Visit Tracker Invoices and Purchase Orders

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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 PVR – Recent Update

A recent update has been made to the HIPPY personal visit record (PVR).

Literacy Activity Survey

A new section was added at the bottom of the PVR allowing home visitors to record Literacy Activity Survey entries from the PVR and have the entry added to the Child Health Info > Literacy Activity Survey section.

When selecting “Yes” or “No”, new fields will open up allowing you to indicate the number of days for each child listed on the PVR. If “Yes” is selected, the entry will default to 7 but can still be manually changed.

Not seeing this on the PVR?

The section needs to be turned on by the account administrator.

Go to Setup > Preferences

Open up the Personal Visit Records section and select “Yes” for “Literacy Activity Survey on PVR” and then save.

A new field for Format

When recording the curriculum delivered at the home visit, choose what format it was delivered in. Selections are “Paper copy”, “PDF copy” and “HIPPY 3.0”.

Let us know if you have any questions.

You asked… Immunizations on the Health Record

This week, we released an update to the PAT Health Record. We received a question about making the immunizations update field stand out more. So we moved it to the top of the Health Review section.

Based on your selection, more fields will open up. Here’s some screenshots.

Default

If answering “No”:

If answering “Yes”:

Thank you for your continued input on making Visit Tracker more valuable for your work.

Visit Tracker Invoices and Purchase Orders

The main administrator for the Visit Tracker account has access to the Visit Tracker invoice.  Invoices are not 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, 2020.  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

Where to find the DIAL-4

The DIAL-4 is listed under the “Developmental / Social Emotional” category type, since that screening tool includes both the Development and Social Emotional components. 

Take a look and let us know if you have additional questions!
Thank you

You asked… PVR Updates

Here are some upcoming updates scheduled to be released this weekend based on requests we’ve received from you regarding the Personal Visit Record.

Literacy Survey

The Literacy Survey from the Child Health Info section will be added to the HIPPY and HFA Personal Visit Records.

To access this feature:

Turn it on in SETUP > PREFERENCES > PERSONAL VISIT RECORDS

On the Personal Visit Records, the Literacy Survey entries will be shown when answering the question “A family members read, told stories…”. The entries for each child will be added to the Literacy Survey section in each of their Health Info sections.

Safe Sleep Survey

Also being added to the PVR is the Safe Sleep Survey. This feature is available to the PAT and HFA programs and will show for children that are less than 1 year old.

Turn the feature on in SETUP > PREFERENCES > PERSONAL VISIT RECORDS the same as the Literacy Survey.

When turned on, Safe Sleep Survey entries will show for any child less than a year old on the PVR.

PVR Templates for Foundational Visits

We’ve set up PVR templates for the PAT programs based on each of the 8 Foundational visit plans. Templates 1501 – 1508 can be selected in the Planning Guides and/or PVRs to pre-populate the information related to the foundational visits.

PVR Data Export

A new export is available for PVR data. This export is available in the SERVICE REPORTS column.

Keep your suggestions coming! And let us know if you have any questions.

3 ways to avoid a CATASTROPHE in Visit Tracker

There are a few “no-no’s” when using any online database. Here are a few that may help you to avoid the frustrations of having to re-enter your data.

  1. Be sure that the PVR is only open ONE time! When you are adding a PVR, it is easy to open that PVR more than one time. The PVR will open in a new tab. Before you begin working on your PVR, please check your tabs to make sure there is only one PVR open. If you have multiple tabs open, when you go to save, you could potentially over ride your written, completed PVR with a blank one. You don’t want this to happen! We have no way to restore the PVR for you. Always double check your open tabs!
  2. Log out and close your tabs when you leave your computer! It’s easy to simply walk away from your computer without logged out. If you haven’t logged out, when you come back to your computer, you may see your open Visit Tracker and just begin working again. You could be filling out data on a page that is no longer active because of an auto time out. Visit Tracker will log you off if it is idle for too long. Your work will not be saved and you will have to enter that information again. Not to mention, you have sensitive family information in Visit Tracker. To protect that family information, you should log out whenever you are not actively working.
  3. Don’t use the BACK button in Visit Tracker! When you use the back button, this will cause you to lose the information you just entered. By using the back button, this takes you back to the page before your data was saved. It is always best to close the tab and use the menu options to go from one page to another. *Quick tip – if you see the family/child name in blue, this will take you to the guardian/child data page. This may help you to better navigate Visit Tracker.

Please let us know if you have additional questions or any concerns. We are happy to answer any questions you may have!

