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.
When it comes to processing payments, we only update accounts once a week. This does includechecks 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 tax–exempt, 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 firstname.lastname@example.org
There are 3 projects in development that I would like to share some details on.
CHILD SCREENING RECORDS
In this project, we’ll be making several improvements to the Child Screening Records.
The Screening Record will be separated by screening type. When recording a screening, you will now choose to record a Developmental, Social-Emotional, Health, Hearing, Vision or PAT Health record.
If a referral is needed based on the specific screening, you will be able to record a Resource Connection specific to that screening.
The Resource Connections resulting from a screening will be listed in a table on the Screenings page. They will also be listed in a table in the Family Resource Connections page and on the PVR.
Main Admins will be able to manage the screenings that are being conducted from the Setup > Screenings page. Improvements will be made to this section allowing programs to only show those records they are using and specify the tool being used for each screening
All related screening reports will be updated
In the Supervision project, we’ll be adding specific records for supervision between supervisors and home visitors as well as supervision notes that can be recorded when discussing specific families.
New Supervision page in the Calendar section will list all Staff Events scheduled marked as “Supervision”. You can also add new supervision events from this page.
Supervisors that have been given access to Supervision will be able to record notes about the supervision session and family supervision notes for those families discussed.
Family supervision notes will show up in the Family section. Notes can be added from this page as well.
The Main Admin will be able to indicate which Helper Admins have the ability to record Supervision Records and will only be able to view those records in which they create along with the Main Admin
There will be a compliance report available for HFA programs and the PAT APR will be updated as well as a general Supervision report.
Based on suggestions we’ve received, we’re making some improvements to Reminders. One change is to allow Helper Admins to manage Reminders not assigned to themselves. With this and the permission feature mentioned in the Supervision project, we’ll be changing the Add’l Admins section to Users in the Main Admin Setup where additional permissions can be granted to all Users in the account.
Family and Record deletion can be granted to certain users or all users
Helper Admins can be granted additional permissions to the Setup section
Home Visitors can be given Helper Admin access for those that help with data entry. This particular feature will eliminate those instances where a home visitor has to have a separate Helper Admin login.
In this project, we’ll also be adding Calendar viewing control for all users.
Admins can choose to view their own events or those for all.
All users can choose which events they want to view on the calendar
These projects will be coming within the next couple of months along with support material to help you understand each update.
There have been several questions regarding High Needs Characteristics and the MO Invoice for programs in the state of Missouri.
To clarify, there are some differences in the High Needs definitions for PAT and DESE. DESE will count any family with one or more stress as a high needs family. PAT will count families with 2 or more as high needs. Also, DESE will count Single Parent and ESL as high needs characteristics and PAT does not. This is why these 2 characteristics are not listed in the top box under Family Experiences”, but they under the “Other Family Characteristics”.
These high needs characteristics will count towards high needs on your MO Invoice report. When you run the MO Invoice report, you will see that ESL and Single Parent are listed in the high needs sections and will count towards high needs.
On the Family Demographic Data page, the “stressors” at the listed at the top will reflect the number of DESE high needs.
The MO Invoice is the only place where these are counted towards high needs. Every other report you run in Visit Tracker will show your high needs families based on PAT definitions.
Hopefully, this will provide some clarification, but if you have any additional questions, please let us know!
The Colorado Family Support Assessment (version 2.0) has been recently added to Visit Tracker’s list of assessments.
This assessment can be found in the list of assessments as CFSA2. This assessment can be set to display from the Main Admin’s Setup > Preferences section. There is also a report available in Reports > Service Reports > Assessments.
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.
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 email@example.com and we will be happy to provide you with a grace period.
Over the weekend, HIPPY Age 2 was added to the curriculum selection on the Child Data page. Here’s a summary of that project:
Age 2 added to the curriculum selection list
Home Visit Record (PVR) updated to show Age 2 and additional feature checking curriculum on data page. (see details below)
TX HIPPY Time Log removed from the Contacts page (more detail below)
Home Visit Record (PVR)
For each child on the PVR, the curriculum indicated on the Child Data page automatically shows on the PVR. The curriculum was able to be edited on the PVR without editing the data page. With the update over the weekend, you’ll start being alerted if the curriculum on the PVR is different than the curriculum on the Child Data page. This should help prevent discrepancies between the current curriculum the child is shown to be enrolled in and the curriculum indicated as being delivered at the home visits.
TX HIPPY Time Log
The Time Log is no longer being required and used for Texas HIPPY programs. All data from past Time Logs was preserved on the existing PVRs. So no data related to HIPPY activities and volunteering was lost. Run the Parent Involvement Report for that data.
Visit Tracker will begin archiving families that have been exited or dormant (no service records or contacts) for 6 years or more. Once archived, the families will be removed from the online environment to a secure offline environment.
This doesn’t mean that programs will lose access to these families and their data. Programs will be able to search archived families in their Visit Tracker account and request that the family be restored into the online environment.
What are the benefits of archiving this data?
Improved report processing time
Improved site performance for users such as pages loading quicker.
Beginning next week, all programs will be able to review the list of families meeting the criteria for archiving before the process is implemented. And only those programs that have families meeting the criteria will be receiving the notification with further instruction.
For many of you, July/August starts a new program year! We look forward to the 2019-2020 year and have some great new features on the horizon! As you move into the new program year, here are a few reminders of items you may want to take a look at!
Exit any Family that is no longer receiving service. It’s important to keep your active list clean and only show families that are still active in your program. Just a reminder, if you exit a Family, all guardians and children will also be exited. If you exit a child, then only that child will be exited. The family, guardians and any siblings will remain active.
If you have families that are receiving partial services (maybe they are just attending groups, or the child just is getting a screening), there are other Status options for those families. You will still need to exit them, but then they can be moved to “Recruit” or “Mailing Only”. If you have additional questions about how to use these other options, please let us know!
Check each Family’s Demographics page. You will want to update any Stressors that have changed. Also, be sure to update the Income History, Education History, etc. Even if the information hasn’t changed, we recommend that you enter a new entry. This way, the data is clean and you know you have checked this and there haven’t been any changes.
New Year, New Goals! For each family, a new goal and new resource connection will need to be documented. If a family has a goal that they are continuing to work towards from last year, you will still need to set a new goal with the family.
Set your Reminders so you don’t forget! Use the reminders feature to set all your deadlines now, so you don’t miss one later! You can enter reminders for Assessments, Child Screenings, etc. If you have questions about using the reminders feature, check out the tutorial here.
MAIN ADMIN – Check your Preferences under the Set Up tab. Under the Preferences link, you will see different options for fields that can be turned “on” or “off”. This list has changed, and as we continue to make Visit Tracker more customizable to your program’s needs, this list will continue to be updated. You will want to show only the fields that you need for your program. You can turn the others off.
MAIN ADMIN – Update your Program Year Start Date. This can be updated on the top of the Reports page. This will set the default start date for reports and will help to reduce reporting errors.
MAIN ADMIN – Check your Users! Has someone left your organization? Be sure to either Deactivate or Disable their login under the Home Visitor tab. Also, look for any Additional Admin that may have left as well. Additional Admin can be found under the Set Up tab and then “Add’l Admin” on the left.
If you have any additional questions please let us know! We are happy to answer any questions you may have.