Projects Update 1.15.2020

Here’s an update of what’s coming soon.

CHILD SCREENINGS

The update to child screenings is in its final testing stage and soon to be released within the next couple of weeks. Here’s a sneak peek.

The SETUP section. The types of screenings and tools used can be managed under “Screen Type/Ins”. Here’s a list of what you can do from this section.

  • The National Types have increased. Categories have been added for each tools. Choose which tools you want to “Show” when home visitors are entering new screenings.
  • You can still add your own “User-Defined Types” from the top right “+” add button.
  • Open up the Child Screening Preferences (2nd screenshot). You choose which screening records you want to show for your program and set the default for the next due date.

In the Children > Screenings section

  • The “+” add button allows you to choose which type of screening to enter. No more all-in-one record. Whichever screenings are set to “Show” from the Preferences section will be listed here.
  • The print button will allow you to print out all items recorded under Screenings, Referrals and Screening Summary tables.
  • History tables – 3 tables will show on the Screenings page
    • Screening History – Lists all screenings that have been recorded. “Mixed” types are the old all-in-one records
    • Screening Resource Connections – These are the referrals recorded from the screening records but can also be seen and managed from a separate table. This table will also show on the Family Resource Connections page.
    • Screening Summary – Create and manage screening summaries from this table.

The Screening Records

Even though each screening type has been separated into its own record. The data entry is the same. Each record contains:

  • Header – Screener, Screening Date and Next Due Date. Check the box next to the “bell” if you want to set a reminder for the Next Due Date
  • Screening Type – Here “Development” was chosen. Whichever screening you chose, you’ll select if it was completed (necessary for the APR), the tool used under “Type” and scores. Each record also has the ability to record a Resource Connection as well.

Screening reports and the APR are also being updated according to these updates as well.

MORE PROJECTS COMING

APR 2019-2020 – The APR and PMR are being updated. We’re adding in data quality features throughout as well. You’ll be able to run exports giving you details on the families and children being reported as well as those not being included in the report.

Kansas KIDS 2019-2020 – We’ll be updating the KIDS exports according to the 19-20 specifications.

MO Invoice – The MO Invoice will be updated with the new screening updates as well as the final invoice for end of year reporting.

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!

You asked… Scheduling contacts

HAPPY NEW YEAR! I hope you all had a wonderful holiday break with your family and friends.

I received a suggestion at the PAT Conference to be able to schedule contacts from the Children section. There was 2 or 3 extra clicks to get to the Family Contacts page when there could be a direct link from the Child > Contacts page to save you some time and make your data entry a little more efficient.

So over the holiday break we added a couple of things to the Children section. First is a “Family Contacts” link underneath “Family Home” in the left navigation column. This will take directly the Families section > Contacts page where you can view the family’s contact history and add a new contact.

Second, we added the “+” to the Child Contacts page. Click on the “+” to open up the Contact Scheduling pop-up window. When saving the contact, you’ll be returned to the Family Contacts page – not Child Contacts – where you can view the newly scheduled contact. If you want to return to the child’s section, just click on their name in the Family Contacts history table.

Let us know if you have any questions or more suggestions.

The Range of OK: A thank you note to home visitors

With the birth of our 3rd child on 12/4/19, I did some reflecting back on our first 2 experiences while sitting around in the hospital room, especially our first daughter. We were excited, stressed, tired! (We still are.) There were so many people surrounding us in the hospital giving us information and asking questions. Some were calming and reassuring. Others brought some alarm or stress. Then we went home. It quieted a little but we were fortunate to have great support – family, friends, pediatrician, pediatrician’s nurse, etc. We got lots of advice and input to say the least.

I’d like to say that all advice and input about our parenting and child’s development was reassuring but that wasn’t always the case except when it came to our home visitor.

Our home visitor, Ruth, was one of the calming voices. With our first child, we enrolled in home visiting and began seeing Ruth once a month. During that time, she used a phrase that has stuck with me and I’ve used many times since – “The range of OK”. That phrase and, of course, the information she brought to us at visits was empowering. It enabled us to be our own calming voices later on with our 2nd and 3rd children as we were no longer enrolled in home visiting. Ruth’s work with my wife and I had lasting impact.