You asked… Recent updates

Here are some of the suggestions/requests that have been released recently.

Kansas KIDS Exports

The KS KIDS exports were updated for the 2020-2021 program year

Family and Guardian Labels

  • The guardian’s email address was added to the Family Labels report
  • A family status filter was added to the Guardian Labels report. The request was to be able to include Waiting List families when running the Guardian Labels. The Status filter allows you to select any group of families by status.

Report – Screenings Review

The Display filter was updated to give you better options on which children you want to review.

APR – Section II. Service Delivery – Prenatal

It was brought to our attention that this section should report subsequent pregnancies not just at enrollment. This was updated.

Let us know if you need anything. Thanks!

New Feature: Data Quality Alerts

Over the weekend, we released a brand new feature – Data Quality Alerts. Here’s an overview of what this feature is and how to start using these alerts.

Data Quality Alerts are a list of alerts that identify the missing data – enrollment data, update entries, assessments, screenings, etc – for the families and children you serve. The alerts are based on a start date you set through the current date. They alert you to the data needed for the current program year that hasn’t been entered yet.

There’s a list of items to choose from. Here’s how to get started.

First, Admins need to go to the SETUP > DATA QUALITY ALERTS section.

  • Set the start date. This is probably going to be your program start date. The alerts that are turned on will be based on the start date through the current date.
  • Turn on the alerts. Go through the list of alerts – grouped by Visit Tracker sections – and click “Show” for the alerts you want to be generated. When “Show” is checked, additional selections will be shown giving you some options for that alert.

Here are some screenshots of the Setup section.

The admins and home visitors will be able to view the Data Quality Alerts throughout Visit Tracker pages.

When first logging in, you’ll notice the Data Quality Alerts link in the upper left menu. You’ll be able to click on this link to view all Data Quality Alerts for all families and children in the program (Admins) or for the assigned caseload (Home Visitors). This link is in the upper left menu throughout the Family and Children sections as well.

The Data Quality Alerts page is generated when the first user logs in each day. The page let’s you know the date and time of the first login and expires after 24 hours. The notes at the top of the page provide some more details.

For all the alerts shown, the page will tell you how many alerts there are for each without having to open it up.

If you want to narrow down to a specific child or family, just start typing there name in the Search box.

Open up an alert to view the list.

When in the Family section

  • This family has a Data Quality Alert – This warning will be shown from the Family Home, Family, Guardian and Child Data pages if anyone in the family has an alert generated
  • Family DQ Alerts will be shown at the bottom of the family links. Click on this link to view the list of alerts for just that family.

When in the Child section

  • This family has a Data Quality Alert – The warning will show on the Child Data if the family has an alert.
  • Family DQ Alerts will be shown in the family links section for that child. Click on this link to view the list of alerts for just that family.

Hopefully this feature will help you easily stay on top of your data collection requirements and home visit preparation.

Exit and Inactive Status: Adding COVID-19 Information

Over the weekend, we released a new feature where you can indicate if any exiting or inactive/on hold families are due to COVID-19. Here’s an overview of how it works.

First, Admins must turn it on in the Setup section. Preferences were added to both the Exit Reasons and Hold Reasons section. Select “Yes” to show the COVID-19 related indicator.

ILLINOIS PROGRAMS: These fields are already turned on in Preferences.

Now that it’s on, you’ll notice new fields when updating a family’s status to Exited or Inactive/On hold. Here, I’ll go over updating already Exited and Inactive/On hold families to indicate that it’s due to COVID.

Updating Exited and Inactive families

NOTE – This only applies to the family. The COVID-19 indicator does not show up for exited and inactive children.

In the Family section, go to Family Non-Actives or search for a specific family.

In Family Non-Actives, select Exited or Inactive / On Hold Families.

Choose a family to update by clicking on their name. In this example, I’m updating an exited family. But the same applies to inactive families as well.

You’ll land on the Family Data page. Scroll to the Family Enrollment – Status History table at the bottom. And click on the edit pencil for the latest Exited status.

NOTE: This table is also located on the Family Home page

Update the status. When clicking the “Related to COVID-19” checkbox, the “COVID-19 Notes” text field will appear. When unchecked, you won’t see the Notes field.

We’ve updated the Exit Summary report (located under Admin Reports in the Reports section) to include COVID information only if the fields are turned on in Preferences. These columns will show on both the Family and Child Exit Summary reports for both the HTML and CSV formats.

Let us know if you have any questions.