Here are a few frequently asked questions regarding the new screening page.
How does a screening get marked as “Completed”? This is a large part of the reason for the update. The system can now tell when all 5 components are completed and will go off the dates of the screenings rather than one button. Each screening needs to be dated and marked as completed.
Health, Hearing and Vision Screens – The best way to enter the Health, Hearing an Vision screenings, is to do that from the PAT Health Record. You don’t have to fill out the entire form. You can just put in a Form Completion Date (at the top of the record) and that will auto-populate the date for the Health, Hearing and Vision. If there is a concern or referral, be sure to open that section of the record and get that entered.
Screening Reports – There are now 2 different types of reports under the Screening Reports. You can run a Screening Report or a Screening Review. The Screening Review will have similar filters to the old screening report. For example, Show Active Children without a Completed Screening. These reports are also now available in HTML or CSV formats. The CSV will kick your data into an Excel Spreadsheet. This will make it easier to filter and sort your data.
We are continuing to make improvements as we receive your feedback. Please let us know if you have any questions or suggestions! Thank you for your patience as we work to get updates made.
Screening page update is coming soon! We are excited about the upcoming change to the screening page and want to be sure you’re ready!
Any admin that has access to the Screenings under the Set Up options, needs to be sure that your “National” type screenings have been consolidated correctly. If you are an admin with Set Up options, please take a look at your screening types.
Go to the Set Up tab and then to Screen Types/Instr on the left. Here, you will have National types and User-Defined Types. The User-Defined types are any screening that the admin has added. You will see options to Show, Consolidate, Edit and some cases, Delete. You can only delete screening types that have never been selected. We would suggest you delete any screening type that your organization has never used. You also want to show only the screenings your organization currently uses.
In your User Defined types, you may see some overlap with your National types. This is where you will want to Consolidate. For example, you may have a version of the Ages and Stages Questionnaire in your user-defined types. You will want to consolidate that user-defined ASQ with the National ASQ. By consolidating, this will list the ASQ one time. It will also convert any screening under a child that has your User Defined ASQ, to the National ASQ. Not only will this clean up your data, but it will also ensure that your ASQ screenings are being counted on your PAT reports. Only National Types are counted on the reports.
Here’s how to consolidate. Go to the Set Up tab and then to Screen Types/Instr on the left. Under the User-Defined Types, click on the Consolidate link for the screening. A box will open asking you which screening you want to consolidate. Select the National Screening type under “New Type” and then “Save”.
Once you have saved, the old screening type will no longer be in your User-Defined list. Any child screening will now have the National type under their Screening History.
If you have questions about the consolidation of screenings, please let us know! We are happy to walk you through the process.
There is now the ability to lock PVRs once they have been marked completed. Once the PVR has been marked as completed and date stamped, the PVR will change to the Print Preview and can not be updated or changed. This feature can be turned on by the main admin if your program would like to use this. To turn this feature on, the main admin will go to the Set Up tab, Preferences on the left and then to Personal Visit Records.
Once a PVR is locked, only the main admin and helper admins with permission can unlock the PVR. To grant additional admin permission, the main admin will need to go the Set Up tab and then User Management.
To unlock the PVR, the admin will click on the “lock” icon to the right of the contact.
A notes text box will open. Here, the admin should document the reason for unlocking the PVR.
Once the admin clicks “create”, the PVR will be unlocked and an Audit Note will be added. The home visitor can then update the PVR. Saving the completed record will automatically lock it again.
*Note – The Home Visitor can uncheck the completed button at the bottom of the PVR to keep the PVR unlocked if they need to save without locking it again. If the PVR is marked completed, and a Save button is clicked, the PVR will become locked again.
In addition to locking PVRs, an Audit Trailwill now show on all printed PVRs. This will allow the user to see when the Private Contact was created, and when the PVR was created. Locked PVRs will show additional information in the Audit Trail, including when the PVR was marked completed and locked and if the PVR was unlocked.
Also, an additional notes button has been added. This can be used to add information that was not part of the original PVR.
When it comes to processing payments, we only update accounts once a week. This does includechecks and credit card payments. When a credit card payment is made, that will still need to be updated manually, so you may continue to see that you have an unpaid invoice. No need to worry, we will get that payment updated.
Since account are only updated once a week, we do have an automatic grace period that will extend the account for 2 weeks. If your payment is going to reach us 2 or more weeks after your due date, please give us a call or email and we are happy to extend the grace period for you. We understand that situations often come up and payment may not reach us in time. We are very generous with our grace periods, so please just let us know if you need more time!
Updating your Tax-Exempt status – As the admin for your program, you may see a notification regarding your exemption status. Our office is located in the state of Texas will be changing a state tax for any program that is not tax-exempt. We do know that most programs are tax–exempt, but we do need to have a record of that. As the main admin, please go to your Set Up tab and then to Profile to update your exempt status. We appreciate you working to get this updated!
If you have any questions regarding your invoice or payment, please feel free to call 1-800-523-7148 or email email@example.com
There have been several questions regarding High Needs Characteristics and the MO Invoice for programs in the state of Missouri.
To clarify, there are some differences in the High Needs definitions for PAT and DESE. DESE will count any family with one or more stress as a high needs family. PAT will count families with 2 or more as high needs. Also, DESE will count Single Parent and ESL as high needs characteristics and PAT does not. This is why these 2 characteristics are not listed in the top box under Family Experiences”, but they under the “Other Family Characteristics”.
