Contacts: New Logs and Deletion Tracking

Another update coming tonight (Tuesday 3/3/20), includes creation and edit logs to Contacts as well as the tracking of deleted contacts.

When creating and editing Contacts, a log will be shown at the bottom of the contact event page tracking each change.

The screenshot below shows an example of a contact being scheduled on 3/3/2020 for 3/3/2020. This next log shows that the Type was edited from Text to Phone on 3/3/2020. Then it was later edited again to a Private contact and scheduled for 3/5/2020.

In this next example, let’s look at rescheduling of private contacts when there is a Planning Guide or PVR present.

The contact was originally created as a private contact and a Planning Guide was entered. Then it was edited to Phone on 3/3/2020. There is also the reschedule information included in the log indicating that the private contact was rescheduled for 3/3/2020.

Here’s the log for the rescheduled private contact from 7/25/19 to 3/3/19.


You’ll notice at the top right of the Family Contacts page Deleted Contacts. Any time a user clicks the trashcan icon to delete a contact, it will be logged in the Deleted Contacts page.

On the Deleted Contacts page, you’ll be able view the date of the contact, the deletion date, who deleted it and what type of contact it was. Additionally, click on the document icon to view the Contact Log.

NOTE: When deleting a private contact that has a Planning Guides and/or a PVR, those records are still lost permanently. The deletion log will help to identify why there may be private contacts and PVRs missing.

Let us know if you have any questions.

New Phone Number Formatting

New formatting for phone numbers will be released tonight (Tuesday 3/3/2020).

Beginning 3/4, all phone numbers will need to be entered with the standard 10 digit format (###) ###-####. When entering the data, users won’t have to do anything but type the numbers. VT will format it for you. This format applies to all areas in Visit Tracker where a phone number is entered including Coordinated Intake applications.

Existing phone numbers will be updated to this new format for those families that already exist in the system.

What about phone numbers that had extensions, contained text, or simply didn’t have 10 digits entered?

For data entered that doesn’t fit the 10 digit format, a Contact Notes section was added below Main Contact. In the screenshot below, you can see that Phone 1 did not match the 10 digit format. So that entry was removed from Phone 1 and placed in Contact Notes to preserved what was entered.

Let us know if you have any questions.

Projects Update 2.20.2020

Here’s what we’re working on!

Soon to be released:

  • Kansas KIDS updates for the 19-20 program year
  • HIPPY Accreditation report
  • APR 2019-2020 updates

We’re also making some adjustments to the recently released Child Screenings update

  • Improving the completion table that shows on the Screenings page
  • Updates / additional information on the related reports
  • Updates to the tools that satisfy both the Developmental & Social-Emotional screenings components

Also in progress

  • MO Invoice Final updates

Let us know if you have any questions.

You asked… Languages, Report Update and more

This past weekend we released some suggestions from the field. Here’s a summary:

  • Languages – added Rawang, Gujarati, and Igbo
  • MIECHV Form 1 Report – added County to the Family export
  • West Virginia – Behavior checkbox will automatically be updated to checked for programs that are recording their home visits on the PVR when the Behavior question is answered.

Family Assessments page – New Search feature

We’ve added a new Search field on the Assessments page. This field allows you to filter down the history table based on all information in the table. Here’s a couple of examples.

Search by year. Here we’re searching by “2019” and 5 of 30 records are identified

Type in the tool name.

Let us know if you have any suggestions or needs through our ticketing system.

Updated: HIPPYUSA Families & Home Visits Report

The HIPPYUSA Quarterly Report – Families and Home Visits has been updated. Here’s a summary of the updates:

  • Added the “Little Learners” language
  • Pop-ups for “Completed or Still Serving” and “Dropped” numbers
  • Guardian Languages – “None” for Secondary Language will include no data and “None” selections
  • Correction to the Child tables that were reporting no data
  • The excel was updated with new columns – Child Status, Child Enroll Date, Child Exit Date, Last PVR Curriculum Year, and Last PVR Packet number

Coming next week – Accreditation Report

An Accreditation report will be released the beginning of next week. It will be at the top of the HIPPY Reports column and provide programs with data related to the standards in the Accreditation Worksheets.

New: Child Development Assessments

Over the weekend, we added the ability to record Child Development Assessments. These are the assessments listed on the PAT Data In Motion manual.

Not all programs might be entering this type of assessment information on their children. So the feature is set to OFF for everyone but can be turned on in the Main Admin’s Preferences.

Here’s a tutorial to help you understand this new feature.

A note about the APR.

  • The APR is being updated currently and will begin reporting Development Assessment information once released.

Child Screenings – Updated

The update to Child Screenings was released over the weekend. This update comes with a lot of improvements made based on requests we’ve been receiving over the past year. It also addresses the new PAT Health Record and how to give programs more control over what types of screenings are being used as well as the tools chosen.

Here is a tutorial providing details of all the updates.

2020 Price Increase

Effective 4/1/2020, our subscription prices will increase slightly so that we can continue providing the high level of service and support that you count on.  

You may prepay your upcoming subscription at the current price if we receive your payment prior to 4/1/20.   If you would like to prepay or have questions about it, click on the following link and complete the form with “Prepay” in the “How can we help you?” field.

Projects Update 1.15.2020

Here’s an update of what’s coming soon.


The update to child screenings is in its final testing stage and soon to be released within the next couple of weeks. Here’s a sneak peek.

The SETUP section. The types of screenings and tools used can be managed under “Screen Type/Ins”. Here’s a list of what you can do from this section.

  • The National Types have increased. Categories have been added for each tools. Choose which tools you want to “Show” when home visitors are entering new screenings.
  • You can still add your own “User-Defined Types” from the top right “+” add button.
  • Open up the Child Screening Preferences (2nd screenshot). You choose which screening records you want to show for your program and set the default for the next due date.

In the Children > Screenings section

  • The “+” add button allows you to choose which type of screening to enter. No more all-in-one record. Whichever screenings are set to “Show” from the Preferences section will be listed here.
  • The print button will allow you to print out all items recorded under Screenings, Referrals and Screening Summary tables.
  • History tables – 3 tables will show on the Screenings page
    • Screening History – Lists all screenings that have been recorded. “Mixed” types are the old all-in-one records
    • Screening Resource Connections – These are the referrals recorded from the screening records but can also be seen and managed from a separate table. This table will also show on the Family Resource Connections page.
    • Screening Summary – Create and manage screening summaries from this table.

The Screening Records

Even though each screening type has been separated into its own record. The data entry is the same. Each record contains:

  • Header – Screener, Screening Date and Next Due Date. Check the box next to the “bell” if you want to set a reminder for the Next Due Date
  • Screening Type – Here “Development” was chosen. Whichever screening you chose, you’ll select if it was completed (necessary for the APR), the tool used under “Type” and scores. Each record also has the ability to record a Resource Connection as well.

Screening reports and the APR are also being updated according to these updates as well.


APR 2019-2020 – The APR and PMR are being updated. We’re adding in data quality features throughout as well. You’ll be able to run exports giving you details on the families and children being reported as well as those not being included in the report.

Kansas KIDS 2019-2020 – We’ll be updating the KIDS exports according to the 19-20 specifications.

MO Invoice – The MO Invoice will be updated with the new screening updates as well as the final invoice for end of year reporting.