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

User Management

Main Admin – Did you know that under User Managment, you have the ability to grant 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.

To grant Admin privileges, click on the “+” icon to the right of the home visitor.
Check the box “Full Access – Data Entry” and click Save.

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.

To allow user to create Supervision Records, check both Supervision under Record Management and General Set Up.
To prevent the user from Deleting Families, Guardians or Children or any contacts, check the Disable Deletion check boxes.

Setup – Certain users can now be granted the ability to manage sections under SET UP. 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

You asked… New assessments

There have been several assessments requested over the past few months. We’re working on getting these added into Visit Tracker. Here are the assessments released this week.

  • Adverse Childhood Experience (ACE)
  • Becks Depression Inventory (Becks)
  • Kindergarten School Readiness (KSR) – see additional details below
  • Parenting Stress Index – 4 (PSI-4)
  • Women’s Experiences with Battering Scale (WEB)

Reports are available for each of these assessments under Service Reports > Assessments.

Kindergarten School Readiness (KSR) Details

There are a variety of school readiness assessments being used as decided by school districts, community agencies, etc.

We’ve set up a generic “Kindergarten School Readiness” assessment allowing you to record the tool used and the score (if applicable). Currently, this assessment is included in the Family Assessments section and you can specify the guardian and child on the assessment.

For PAT programs, the APR will be updated to include this assessment in the outcomes section XII 5e.

Let us know if you have any questions.

PAT APR 2020-2021 Released

The APR has been updated with the latest 2020-2021 requirements. All APR related reports that are impacted have also been updated.

Related reports

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

Let us know if you have any questions.

Coordinate Intake – Updated

The Coordinated Intake system has been updated.

With this update, coordinated intake and home visiting agencies can:

  • Manage multiple incoming and outgoing referrals for a single family
  • Specify referrals as going to home visiting agencies or community partners
  • Track each referral through completion
  • Manage a list of specific agencies that send and receive referrals
  • Review all referrals from 1 Referrals page
  • Review a summary of all families and referral totals from the Family List page
  • Navigate to and update referrals from the the Referrals and Family List pages

New training manuals are posted here and have been added to the Training page.

Coordinated Intake Manuals (last update 1/29/2021)

Reports – What does CSV mean?

We have been adding the option of running reports as a CSV. CSV will export your report into a spreadsheet. The advantage of working with the spreadsheet, is that you can easily manipulate the data by filtering or sorting by different columns.

If you are unfamiliar with how to filter and sort a spreadsheet, here is a quick and easy tutorial.

Filtering – Filtering data in a spreadsheet is simple. This allows you to focus on specific spreadsheet entries.

Sorting – Sorting your spreadsheet allows you to easily reorder your data. Sort by date, number, alphabetic order and more. The most common type of sorting is alphabetical or numeraic ordering, which you can do in ascending or descending order.

To Filter data:

Click on the row with your headers.  To do this, click on the row number on the far-left side. *This step is important to filter and sort the entire spreadsheet. If you only select one column, only the data in that column is filtered/sorted.

Click the Data tab and then the Filter command. Drop-down arrows will appear beside each column heading.

Click the drop-down arrow next to the heading you would like to filter.

For example, if you would like to filter families to only show Active families, click the drop-down arrow next to Status.

Uncheck Select All.

Choose “A” for Active.

To Sort data:

Follow the same steps outlined above. When you open the filter option, select to Sort in either Ascending or Descending order.

For example, you can sort in descending order by Family Last name by clicking the drop-down next to FamilyName.

Then select Descending.

CHALLENGE!

Practice! Export one report to a csv file!

Use the Sort command to sort data alphabetically.

Use the Sort command to sort a date column (such as the Enrollment Date or DOB) numerically from smallest to largest.

Practice using the Filter command to filter by status.

You asked… Recent updates

Over the weekend, we released a few updates you requested.

Supervision Records

These records can be marked as not completed without having to complete other fields on that record.

Milestones

Milestones Reviewed and Updated fields have been added to the Planning Guide.

Contacts

“Cancelled by program” has been added as a selection for Contact Type.

Screenings in Calendar

When scheduling a screening from the calendar, you can now specify the Screening Category and Screening Type.

Thank you all for your continued input on how Visit Tracker can continue to meet your needs.

2021 Price Increase

Effective 4/1/2021, our subscription prices will increase slightly so that we can continue providing the high level of service and support that you count on.

https://data-keeper.com/pricing/  

You may prepay your upcoming subscription at the current price if we receive your payment prior to 4/1/2021.   If you would like to prepay or have questions about it, click on the following link and complete the form with “Prepay” in the “How can we help you?” field.   

https://visittrackerweb.com/Support/SubmitTicket

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!