New Feature – MIECHV Data Tracking

We recently released a new feature for the MIECHV programs in Illinois. From the family and child sections, admins and home visitors can review the data that’s been collected and see what is upcoming for each family member.

Here’s an overview of the new MIECHV Form 2 page:

  • “MIECHV Form 2” is a new page in the Family and Child sections. It’s the last link in the left navigation bar
  • The page lists each family member at the top that is included in Form 2 reporting for the current reporting period.
  • Data Summary – click on Data Summary for each family member to view the status of each construct that is applicable to that member. That section will expand and give you a summary of each construct, the data that has been collected and what’s upcoming.
  • Upcoming Data Collection – This section will list all the upcoming items in 1 section for all family members.
  • Reminders and Data Entry – For all upcoming items, you can set a reminder for that item by clicking on the bell or click on “+” sign to go directly to the data entry page for that item.
  • Printing – You can print each section individually (click on the print icon for each section) or print all sections (click on the print icon at the top right).

Hopefully this feature make your data collection and quality oversight a little easier!

Frequently Asked Questions about the APR Report

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.

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… Exit Summary Report

With the updates to Enrollment History and Statuses, we received a request recently to have the Exit Summary report be updated on how it reports the various enrollment periods. Here’s a summary of the updates.

The Exit Summary will now sum up all enrollment periods and report on the latest enrollment period.

  • Total months enrolled (all enrollment periods) – New column. If a family has more than 1 Active/Exited period, this column will sum up the total # of months within each.
  • Total private visits (all enrollment periods) – New column. This column sums up all private contacts within each enrollment period.
  • # Months enrolled (latest enrollment) – Updated column. Reports the total number of months enrolled in the latest enrollment period.
  • Total private visits – Since latest enroll date – Updated column. Reports the total number of private visits in the latest enrollment period.
  • Total Private Visits – This Date Range – Updated column. This column will report the number of private visits in the date range for all enrollment periods within the date range. So if for some reason a family exits, enrolls and exits again in the date range, this column will sum up all visits in the date range between each active/exited status.

This report is also now available in both HTML and CSV (excel) formats.

Projects Update 06-25-2019

Here’s an update on the latest happenings and what to look forward to.

RECENTLY RELEASED

  • Protective Factors Survey 2 – Version 2 of the PFS is now available.
  • APR & PMR Milestones Update – When “No” appears for Milestones, it will link to the list of PVRs where Milestones was not reviewed for a child on the PVR.
  • HIPPYUSA Quarterly Report – Families & Home Visits – This report was released a few weeks ago. Hopefully, it’s improved your end of year reporting.

IN THE FINAL PHASE OF TESTING

  • Coordinated Intake Referral Report – The Case Status Summary report is being updated so Coordinated Intake agencies can complete their state reports.
  • MIECHV Form 2 Data Tracking – A data tracking page is being added to the Illinois programs’ family section. This page will display what data has been collected and what is upcoming as of the current date for each family.

IN DEVELOPMENT

  • Report Processing Improvements – More improvements are being made to decrease the loading time for these larger reports. We appreciate your patience.
  • Form 2 Colorado Updates – Updates to the Colorado report are being made so that report will properly report on the primary guardian.
  • Kansas Assessment Exports – We’re working with the Kansas State Department of Education to have exports available for the I/T HOME, ASQ and ASQ-SE. Once available, KS programs will be able to upload these files into the Kansas State database.

IN DESIGN

  • PAT ISR Updates – The latest ISR for the 18-19 program is about to start development.
  • Reminder Improvements – We’ve received suggestions on how to improve Reminders and will be updating soon.
  • HIPPY Age 2 Curriculum – The Age 2 Curriculum will be added to Visit Tracker and available in August.
  • More Print Options – More printing features will be added to Contacts, Goals and Resource Connections.

Form 2 IL – Updated

The MIECHV Form 2 Illinois report has been updated. Not in Illinois? Not a MIECHV funded program? You may still want to have a look at this report.

