PAT Record Updates

The following PAT Records have been updated in Visit Tracker

  • Family Intake
  • Family Information
  • Guardian Information
  • Child Information
  • Group Connections
  • Planning Guide and PVR
  • Transition Plan
  • Child Health Record (first part. 2nd part will be released by end of June. see details below)

Here are some highlights/important notes about these updates.

Please note that you can access the PAT Records section from the Family Home page. These records are designed to gather up all data entered in Visit Tracker and arrange that data according to the PAT Records listed in that section.

FAMILY INTAKE

New section “Reason for Enrolling” has been added to the Family/Guardian Data page under Enrollment Info

FAMILY INFORMATION

Exit and On Hold Reasons have been updated

Visit Frequency selections have been updated.

Languages spoken in the home – We currently working on a new setting under SETUP that will default to the PATNC’s specific list for all PAT Affiliates. Currently, programs are seeing all language selections Visit Tracker offers.

GUARDIAN INFORMATION

Guardian Sex – “Prefer not to report”

It’s important to know that some reports have not been updated to start considering “Prefer not to report”. Once we have received the new Requirements for these reports, they will be updated.

An example is the MIECHV Form 1 report. The aggregate numbers will not include guardians indicated as “Prefer not to report”. However, these guardians will still be listed in the Excel downloads. Once HRSA releases final details about Sex/Gender reporting, this report will be updated.

New sections added to guardian items in Demographics

  • Military Status
  • Participation in Other Programs

New/Updated Guardian Health Info items

  • Dental Insurance
  • General Health
  • Preventive Care
  • Alcohol Consumption
  • Other Substances

CHILD HEALTH RECORD

Due to the extent of updates and length of this record, updates are being release in 2 parts. The first part has already been release which are

  • Completion dates have been moved up to the top
  • Prenatal / Labor and delivery / Postpartum
  • All items in the Health section

The record overall is being improved by changing selections to drop-downs. Giving this record a much cleaner more organized look.

The Hearing and Vision sections will be updated by the end of June.

Still to come…

  • Prenatal/Postpartum Record for prenatally enrolled children
  • Updates to SETUP
  • Updates to the Annual Review/Updates for each record

These are just the highlights of an extensive update across many items. If you have any questions, let us know.

Tips for completing your APR

Happy APR season!  Our goal is to make submitting your APR easy and painless! Here are a few frequently asked questions about the APR. If you have any additional questions about your APR, please feel free to contact us. You can email help@data-keeper.com, call 1-800-532-7148 or submit a ticket under the Support tab.

How do I know what families or children are being counted on my APR?

Anywhere you see a blue number on your APR, you can click the number to see who is counted in that question. Click the number and a pop up will open with the list of Guardians/Children.

Why is the number of families and children so low?

Check to make sure all of your home visitors are listed as PAT Affiliated. Only those home visitors that are designated as Affiliates will count on your PAT report. Go to the Home Visitor tab and select a home visitor in the dropdown list. Make sure the dropdown option is set to “PAT Affiliate Home Visitor”.

There are children being counted on my APR that have been exited for several years. Why are they being counted?

Check the Contacts for the Child. When adding a contact, exited children will show on the list. If the home visitor accidentally added an exited child to a contact, that child will count on the APR. Any child with a contact in the date range will be counted. To fix this, pull up the Contact History for the Family and click the “pencil” icon on the right side of the contact. You can unselect the exited child. 

There are families that we have been seeing for a long time that are showing up as newly enrolled. Why is this, they are not new?

Check the status history of the family. We have seen situations where a home visitor may have forgotten to enter some data so they will reactivate the family. Once they have entered the data, they exit the family again. By re-enrolling the family, this will cause the family to look as though they are newly enrolled. Visit Tracker will look at the last enrollment date. The last Exit and Active status can be deleted to take the family to the original exit status. * In the future, when you need to reactivate a family or child, just delete the Active status from the Enrollment History table, instead of exiting again. This will just take the family back to the previous status.

Data Quality Alerts – Update

We recently updated Data Quality Alerts. Here’s an overview of those updates.

Home Visitor column

We received suggestions to add a home visitor column to the Family and Child Assessment alerts. Now those alerts will show the home visitor assigned to that family/child.

New Alerts for PAT Records

We’ve added PAT Records to the menu of alerts to choose from. To turn on, the Main Admin would go to SETUP > DATA QUALITY ALERTS > PAT ALERTS. Then choose which records to turn on an alert for:

  • Family Information
  • Child Information
  • Guardian Information
  • Participation Agreement

These new alerts will show families that do not have a date of completion/review/update in the current program year.

New Alerts for Resource Connections and Goals

Also new alerts are available Resource Connections

  • Families with no Resource Connection
  • Families with a Resource Connection and no follow-up
  • Children with screening Resource Connections and no follow-up

The new alerts for Goals/Plans are

  • Families with no open Goals
  • Families that have an open Goal for a specific length of time

You asked… Exit Summary updates and more

Here are the latest updates based on your suggestions.

Child Exit Summary Report

The number of group events the child has attended is now reported

Child Service/Exit Record

Resource Connections and Goals for the child are summarized and included on this report.

West Virginia – Behavior Question

When the behavior question is updated on the PVR, the checkbox on the private contact will also be updated as checked.

You asked… Updates as of 3-17-2021

Here are a few updates we made from your suggestions.

Goals on the Planning Guide and PVR

The Goals section has been updated to show current goals that are progress. Create new goals, update existing, and add progress notes directly to your families’ goals from either record.

HITS Assessment – Comments

A comments box was added to the HITS family assessment

Supervision Records

The Supervision record will show the time and duration from the scheduled event.

Keep your suggestions coming. We appreciate your input!

Reports page update

The Reports page has been updated.

  • Reports page: The reports have been grouped and organized
  • Setup: There is a new Reports section where admins can choose which reports to show/not show.

THE REPORTS PAGE

On the Reports page, the reports are now organized into 4 columns:

  1. General Reports
  2. Service Reports
  3. Admin/State/National and MIECHV Reports
  4. Program model reports

Here’s an example of a HIPPY program.

Here’s an example of a PAT program.

SETUP > REPORTS

A new section – Reports – has been added to Setup. Admins can decide which reports to be shown or not shown on the Reports page.

If all reports under a group are set to not show, then that group will not be shown at all on the Reports page.

Open up the group and choose which reports you want to show on the Reports page. Be sure to save your changes.

Let us know if you have any questions.

You asked… Recent updates

Here are the latest updates based on the suggestions you’ve submitted.

Referral Sources

If you have your own referral sources that are no longer used, you can now consolidate referral sources to the national list.

Go to Setup > Referral Sources. Select “consolidate” for the referral source and choose the referral source from the national list to consolidate to.

Resource Connections

Read-only admins can now view individual Resource Connection records.

HFA Caseload Summary

This report has been updated to exclude inactive home visitors.

We appreciate your continued feedback.

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