Frequently Asked Questions about the APR

It’s 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 submit a ticket under the Support tab, email help@data-keeper.com, or call 1-800-532-7148.

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.

Our Annual Health Review is really low.  I know that Home Visitors are checking off that the Health Review has been completed in the screening section.

  • The Hearing and Vision are part of the health screening and do need to be completed as well.  So for the Health Screening to be counted as completed, the Health, Hearing and Vision section of the screening needs to be marked as completed.

How are Immunizations counted on the APR?

  • The immunization field from the Health Record and Screening will auto-populate to the Child Data page (unless the date on the child data page is more recent, then it will leave the most recent date). This will be the date that is used. For the APR, it is specific to children 19-35 months of age at the end of the date range or at the time of exit. So you will also need to look at any children that were exited while in that age range.

You asked… Recent release

Here are some suggestions we’ve recently released and what’s coming soon.

GUARDIAN’S RELATIONSHIP TO THE CHILD

In the list of relationship options, “child” is no longer a selection item.

PAT programs will see “child” as a selection item on PAT’s form titled Family Intake Record. This may be due to differences in how individuals are entered in other data systems but it’s not necessary to have an item in Visit Tracker. So thank you for pointing that out!

PVR AUDIT TRAIL

An audit trail was added to the PVR in a past project but was only showing when viewing the printable version of the PVR. It was suggested that the audit trail should show on the editable version of the PVR as well. Here’s an example of what that looks like on the PVR.

CHILD SCREENINGS COMPLETED QUESTION

On each of the child screening records, the “…Screening Completed?” question is now required. When creating new records, the Yes/No selections will default to blank.

This suggestion came in due to this question often being overlooked resulting in screening compliance confusion.

UPCOMING SUGGESTIONS

Here are some of the items we have in our project schedule over the next few months.

  • PICCOLO – add a print version
  • PICCOLO – add individual scores to the report
  • Exit Summary report – add home visitor column
  • Updating exited families and children without having to reactivate

And one big suggestion that is currently in progress – Data Quality Alerts.

We often hear about the need to be alerted to missing data related to model compliance and MIECHV standards. There is the Reminders feature to help you know what is coming up. (Check out the Reminder Rules video if you haven’t already.) But that doesn’t cover the items that have been missed.

We’re working a menu of missing data alerts where your program can choose the items that are most important to you and help you with your everyday preparation in serving your families.

We’ll be sending out more details on this project as it gets closer to completion.

Keep the suggestions coming! Thank you

The Life of a Suggestion

If you have submitted a help ticket any time within the last couple of years, you’ve noticed that you can specify that your help request is a “Suggestion”. This is one way in which we gather feedback on the needs for Visit Tracker. And these suggestions we get from you are critical in defining our projects and priorities. After all, you have a choice in the data system you use. And we’re honored that you continue to choose Visit Tracker.

With all the suggestions we get each week, I think it’s important to take a moment to go over the suggestion life cycle.

Submitting a suggestion

As stated above, one way to submit is through our Help Ticket system. Suggestions also come in through direct emails and phone calls. And sometimes, someone on the DataKeeper team makes a suggestion based on questions or complaints we’re receiving.

Reviewing a suggestion

As suggestions come in, we have a process where we review to determine if it’s something to be added into our projects list. Not every suggestion will make it into the project list.

  • Some suggestions are already in Visit Tracker. We’ll just offer “how to” support.
  • Some are not achievable. We’ll provide an explanation and offer support. Usually in this case, we’ve been talking to you about the suggestion to better understand the need and identify ways to solve the request.

Adding a suggestion into the project board

Once we’ve reviewed and decided the suggestion will become a project, we tag the ticket as a User Item, let you know that it’s being added into our project list, and submit the ticket as Open. This ends up adding the ticket into our project management system where it remains in our list of User Items to be scheduled.

If you have called in or emailed your suggestion, we will create an internal ticket and tag it so that it gets properly tracked through completion. This makes sure that we follow up with you once completed and released.

Scheduling a suggestion for development

We’ve got lots of great suggestions in our project list. Each quarter, we’re putting together a group of these suggestions for a release and/or adding individual User Items each month.

When a suggestion is scheduled for development, we update the ticket as Pending and send you a quick note so you are aware that it’s making progress.

Completing and releasing a suggestion

As each suggestion is completed and released, we complete the cycle with a thank you note. Your suggestion not only benefits you, but many others using Visit Tracker.

You’ll also notice the “You asked…” blog postings. Sometimes these will highlight 1 or 2 suggestions or be a summary of recent User Items released.

We greatly appreciate your continued feedback. The suggestion cycle is not always a quick turn around. So we equally appreciate your patience. Hopefully while your suggestion is waiting to be scheduled, you are still able to enjoy the other User Items that are being released.

Thanks!

Highlight: Reminder Rules

You may already be familiar with Reminders that can be created for a family, child or in general. Reminders are available to set for all users. But Reminder Rules are automatic reminders that be set by the Main Admin under the Setup > Reminders section.

