APR Milestones Updates

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:

  1. Based on the PVR – Milestones Updated or Milestones Reviewed is marked as “Yes” for every child on every PVR.
  2. 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”. 

PVR Calculations:

  • 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.

Frequently Asked Questions about the APR Report

Happy 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 email help@data-keeper.com, call 1-800-532-7148 or submit a ticket under the Support tab.

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.


Understanding Report Filters

All Visit Tracker Reports have different filters that can be used to get the most specific data possible.

Here are some of the filters you will see on our reports:

  • Date Range – When a date range is entered, the data in that date range will be displayed. You can run a report for any time frame that you would like. A year, a month or even just one day. Do you want to see data from 3 years ago? You can set your date range back several years. The Start Date of the report will default to the date that is set up by the main admin. The End Date will default to the date you are running your report.
  • Site Code – If your program uses Site/Fund Codes, then you can filter every report by site code. This makes reporting for multiple funders very easy. Site Codes are set up under the Main Admin Set Up. If you are using site codes, you will want to be sure that every family has a site code entered.
  • Home Visitor – As an admin, you will see most reports can be run by Home Visitor. By running a report by Home Visitor, you will see data that relates only to that home visitor. For some reports, this can get tricky. If a family has had more than one Home Visitor, that family may show on multiple reports, or they may only show on one report, depending on the way the report pulls the data. On some reports, you will also see Active/Inactive checkboxes. This relates to the status of the home visitor. If you have Home Visitors that have been deactivated during the year, then you will want to check to show the inactivate home visitors. If you forget to check this box, then any data from that deactivated home visitor will not show in your report.
  • Status – On many reports, you will see an option to display Families/Children with a specific Status. You will have the options of Active, Exited, Inactive/On Hold, Mailing, Waiting List, and Recruit. When you select a status, this will show the families that currently have that status.
  • Format – Some reports will have an option for you to pick a format, either HTML or CSV. The HTML format will be a PDF, and the CSV will kick your report into a spreadsheet. The CSV file makes it easy to filter and sort your data to better meet your needs.
  • Order by – This option will allow you to sort your report based on Family Name or Enrollment date. Different reports will have different sorting options.
  • Family or Child – Several reports will give you the option of running Child data or Family data. Be sure you are selecting the type of data you that you want.
  • PAT Related Reports – Any report that is related to Parents As Teachers reporting (APR, PMR, Visit Frequency) will look at families that are assigned to home visitors listed as a “PAT Affiliate”. This is under the Home Visitor tab and on the Home Visitor profile page.


Would you like a sneak peek​?

We are offering 2 free webinars to give you a sneak peek of the new Visit Tracker set up with multiple guardians. Each webinar will last about 30 minutes and will be limited to 25 people, so please only register one person per site and share a computer to view. If you would like to register, please send an email to help@data-keeper.com. Include your name, program name, and webinar date you would like to attend. You will be sent a confirmation and link to view the webinar.

Webinar dates:

4/03/19 at 1:00 CST

4/10/19 at 2:00 CST

Wouldn’t it be nice?

When you are working in Visit Tracker have you ever thought to yourself “wouldn’t it be nice if Visit Tracker could do …… “? We want to hear from you!  We are dedicated to making Visit Tracker YOUR data collection system. Let us know what features would make this system work best for YOU!

When you have an idea or suggestion, first click on the Support tab in Visit Tracker and then click “Submit a Ticket”. You can also click here for the Support page. Select “Suggestion” and let us know what you think!  We will do our best to evaluate all suggestions that come into us.

We look forward to hearing from you!

Blank Forms needed for PAT QEIP

For those programs that are going through the Quality Endorsement and Improvement Process (QEIP) for PAT, you may be asked to provide examples of blank forms you are using to collect data.  To support you through the process, we have those forms ready for you to print.

Visit our Support page to view and print the blank documents for your QEIP review here.

For more information regarding quality endorsement, you can visit the PAT website.

If there are any additional documents you need, please let us know!  You can email help@data-keeper.com for those requests.

 

 

How to make Site Code changes

Review the Site Code History at the bottom of the guardian data page. If you see incorrect data, you can edit the history to make changes.

As an example, a family may have “No  Code” listed as the site code with a start date of 6/28/18. The Guardian has an enrollment date of 2/28/18.  The home visitor would like to add a specific site code that began at enrollment.

To make changes to a site code, click the “edit” icon on the right-hand side and this will open the edit screen.

Make the necessary changes to the site code and/or date.

Don’t forget to click Save!

Once changes have been saved, you will see the updates right away in the site code history.

The correct site code has now been entered and the start date matched the enrollment date.

 

An incorrect Site Code can also be deleted if it was entered in error.  Simply click the Trash can icon to delete a site code.

 

Password Security

Throughout the day, you may have to log in to many different websites, and Visit Tracker is probably one of them. With so many different logins to maintain, the temptation is to have your computer save your password. This is a HIPAA violation. Visit Tracker stores confidential and private data so it is important that you follow HIPAA compliance.  Visit Tracker will never save your password. This is a setting on your computer and we recommend you turn this setting off.

Password Management

With so many passwords, the problem is trying to remember them all!  A password management program lets you store and organize passwords in a single spot, so a master password gives you access to your password database. You can pay a small monthly fee for a service like Dashlane, 1Password, LastPass, etc., to securely keep your passwords.

It is important to talk to your Supervisor and/or IT Department before you install one of these programs. They may or may not allow this, or they may have a preferred program. Do your research and use these programs wisely.

Creating Passwords

Your data will be more secure with passwords that are unique and strong. But what exactly makes a password strong? This list of Dos and Don’ts will help you create a strong password to keep your data safe.

