Frequently Asked Questions about the APR

It’s APR season!  Our goal is to make submitting your APR easy and painless! Here are a few frequently asked questions about the APR. If you have any additional questions about your APR, please feel free to contact us. You can submit a ticket under the Support tab, email help@data-keeper.com, or call 1-800-532-7148.

How do I know what families or children are being counted on my APR?

  • Anywhere you see a blue number on your APR, you can click the number to see who is counted in that question. Click the number and a pop up will open with the list of Guardians/Children.

Why is the number of families and children so low?

  • Check to make sure all of your home visitors are listed as PAT Affiliated. Only those home visitors that are designated as Affiliates will count on your PAT report. Go to the Home Visitor tab and select a home visitor in the dropdown list. Make sure the dropdown option is set to “PAT Affiliate Home Visitor”.

There are children being counted on my APR that have been exited for several years. Why are they being counted?

  • Check the Contacts for the Child. When adding a contact, exited children will show on the list. If the home visitor accidentally added an exited child to a contact, that child will count on the APR. Any child with a contact in the date range will be counted. To fix this, pull up the Contact History for the Family and click the “pencil” icon on the right side of the contact. You can unselect the exited child. 

There are families that we have been seeing for a long time that are showing up as newly enrolled. Why is this, they are not new?

  • Check the status history of the family. We have seen situations where a home visitor may have forgotten to enter some data so they will reactivate the family. Once they have entered the data, they exit the family again. By re-enrolling the family, this will cause the family to look as though they are newly enrolled. Visit Tracker will look at the last enrollment date. The last Exit and Active status can be deleted to take the family to the original exit status. * In the future, when you need to reactivate a family or child, just delete the Active status from the Enrollment History table, instead of exiting again. This will just take the family back to the previous status.

Our Annual Health Review is really low.  I know that Home Visitors are checking off that the Health Review has been completed in the screening section.

  • The Hearing and Vision are part of the health screening and do need to be completed as well.  So for the Health Screening to be counted as completed, the Health, Hearing and Vision section of the screening needs to be marked as completed.

How are Immunizations counted on the APR?

  • The immunization field from the Health Record and Screening will auto-populate to the Child Data page (unless the date on the child data page is more recent, then it will leave the most recent date). This will be the date that is used. For the APR, it is specific to children 19-35 months of age at the end of the date range or at the time of exit. So you will also need to look at any children that were exited while in that age range.

Screenings and APR FAQs

Since the Screening update in February, there are been some questions in regards to how screenings are counted on the APR. Here are some frequently asked questions regarding screenings and the APR.

Question: On the Screening page-why do we have Health screening listed along with the PAT Health Record.  The Health asks if the Health Record is complete and for the immunizations updates which also is in the PAT Health Record.  So why do we need both?  Answer: Either one is ok to fill out.  If you are all doing the PAT Health Record, then the admin, can “turn off” the independent Health Record, and then only the PAT Health record will show.  We have both because not all programs are filling out the PAT record.

Question: Under the “Add Screenings”, we have Developmental and Social-Emotional, then there’s a Dev/Social Emo that are together.  Is there a reason that we would choose the combo vs. the individual screenings? Answer: There are a few screening tools (such as the DIAL, PEDS and the Brigance) where the tool includes both the Development and Social-Emotional components.  If you are using the ASQ, then the ASQ and the ASQ-SE need to be entered separately since each screening is it’s own tool.

Question: In the 1st table, it has 5 rows listed, is the Hearing and Vision based on the Hearing and Vision Review in the PAT Health Record or when we select Hearing and Vision independently?  Answer: The dates that show in the first table will show the most recent screening entered.  This could be from either the PAT Health record, or an individual hearing or vision screening were entered. 

Question: When we add a Vision Screening, a tool is not listed and it says to add in the set up section?  Answer:  As the admin, go to the Set Up tab and then to “Screen Type/Inst”.  Under the User Defined types, you can enter the Vision tool by clicking on the “+” icon in the upper right corner of the page.

Question: My question is regarding the screenings listed on the Screening page and where the APR is pulling information from.  Answer: The APR will pull the first date the screening was “completed”.  For Development to be completed, both Development and SocialEmotional need to be entered and completed.  For Health, Health, Hearing and Vision need to be entered and completed.  This can come from the PAT Health Record, or each individual screening.

Family Enrollment Status

We often get questions regarding mistakes made to the Family Enrollment status. Either a family is accidentally exited, or maybe a family needs to be reactivated to add some missed data. To resolve these issues, you can often delete the status that was added.

For example, if you exited a family accidentally, you can just delete that Exit status from the Family Enrollment History. That will take the family back to the Active Status.  If you reactivated them, delete both the top active status and the exit status. Click on the Family Home link on the left and scroll to the bottom of the page to the Family Enrollment History. You will see the “delete” icon on the right-hand side.

As you can see, if you reactivate the family, this adds a new enrollment date. This will cause errors with your reports.

The same would be true if you have an exited family and forgot to enter some data, such as an Assessment. You will have to reactivate the family and the child to enter this data (click here to learn how to reactivate a family). Once the family/child is active, you can enter the data that was missed. Be sure to double-check your dates! Once the data has been entered, you can delete the Active status to take the family back to the original Exited status. Click on the Family Home link on the left and scroll to the bottom of the page to the Family Enrollment History. You will see the “delete” icon on the right-hand side. Do not create a new status and exit the family again!

Keep in mind, if you made changes to the Family/Guardian, you will want to check the child or children associated with the family to make sure their status are still correct.

If you have any questions regarding Family Enrollment status, please let us know! We are happy to help!

Adding a Virtual Visit

Due to current events, your organization may decide to implement Virtual Visits. Before you do this, please be sure to check with your Curriculum National Center for guidance.

We have just added the option to selectVideo Conference” or  “Telecommunication on the PVR.

Currently, there are two places where you can document a “Virtual Visit”.

First, when you add your “Private” contact, you can add “virtual visit” or more specific information to the location.

Second, on the PVR, you can now select “Video Conference” or “Telecommunication”.

Once the location has been added, you can then document the rest of your visit on the PVR.

If you have additional questions about this, please let us know!

Stay safe everyone!

New Screening page

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. For a screening to be considered completed, there will need to be a Development, Social Emotional, Health, Hearing and Vision screening. Each screening needs to be dated and marked as completed for the program year.

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 Consolidation

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.

Look for the New Screening page coming soon!

Locking a Completed PVR and Audit Trail

Locking Personal Visit Records

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.

Audit Trail

In addition to locking PVRs, an Audit Trail will 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.

Processing Invoices and Payment. Updating Tax-Exempt Status

When it comes to processing payments, we only update accounts once a week. This does include checks 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 taxexempt, 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 help@data-keeper.com

MO Invoice and High Needs

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!