These high needs characteristics will count towards high needs on your MO Invoice report. When you run the MO Invoice report, you will see that ESL and Single Parent are listed in the high needs sections and will count towards high needs.
On the Family Demographic Data page, the “stressors” at the listed at the top will reflect the number of DESE high needs.
The MO Invoice is the only place where these are counted towards high needs. Every other report you run in Visit Tracker will show your high needs families based on PAT definitions.
Hopefully, this will provide some clarification, but if you have any additional questions, please let us know!
The main administrator for the Visit Tracker account has access to the Visit Tracker invoice. Invoices will no longer be emailed, so please be sure to check if you have an open invoice. When an admin logins into Visit Tracker, there will be a warning at the top of the page letting you know there is an open invoice.
If your school district/organization creates Purchase Orders for payment, the admin can enter those PO numbers directly onto the invoice. There is no need to email, fax or send this PO’s directly to us.
To enter a PO, first go to the Set Up tab, and then the Invoices link on the left (only the main admin will have access to Invoices).
Once you are on the Invoices page, the top invoice will be the most recent. You can click on the Edit icon (the pencil) on the right to edit the invoice or enter a PO number. From this screen, you can also email your invoice (the envelope icon) or you can print it (the printer icon).
On the edit invoice screen, there is a field to enter the PO number and date. Be sure to save at the bottom of the page. Once the invoice has been saved, it will be updated immediately and can be printed or emailed.
Please understand that a PO is not payment, and the account will continue to show an open invoice until we have received the check. If you have a purchase order on file and you know the payment will not reach us by the due date, please email firstname.lastname@example.org and we will be happy to provide you with a grace period.
For many of you, July/August starts a new program year! We look forward to the 2019-2020 year and have some great new features on the horizon! As you move into the new program year, here are a few reminders of items you may want to take a look at!
Exit any Family that is no longer receiving service. It’s important to keep your active list clean and only show families that are still active in your program. Just a reminder, if you exit a Family, all guardians and children will also be exited. If you exit a child, then only that child will be exited. The family, guardians and any siblings will remain active.
If you have families that are receiving partial services (maybe they are just attending groups, or the child just is getting a screening), there are other Status options for those families. You will still need to exit them, but then they can be moved to “Recruit” or “Mailing Only”. If you have additional questions about how to use these other options, please let us know!
Check each Family’s Demographics page. You will want to update any Stressors that have changed. Also, be sure to update the Income History, Education History, etc. Even if the information hasn’t changed, we recommend that you enter a new entry. This way, the data is clean and you know you have checked this and there haven’t been any changes.
New Year, New Goals! For each family, a new goal and new resource connection will need to be documented. If a family has a goal that they are continuing to work towards from last year, you will still need to set a new goal with the family.
Set your Reminders so you don’t forget! Use the reminders feature to set all your deadlines now, so you don’t miss one later! You can enter reminders for Assessments, Child Screenings, etc. If you have questions about using the reminders feature, check out the tutorial here.
MAIN ADMIN – Check your Preferences under the Set Up tab. Under the Preferences link, you will see different options for fields that can be turned “on” or “off”. This list has changed, and as we continue to make Visit Tracker more customizable to your program’s needs, this list will continue to be updated. You will want to show only the fields that you need for your program. You can turn the others off.
MAIN ADMIN – Update your Program Year Start Date. This can be updated on the top of the Reports page. This will set the default start date for reports and will help to reduce reporting errors.
MAIN ADMIN – Check your Users! Has someone left your organization? Be sure to either Deactivate or Disable their login under the Home Visitor tab. Also, look for any Additional Admin that may have left as well. Additional Admin can be found under the Set Up tab and then “Add’l Admin” on the left.
If you have any additional questions please let us know! We are happy to answer any questions you may have.
We had several questions regarding the Milestones question on the APR. We have updated our APR to include some additional calculations that we think you will find helpful. Also remember, you can click on the number to see the list of children/visits included in each number.
2 different calculations are now being offered for Milestones:
Based on the PVR – Milestones Updated or Milestones Reviewed is marked as “Yes” for every child on every PVR.
Based on Milestones Records – All children have an updated Milestones record at any point in the reporting period
VI 10 Milestones
Milestones: Did ALL (100%) parent educators review and document updates to the PAT Milestones Record for each enrolled child after visits? (Yes/No) *Note – Visit Tracker results for each will be reported as a percentage instead of a “Yes/No”.
VI 10a # PVR marked Yes for Milestones Reviewed or Updated for every child on the PVR
VI 10b # PVR marked No for Milestones Reviewed or Updated for any child on the PVR
Percentage of PVR where Milestones are Reviewed/Updated for all children
Milestones Record Calculations:
VI 10c # Children with an updated Milestones Record in the date range. Of the children reported in II 10, Reports all children that have an Emerging or Achieved Milestone in the date range.
VI 10d # Children with no updated Milestones Record in the date range. Of the children reported in II 10, Reports all children that do not have an Emerging or Achieved Milestone in the date range.
Percentage of children with an updated Milestones Record in the date range.
Exclusion: prenatal only children.
These additional calculations are also available on the PMR.