Visit Tracker Invoices and Purchase Orders

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.

Please note price changes that went into effect April 1, 2019.  Please visit our pricing page:  https://data-keeper.com/pricing/

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 help@data-keeper.com and we will be happy to provide you with a grace period.

You can also pay your invoice with a credit card online: https://data-keeper.com/pay.html

If you have additional questions about Visit Tracker pricing, you can visit our pricing page: https://data-keeper.com/pricing/ or email help@data-keeper.com

HIPPY Age 2 Curriculum

Over the weekend, HIPPY Age 2 was added to the curriculum selection on the Child Data page. Here’s a summary of that project:

  • Age 2 added to the curriculum selection list
  • Home Visit Record (PVR) updated to show Age 2 and additional feature checking curriculum on data page. (see details below)
  • Reports updated
  • TX HIPPY Time Log removed from the Contacts page (more detail below)

Home Visit Record (PVR)

For each child on the PVR, the curriculum indicated on the Child Data page automatically shows on the PVR. The curriculum was able to be edited on the PVR without editing the data page. With the update over the weekend, you’ll start being alerted if the curriculum on the PVR is different than the curriculum on the Child Data page. This should help prevent discrepancies between the current curriculum the child is shown to be enrolled in and the curriculum indicated as being delivered at the home visits.

TX HIPPY Time Log

The Time Log is no longer being required and used for Texas HIPPY programs. All data from past Time Logs was preserved on the existing PVRs. So no data related to HIPPY activities and volunteering was lost. Run the Parent Involvement Report for that data.

Let us know if you have any questions.

New Family Archiving Policy

Visit Tracker will begin archiving families that have been exited or dormant (no service records or contacts) for 6 years or more. Once archived, the families will be removed from the online environment to a secure offline environment. 

This doesn’t mean that programs will lose access to these families and their data. Programs will be able to search archived families in their Visit Tracker account and request that the family be restored into the online environment.

What are the benefits of archiving this data?

  • Improved report processing time
  • Improved site performance for users such as pages loading quicker.

Beginning next week, all programs will be able to review the list of families meeting the criteria for archiving before the process is implemented. And only those programs that have families meeting the criteria will be receiving the notification with further instruction.

Happy New Year!

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 wish you a successful 2019-2020 program year!

You asked… Duplicate Family Warning

We’ve heard about the need for Visit Tracker to indicate duplicate families. We released a duplicate warning feature over the weekend. Here’s how it works.

DUPLICATE APPLICATION WARNING

When entering a new family, you’ll be warned about potential duplicate families that already exist. When a potential duplicate is detected (when clicking Save), those families will be listed at the top above the new family you are entering. You can click on each possible duplicate family to review or continue saving the new application. When reviewing the duplicates, you will not lose the information you entered on the new application.

Here’s how we’re identifying potential duplicates:

  • Families with identical guardian first name, last name, and address.
  • Families with identical guardian first name, last name, and phone number.
  • Families with identical addresses.
  • Families with identical phone numbers.



Updates to Coordinated Intake

Updates to Coordinated Intake were released over the weekend. Here’s a summary of that project.

DUPLICATE APPLICATION WARNING

When entering a new referral, you’ll be warned about potential duplicate applications that already exist. When a potential duplicate is detected (when clicking Save), those applications will be listed at the top above the new application you are entering. You can click on each possible duplicate application to review or continue saving the new application. When reviewing the duplicates, you will not lose the information you entered on the new application.

Here’s how we’re identifying potential duplicates:

  • Applications with identical guardian first name, last name, and address.
  • Applications with identical guardian first name, last name, and phone number.
  • Applications with identical addresses.
  • Applications with identical phone numbers.

This feature was added to the creation of new families for all Visit Tracker accounts.

INTAKE HISTORY BUTTON – WHY IS IT NOT CLICKABLE?

Sometimes the intake history “Add New Status” button is not clickable. There will be a note next to the button telling you why. Here are the 2 reasons it’s not clickable.

  • No date in the “Date release of info signed”.
  • The application is currently assigned to a Visit Tracker account.