Summary of the updates

  • Primary guardians – Guardian constructs only report on the primary guardian as of the end of the reporting period.
  • MIECHV Site Code – Once a family is assigned the MIECHV code, this report will calculate based on the date of the family’s start date for the MIECHV code if that filter is selected. (see more details about this below)

Primary Guardian Details

The guardian designated as primary on the last day in the report date range will be the guardian reported. In most cases, the guardian you first enrolled in the family is the remains as the primary.

But what if a second guardian was added to the family later on and made the primary guardian?

The second guardian – now the primary guardian as of the end of the reporting period – will be the one reported. This means that constructs with enrollment timelines will calculate based on the guardian’s Participation Start Date and not the family’s Enroll Date since the guardian started after the family was enrolled.

The main thing to know is that any time you change the primary guardian, you must make sure that the new primary guardian receives all the required assessments and you collect all their required data.

MIECHV Site Code

Once a family is assigned the MIECHV Site Code (the very first time), the family will always be reported as a MIECHV Family even if the family is given a different Site Code later on. The family is also reported based on the start date of the MIECHV Site Code.

If a family is assigned the MIECHV code after they’ve been enrolled, Form 2 will use the MIECHV Site Code start date as the day the family was “enrolled” for MIECHV reporting purposes.

A filter allows you to decide whether you want to run this report based on the new MIECHV Site Code udpates, or as you have been running the report all along.

Here’s a screenshot of the report filters:

If the box is checked, the report will only report families that have MIECHV in their Site/Fund Code history table regardless of what Site/Fund Codes are selected in the filters. The report will only consider services on/after the MIECHV start date.

For programs not MIECHV funded or that have families not assigned to MIECHV, uncheck this box.

NOTE: The same information applies to the Form 1 report regarding this filter.

UPCOMING

You may have been wondering what’s going on with the Form 2 Data Tracking Report. We’re adding Form 2 Data Tracking information inside the Family section. Once released, there will be a MIECHV Form 2 link in the family links where you will be able to review all constructs and the status of your data collection, see upcoming items and set reminders.

You asked… HUSA Quarterly Report

We’ve made a couple updates specifically for the HIPPY programs.

HUSA Quarterly Reports > HUSA Families & Home Visits

This report can now be accessed under HUSA Quarterly Reports located in the Reports > HIPPY Reports column. HIPPY USA validations have been added to this report. We’ve also included pop-ups for Unknown and No Data numbers to show you the list of those guardians or children reported in that number. You can also export the families (primary guardians) and children into an excel spreadsheet so that you can get a detail list of everyone reported along with their data used for the report.

Note: The Staff & Training report will be coming later this year.

ALSO for HIPPY – PVR Preferences

With the recent Resource Connections update, you’ve probably noticed some changes to the Personal Visit Record. The Resource Connections section has expanded. Below that section is the “Family Resource Referrals during this Home Visit ” that has several items where you can indicate Information Shared (I) or also record Connections to Resources (CR).

Now in the Main Admin > Setup > Preferences section, you can set the
Family Resource Referrals during this Home Visit ” show or not show.


If set to “No”, here’s how the PVR will look:

Understanding Report Filters

All Visit Tracker Reports have different filters that can be used to get the most specific data possible.

Here are some of the filters you will see on our reports:

  • Date Range – When a date range is entered, the data in that date range will be displayed. You can run a report for any time frame that you would like. A year, a month or even just one day. Do you want to see data from 3 years ago? You can set your date range back several years. The Start Date of the report will default to the date that is set up by the main admin. The End Date will default to the date you are running your report.
  • Site Code – If your program uses Site/Fund Codes, then you can filter every report by site code. This makes reporting for multiple funders very easy. Site Codes are set up under the Main Admin Set Up. If you are using site codes, you will want to be sure that every family has a site code entered.
  • Home Visitor – As an admin, you will see most reports can be run by Home Visitor. By running a report by Home Visitor, you will see data that relates only to that home visitor. For some reports, this can get tricky. If a family has had more than one Home Visitor, that family may show on multiple reports, or they may only show on one report, depending on the way the report pulls the data. On some reports, you will also see Active/Inactive checkboxes. This relates to the status of the home visitor. If you have Home Visitors that have been deactivated during the year, then you will want to check to show the inactivate home visitors. If you forget to check this box, then any data from that deactivated home visitor will not show in your report.
  • Status – On many reports, you will see an option to display Families/Children with a specific Status. You will have the options of Active, Exited, Inactive/On Hold, Mailing, Waiting List, and Recruit. When you select a status, this will show the families that currently have that status.
  • Format – Some reports will have an option for you to pick a format, either HTML or CSV. The HTML format will be a PDF, and the CSV will kick your report into a spreadsheet. The CSV file makes it easy to filter and sort your data to better meet your needs.
  • Order by – This option will allow you to sort your report based on Family Name or Enrollment date. Different reports will have different sorting options.
  • Family or Child – Several reports will give you the option of running Child data or Family data. Be sure you are selecting the type of data you that you want.
  • PAT Related Reports – Any report that is related to Parents As Teachers reporting (APR, PMR, Visit Frequency) will look at families that are assigned to home visitors listed as a “PAT Affiliate”. This is under the Home Visitor tab and on the Home Visitor profile page.


You asked… PAT Record Reports

As you know, we’ve been updating Visit Tracker according to all the PAT Records in the Data In Motion manual. But the fields in Visit Tracker aren’t grouped 100% by how the data is grouped on the PAT Record forms. Many of you have asked for the records to be available in Visit Tracker to more easily demonstrate model fidelity and complete the Quality Endorsement Process.

Last night we released a PAT Records page linked directly from the Family Home page. On this page, data is grouped by PAT Record so that you can review, save, and print. You’ll find the PAT Records button at the top right of the Family Home page in the header bar.

Click on the button to view the 4 records that are listed on the PAT File Review Tool.

  • Family Intake
  • Family Information
  • Child Information
  • Guardian Information

Page features

  • Expand / collapse – Click on the record title to expand the section and view all data for that record
  • Print – Each record can be printed individually or chose the print button in the header bar to print all. TIP: If you want to save the records as a PDF document, change your printer selection to “Save as pdf”.

What about the other PAT Records?

The other PAT Records can be printed from the section where those records are created. An example would be Resource Connections and Goals, print these records from the Resource Connections and Goals sections.

PAT APR 18-19 Updates

We updated and released APR updates this past week on 5/15. Here’s a summary of what those updates are.

Section VI – Screening and Surveillance

The child health review sections were updated to count either the Screening Record or the Child Health Record (PAT). Details on this update are posted here. The post also includes details on how the PMR calculates as well,

Section IX – Family Feedback and Retention

This section has been updated to report both the PAT National Exit Reasons and any exit reasons you are using as well. The mapping feature that was released is now included on the APR. So if you have mapped reasons, the APR is now reporting those in the PAT National Exit Reason list. For any exit reasons that are not mapped but are assigned to a family, those will also be shown below PAT’s reasons.

Read more about Exit Reason Mapping

Sections X and XI – Parent Outcomes and Pick Two

The APR now includes parent outcomes and pick 2 reporting. These are brand new sections. We’ve included “Visit Tracker notes” to give you details of how Visit Tracker is calculating certain sections. Please contact us if you have any questions about this.

Parents as Teachers Going Strong After 35 years

One of the pilot programs of Parents as Teachers was created in Hollister, Missouri nearly 35 years ago, and is still incredibly impactful today. Despite some budget cuts in 2008, Missouri pushed hard to keep the program functioning and providing support to families from pregnancy and through the first five years of the child’s life, working especially on help with literacy and early childhood nutrition and development. The program has seen significant growth, especially in the last ten years, and the hope is that there will be an arm of Parents as Teachers in every public school district in Missouri.

To read the full article, including testimony from those impacted by the program, click here.

Direct link: http://bransontrilakesnews.com/news_free/article_cd46a8ec-07b9-11e9-a701-a7cf1012bbe0.html