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.
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.
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.
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.
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.
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.
MORE PROJECTS COMING
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.