NEW APPLICATIONS WILL BE SHOWN ON THE FAMILY LIST PAGE

When creating a new application, sometimes only the first Save button is clicked and then you move on to another application. This creates a new family but it doesn’t list them on the Family List page creating confusion that the application doesn’t exist. Although it does show in the Family drop-down list it won’t show on the Family List (CIAT List) page until the remaining parts of the application are completed and an Intake Status is entered.

Now those applications will show on the Family List page with a “New” status.

“ENROLLED IN HOME VISITING” IS NO LONGER A REASON CI AGENCIES CAN SELECT

When closing an application, coordinated intake workers will no longer see “Enrolled in home visiting” as a selected item for Closed Reasons. This selection is specific to those Home Visiting agencies using Visit Tracker. When a home visiting agency selects this reason, it enrolls that family into their list of active families they are serving. This creates a link between the CIAT and the families enrollment into that program which allows for service information to be reported for Coordinated Intake overall.

For Coordinated Intake Agencies – If you have closed applications where you selected “Enrolled in home visiting”, you may need to either edit that entry to OPEN > DELIVER so that the home visiting agency can officially enroll that family, or you may need to change to CLOSED > Referred to non VT program if the application was sent to an agency that does not use Visit Tracker

**NOTE FOR HOME VISTING AGENCIES THAT USE VISIT TRACKER – If you want to enroll a referred family into a program other than your home visiting program, select “Enrolled in other services”. This will indicate to Coordinated Intake that your agency is going to serve that family, but it does not add that family into your active family list.

RETURN TO REFERRAL SOURCE CAN BE AUTOMATED

When a Home Visiting agency creates and sends a Coordinated Intake Application to the Coordinated Intake Agency, they can check the “Return to Referral Source” box indicating that they would like to enroll that family. So the CI Worker receiving that application can then deliver it back to the same agency.

Now the Main Admin for the Coordinated Intake agency can have that automated so that the “receive and deliver back” process happens automatically. Go to Setup > Preferences to turn this on.

COORDINATED INTAKE CAN NOW SEE THE PROGRESS NOTES ENTERED BY HOME VISITING

When coordinated intake workers open an application, they will be able to view progress notes entered by the Home Visiting Agency at the bottom of the application.

AND FINALLY… SEARCH HAS BEEN IMPROVED

On the Family List (CIAT List) page, the Search function has been improved to search the entire CIAT List table.

Let us know how Coordinated Intake can continue to improve and make your work more efficient.

We broke VisitTracker and we’re sorry.

Early last week, many of you experienced timeouts in Visit Tracker. If the timeout was while you were in the middle of entering data such as a PVR, all your data for that PVR was lost. You will need to enter that data again. 

We were able to identify the issue and get this corrected. 

The problem you experienced was caused by a mistake we made when releasing a new project over the weekend. We are very sorry for the inconveniences and rework this has caused. We promise this will not happen again.

You asked… “Other” Contacts

Over the weekend, we released an update to Contacts based on requests we’ve received from you. Here’s a summary of that update.

New Contact Type

  • Text – When adding new contacts, “Text” will be an option in the drop-down menu.

“Other” Contacts

You’ll now be able to better specify what “Other” is and run a report on these “other” contacts!

  • When selecting “Other” as the Contact Type, you’ll get an Other specify field
  • Main Admins can manage the Other specify selection list from the Setup section. Contacts has been added to the list of Setup options. It’s the next link under Preferences.
  • New “Other Contacts” report. Select the Service Counts report. Other Contacts is below the Service Counts filters.

New Family Contacts Export

  • A new export – Family Contacts – has been added to the Data Exports list.
  • Data Exports are available to all admins from the home page.

You asked… MO Invoice Update

We recently updated the MO Invoice sections II and III based on a request we received from the MO DESE office. Included in that update was a request we received from the field to have the Child Screenings section updated with pop-links.

Here’s a summary of all the updates.

Section II – Child Screenings

  • Social-Emotional specific screenings and delays were added to the list.
  • Each number reported in this section is also a pop-up link listing the children included in that number.

Section III – High Needs

  • This section was updated to be alphabetical and be the same text as MO DESE.
  • There was no change in calculations.

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.