So a big thank you to our home visitor Ruth. But I – and everyone here at DataKeeper – want to extend that thank you to all the home visitors and home visiting programs for bringing that calming voice into so many homes. We are very aware of the work you do and the impact you are making with your families.

We hope you all have a wonderful holiday season and Happy New Year!

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.

You asked… Reminders Improvements

Last night, Reminders was updated based on input we’ve received from the field. Here’s a summary of those updates:

  • Reminders assigned to home visitors can be managed by other users that have permission to mange Reminder records (see User Permissions).
  • Labels can be assigned to Reminders. The labels can added and managed from the Reminders page in the Setup section. Labels can then be assigned to Reminders in order for additional grouping and organizing of the Reminders from the pages that are displaying Reminders.
  • Family Reminders – A new Reminders page has been added to the Family and Child links. This page will show all Reminders assigned to the family and children
  • Calendar viewing options have been added for all users. Users can now select which events they want to view on the calendar and specify which home visitors (Admins). These viewing options have been added to the left sidebar on the Calendar page.

Let us know if you have any questions.

New Feature – Supervision Records

Last night, we added a new Supervision page in the Calendar section.

Here’s an overview of the Supervision project:

  • Staff Events with category of Supervision can be managed from the Supervision page in the Calendar tab.
  • Main Admins and Users with Supervision permission (see User Permissions post) can record supervision records for both Group and Individual Supervision sessions.
  • Supervision Notes is a new page under the Family section. Family Supervision Notes can be recorded on those families discussed during reflective supervision sessions (from the Supervision record) or directly in the family’s section.
  • Supervision in the Setup section – Certain record items can be managed under Setup > Supervision. Set the default for duration of Supervision events. Manage the list of Not Completed Reasons and Items Discussed.
  • Reports – Supervision reports have been added to the Admin / State / National column

A note about confidentiality

Supervision Records (Group and Individual) documenting the discussion between supervisors and home visitors can only be viewed by the Main Admin and the Supervisor that created the record.

Only users granted permission to the Supervision section can record Supervision records. Users with Supervision permission will be shown in the “Supervisor” selection list when a session is being scheduled.

Family Supervision Notes can be seen by the Main Admin, all Helper Admins, Read-Only Admins and the home visitor assigned. Only the Supervisor that created the Note can edit.

Let us know if you have any questions.

New Feature – User Permissions

We’ve added user permissions to the Main Admin’s capabilities under the SETUP section.

The section “Add’l Admins” has changed to “User Management” in Setup. This new feature gives the Main Admin the ability to assign additional permissions to Helper Admins and Home Visitors.

  • Home Visitors can be given “Full access – Data entry” which is equivalent to Helper Admin permissions allowing them to enter data on all families and children in the system. NOTE – Home Visitors that are also in a data management role in the program no longer have to have a separate Helper Admin login.
  • Record Management – Main Admins can assign certain users to manage specific records like Reminders and Supervision Records. Also the Main Admin can control who can delete families and contacts.
  • Setup – Certain users can now be granted the ability to manage sections under SETUP as well. Typically this section has been limited to only the Main Admin. Now the Main Admin can grant access to this section – all or portions – to any user.

See the additional posts regarding Reminders Improvements and Supervision records.

Let us know if you have any questions.

Why am I seeing Texas Sales Tax?

Once logged in, you are probably seeing the red message:

” Texas Sales Tax Exemption Reason is missing. To update this, go to Setup > Profile”

DataKeeper Technologies, LLC is a Texas-based company and required to charge sales tax unless you have a valid exemption.

To indicate your exemption status, the Main Admin of the account will need to go to the SETUP section and click on PROFILE. At the bottom of the Profile page is “Texas Sales Tax Exemption Reason”. Select the option that fits your agency and save.

The warning message will disappear from your home page once a reason is indicated.

Anyone that is not tax exempt – selects “Not tax exempt” – will have sales tax added to their next renewal invoice.

Let us know if you have any questions.

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