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

APR 2020-2021 Updates

We are currently updating the APR to report the 2020-2021 requirements. The APR related reports that are impacted by the 2020-2021 updates will also be updated.

Related reports

  • Performance Measures Report
  • Family Assessment Compliance
  • Screening Compliance
  • Family Strengths and Stressors
  • Visit Frequency
  • Family Goals Compliance (new report)

Updates are scheduled to be released toward the beginning of February.

What’s to come in the new year

As we’re wrapping up an extraordinary 2020 year, I’d like to mention some things to come in the new year. Here are some notable projects planned for the first quarter.

Coordinated Intake is getting an overhaul

This project is currently in progress and will be completed and released by the end of January. Updates for this project include:

  • More than 1 incoming referral can be recorded for a family.
  • For each incoming referral, both home visiting and community partner referrals can be documented.
  • Each referral’s progress can be updated through completion

PAT Affiliate Performance Report Updates

Updates to the APR are scheduled for the beginning of 2021. We’ve received the APR updates from PATNC. The updates will include updates to all supporting reports such as the PMR, Screening Compliance, Family-Centered Assessment Compliance, etc.

HIPPYUSA Quarterly Report

Updates to the HIPPY Families and Home Visits Report are scheduled for the beginning of 2021.

New Assessments!

You’ve been asking for several new assessments to be added to Visit Tracker over this past year. We hear you and are working on getting these assessments into the system ASAP!

Setup and Customization

We’re always looking for ways to give you more control over YOUR Visit Tracker. We’ll be improving and adding to the SETUP section allowing for further customizations of the various sections in Visit Tracker.

We can’t thank you enough for the work you are doing with families and children in your communities. Know that we are working hard to support your work and what you need to stay focused on your families.

Merry Christmas, Happy Holidays, Happy New Year!

You asked… Partnering With Teen Parents

The Partnering with Teen Parents curriculum has been added to the PAT Curriculum selection list.

On the Planning Guide and/or Personal Visit Record, select “Teen Parents” from the Curriculum selection list.

In Handouts Given, expand the Partnering with Teen Parents list to choose the handouts used for that visit.

Let us know if you have any questions or need anything else. (support)

PAT Records Update

Here’s a summary of the recent updates made according to PAT National Record updates.

Resource Connections

Selections added to Resource Connections Types

  • Books
  • Hearing Services
  • Vision Services

Community Type

New selections include

  • Tribal Rural
  • Tribal Urban

PAT Records Reviewed

Annual reviews/updates of the Family, Guardian and Child Information Records can be noted in the PAT Records section for each family.

Go to the Family’s PAT Records from the Family Home page.

In the top table “Dates of Annual Review/Update”, click on “Add item”.

Indicate the date of the review/update, which records were involved, and create.

The entry will be added to the table.

Follow these steps the next time you review or update any one of these records for a family.

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!