Do:

  • Do use 10-15 characters for each password. The longer, the better.
  • Do consider using a phrase or sentence you can easily remember your password including numbers and special characters.
  • Do use special characters in atypical places. For instance, use a number in the middle of a word rather than before or after it.
  • Do consider length more than complexity. Studies show that a 15-character password with special characters is more secure than a short one of all unique characters like 5&Hq%.

Don’t:

  • Don’t use easily guessed passwords like family members’ names or birthdates.
  • Don’t use single words found in the dictionary such as watermelon or even watermelonseeds as standalone passwords.
  • Don’t reuse passwords at multiple sites.
  • Don’t share your passwords with anyone. If you have to, immediately change your password as soon as someone else has used it.
  • Don’t use passwords based on adjacent keys on the keyboard, like asdfjkl;

 

Stay HIPAA Compliant, Friends!

Set Up Options (Main Admin)

As the main administrator, it is your responsibility to set up your Visit Tracker. Under the Set Up tab, you will find different links on the left. Be sure to explore each link thoroughly.

Profile – This is where you will find your program name, program address, and your contact information.  If you need to change the program name or address, do that here.  You will also find the “Current Year Start Date“. This will be the default start date for your reports.  Updating this date will help save time, and also ensure accuracy when you are running reports.

File Upload – This is something fairly new to Visit Tracker.  This link will allow for uploading any hard copy files.  Programs moving to “paperless” files will find this useful!  To learn more about file uploads, please see this tutorial: https://help.data-keeper.com/knowledgebase.php?article=42

Invoices – This is where you will find your current open invoice, as well as past paid invoices. About 60 days before your subscription is due, an invoice will be created. When you log in, there will be a notification that you have an open invoice. From here, you can print or email your invoice using the icons on the right.

Add’l Admin – If you need to add an admin to your account, you will do that here.  Full access Helper Admin and Read Only Admin can be added here.  To see the different user types, look here: https://help.data-keeper.com/knowledgebase.php?article=48&suggest=1

Preferences – Under the Preferences link is where you will find most of your set up options for Visit Tracker.  When you first open the link, you will find some default options. The following sections are drop-down menus. The “Home Page – Up Coming Events” will allow you some control over what you and your users will see on the Welcome screen. The “Child Fields to Display” and “Guardian Fields to Display” will allow you to show or not show fields on the Child or Guardian data page. On the “Demographic Fields to Display“, you can select to show any additional high needs characteristics that your program would like to track.  Please note that by showing these high needs characteristics, they will not count toward PAT stressors.  Only the characteristics in the first box are counted for PAT. This is also where you would turn on MIECHV tracking if you are a MIECHV funded program. Finally, the “Family/Guardian Assessments to Display” will allow you to show only the assessments that your program gives. These are the Assessments listed under the “Assessments” link under the guardian.

Exit Reasons –  Here, you can create, edit or, in some cases, delete exit reasons.  If delete is not an option, this is because there is a guardian with that exit reason. You can select to not show the exit reason if you no longer want home visitors selecting that reason. If you edit a reason, this does change all guardians that have this exit reason listed, so be careful about changing the status.  If it’s just a wording change, such as changing “Moved” to “Moved from Service Area”, that would be ok. You can also add new exit reasons if your program needs them.

Screen Types – These are the Developmental screenings that will show under the Child Screening section.  If your program gives any screenings other than the PAT National recommended screenings, you can add them here.  You can also select to not show any screenings that may have been previously entered.  If you do enter another screening type, this will not change the scoring section of the screening.

Ethnic Categories – No changes can be made on this screen.  It will give you the Federal Race categories.

Site Codes – Site Codes are used for programs that need to run a report for different funding sources, school districts, etc.  You can enter your site codes here, and then under each report, there is a filter option to run by Site Code. If you use the site code field, you will want to be sure that each guardian has a site code selected on the Guardian Data page.

PVR Templates – PVR Templates can be used to help home visitors save some time when entering a PVR. The template will allow you to enter a few fields that will then populate for the home visitor when that template is selected.  For example, when a screening visit is conducted, there may be some standard handouts that are given.  You could create a “Screening Visit” template.  ** More options for templates are coming soon!

User Fields – You can the option of adding an additional 4 fields to the guardian data page and 4 fields to the child data page if there is additional data that you collect and there isn’t a place to record it in Visit Tracker.  The user fields will show on the guardian/child page as you enter them here. These fields can be filled in with numbers or letters. Be sure your home visitors know what you want to be entered.  Is it a date, or a “yes” “no” answer, or text? An example of a user field might be “Is there smoke detectors in the home?”. This can be answered with a yes or no answer. Another example might be “Home Elementary School”, and the name of the school can be entered.  These fields will show on the Family List Report, Child List Report and the Guardian or Child data exports.

Referral Sources – Referral Sources would be the list of agencies, people or places that refer families to your program. Referral Sources can be found on the Guardian and/or Child data pages.  This is a field that can be turned on or off under the Preferences link.

Mass Exit – This will allow you to exit children in mass. Mass exit will exit children according to their date of birth.  This is most often used at the end of the program year to exit all children that have aged out.

Data Sharing – If your State Lead has a State account, you will need to accept that you allow data to be shared with the person/program requesting permission.

Are you headed to Phoenix for the PAT Conference?

So are we!  Jen will be in Phoenix, so please stop by and say “Hello”! This is a great time to ask questions face-to-face. She will also have some exciting upcoming features to share with you.

Please keep in mind that since Jen will be at the conference, no one will answering the phones for the week.  Please either email help@data-keeper.com or submit a ticket from the Support tab in Visit Tracker.

Have a great week!