual Health ReviewVI 1aVI 1
Initial Dev ScreeningVI 2a + VI 5aVI 2 + VI 5a
Annual Dev ScreeningVI 1bVI 1
MilestonesVI 10N/A
ResourcesVII 1II 1

We apologize for any confusion.

You asked…Planning Guide & PVR Preferences

In the “You asked…” series, we’ll be highlighting those suggestions we’ve added to Visit Tracker. Keep asking and we’ll keep delivering.

With all the changes and additions in Visit Tracker, we received requests about hiding and showing fields on the Planning Guide and PAT PVR. You may have already noticed a PVR section in Preferences (Main Admins). Here are some settings being released this weekend addressing your requests. View the screenshot of the Preferences section at the end.

Secondary Curriculum and Other Plan

Recently, we separated Curriculum, Secondary Curriculum and Other Plan on the Planning Guide and PVR. This was a result of requests that came in due to some issues with Parent Handouts getting overwritten. But that also resulted in a longer Planning Guide and PVR.

Beginning next week, you’ll be able to control whether the Secondary Curriculum and Other Plan fields show on the Planning Guide and PVR (see screenshot below). Set them to “No” if you do not want to see them on your Planning Guide and PVR.

Child PVR Link

On the Contacts page, the child’s name has always linked to the Child PVR which is an older PVR. Some programs may still be using this PVR. But this has also created confusion when home visitors accidentally click on the child’s name.

Now you can control whether the child’s name is a link to the PVR or not. For HIPPY, PAT Affiliates and HFA programs, the child link is already disabled in your settings. So if you are using that PVR and the link is disabled, simply have your Main Admin go into Preferences and set “Disable Child PVR Link?” to “No”. And the link will be turned on.

Screenshot

Here’s a screenshot of what this section will look like beginning Monday. The items discussed here are highlighted.