Reminder Rules can be created based on model compliance, funder requirements, etc. Here’s a few ideas:

  • Model Compliance – Initial and Annual assessments or screenings
  • MIECHV Developmental Screening schedule
  • Well child visit schedule

Here’s a brief video giving you an overview of how Reminder Rules might be helpful for your program.

Screenings and APR FAQs

Since the Screening update in February, there are been some questions in regards to how screenings are counted on the APR. Here are some frequently asked questions regarding screenings and the APR.

Question: On the Screening page-why do we have Health screening listed along with the PAT Health Record.  The Health asks if the Health Record is complete and for the immunizations updates which also is in the PAT Health Record.  So why do we need both?  Answer: Either one is ok to fill out.  If you are all doing the PAT Health Record, then the admin, can “turn off” the independent Health Record, and then only the PAT Health record will show.  We have both because not all programs are filling out the PAT record.

Question: Under the “Add Screenings”, we have Developmental and Social-Emotional, then there’s a Dev/Social Emo that are together.  Is there a reason that we would choose the combo vs. the individual screenings? Answer: There are a few screening tools (such as the DIAL, PEDS and the Brigance) where the tool includes both the Development and Social-Emotional components.  If you are using the ASQ, then the ASQ and the ASQ-SE need to be entered separately since each screening is it’s own tool.

Question: In the 1st table, it has 5 rows listed, is the Hearing and Vision based on the Hearing and Vision Review in the PAT Health Record or when we select Hearing and Vision independently?  Answer: The dates that show in the first table will show the most recent screening entered.  This could be from either the PAT Health record, or an individual hearing or vision screening were entered. 

Question: When we add a Vision Screening, a tool is not listed and it says to add in the set up section?  Answer:  As the admin, go to the Set Up tab and then to “Screen Type/Inst”.  Under the User Defined types, you can enter the Vision tool by clicking on the “+” icon in the upper right corner of the page.

Question: My question is regarding the screenings listed on the Screening page and where the APR is pulling information from.  Answer: The APR will pull the first date the screening was “completed”.  For Development to be completed, both Development and SocialEmotional need to be entered and completed.  For Health, Health, Hearing and Vision need to be entered and completed.  This can come from the PAT Health Record, or each individual screening.

APR – Update to Parent Outcomes

The Intimate Partner Violence outcome measure was updated this week to include the Relationship Assessment Tool. This is APR item XII 5d.

The Relationship Assessment Tool was a new IPV assessment added to Visit Tracker within the last month or so.

Let us know if you have any suggestions!

Updates: TX PEIRS & HIPPY Quarterly Report

We released 2 updates this week.

TX PEIRS Data has been updated to report the following:

  • Books given and lent in the Home Visits section
  • Parent-Child Interaction assessment
  • Guardian postpartum medical visits
  • Breastfeeding survey
  • Literacy activities
  • Safe sleep
  • Child ER visits
  • Developmental screenings and referrals

HIPPY USA Quarterly Report: Families and Home Visits

This report has been updated to include virtual visit information

Let us know if you have any questions or suggestions.

APR Updated with Virtual Visits

Section XIII – Service Delivery During the COVID-19 Health Crisis has been added to the APR. This section reports all PVRs and Group Connections based on location information.

PVRs in the date range are broken down into the following:

  • On-ground – # PVR with any Location selected other than “Video conference” or “Telecommunications”
  • Interactive video conferencing – # PVR with Location selected as “Video conference”
  • Telecommunications – # PVR with Location selected as “Telecommunication”

Group Connections in the date range are broken down into the following:

  • On-ground – # Group Connections indicated as “Not Applicable” for “Virtual Connection?”
  • Interactive video conferencing – # Group Connections indicated as “Video conference” for “Virtual Connection?”
  • Telecommunications – # Group Connections indicated as “Telecommunication” for “Virtual Connection?”

Let us know if you have any questions.

MO Invoice Final updated

Monday night we released an update to the MO Invoice Final.

CHILD IMMUNIZATIONS

The report was updated to count children 19-35 months of age which is the same age range in the PAT APR. Any of those children that are indicated as up-to-date immunizations in the reporting period will be counted.

FAMILY-CENTERED ASSESSMENTS

The MO Invoice will include the PVR > Family-Centered Assessment checkbox in calculations for programs that use the PVR to indicate that they completed a family-centered assessment.

Let us know if you have any questions.

WA Progams – MIECHV Priority Population update

This update is specific to Washington programs.

MIECHV Priority Population questions – the 5 questions not auto-calculated from other data fields – will now appear on New Family entries for WA programs.

It will be required to answer each of the 5 questions when entering a new family as “Yes” / “No” / or “Not asked/Unknown”. Updates to this section can still be made in the family’s Demographics section.

After saving the new family, these questions will no longer be visible from the Family Data page.

Let us know if you have any questions.