You asked… Recent updates

Here are some of the suggestions/requests that have been released recently.

Kansas KIDS Exports

The KS KIDS exports were updated for the 2020-2021 program year

Family and Guardian Labels

  • The guardian’s email address was added to the Family Labels report
  • A family status filter was added to the Guardian Labels report. The request was to be able to include Waiting List families when running the Guardian Labels. The Status filter allows you to select any group of families by status.

Report – Screenings Review

The Display filter was updated to give you better options on which children you want to review.

APR – Section II. Service Delivery – Prenatal

It was brought to our attention that this section should report subsequent pregnancies not just at enrollment. This was updated.

Let us know if you need anything. Thanks!

New Feature: Data Quality Alerts

Over the weekend, we released a brand new feature – Data Quality Alerts. Here’s an overview of what this feature is and how to start using these alerts.

Data Quality Alerts are a list of alerts that identify the missing data – enrollment data, update entries, assessments, screenings, etc – for the families and children you serve. The alerts are based on a start date you set through the current date. They alert you to the data needed for the current program year that hasn’t been entered yet.

There’s a list of items to choose from. Here’s how to get started.

First, Admins need to go to the SETUP > DATA QUALITY ALERTS section.

  • Set the start date. This is probably going to be your program start date. The alerts that are turned on will be based on the start date through the current date.
  • Turn on the alerts. Go through the list of alerts – grouped by Visit Tracker sections – and click “Show” for the alerts you want to be generated. When “Show” is checked, additional selections will be shown giving you some options for that alert.

Here are some screenshots of the Setup section.

The admins and home visitors will be able to view the Data Quality Alerts throughout Visit Tracker pages.

When first logging in, you’ll notice the Data Quality Alerts link in the upper left menu. You’ll be able to click on this link to view all Data Quality Alerts for all families and children in the program (Admins) or for the assigned caseload (Home Visitors). This link is in the upper left menu throughout the Family and Children sections as well.

The Data Quality Alerts page is generated when the first user logs in each day. The page let’s you know the date and time of the first login and expires after 24 hours. The notes at the top of the page provide some more details.

For all the alerts shown, the page will tell you how many alerts there are for each without having to open it up.

If you want to narrow down to a specific child or family, just start typing there name in the Search box.

Open up an alert to view the list.

When in the Family section

  • This family has a Data Quality Alert – This warning will be shown from the Family Home, Family, Guardian and Child Data pages if anyone in the family has an alert generated
  • Family DQ Alerts will be shown at the bottom of the family links. Click on this link to view the list of alerts for just that family.

When in the Child section

  • This family has a Data Quality Alert – The warning will show on the Child Data if the family has an alert.
  • Family DQ Alerts will be shown in the family links section for that child. Click on this link to view the list of alerts for just that family.

Hopefully this feature will help you easily stay on top of your data collection requirements and home visit preparation.

Exit and Inactive Status: Adding COVID-19 Information

Over the weekend, we released a new feature where you can indicate if any exiting or inactive/on hold families are due to COVID-19. Here’s an overview of how it works.

First, Admins must turn it on in the Setup section. Preferences were added to both the Exit Reasons and Hold Reasons section. Select “Yes” to show the COVID-19 related indicator.

ILLINOIS PROGRAMS: These fields are already turned on in Preferences.

Now that it’s on, you’ll notice new fields when updating a family’s status to Exited or Inactive/On hold. Here, I’ll go over updating already Exited and Inactive/On hold families to indicate that it’s due to COVID.

Updating Exited and Inactive families

NOTE – This only applies to the family. The COVID-19 indicator does not show up for exited and inactive children.

In the Family section, go to Family Non-Actives or search for a specific family.

In Family Non-Actives, select Exited or Inactive / On Hold Families.

Choose a family to update by clicking on their name. In this example, I’m updating an exited family. But the same applies to inactive families as well.

You’ll land on the Family Data page. Scroll to the Family Enrollment – Status History table at the bottom. And click on the edit pencil for the latest Exited status.

NOTE: This table is also located on the Family Home page

Update the status. When clicking the “Related to COVID-19” checkbox, the “COVID-19 Notes” text field will appear. When unchecked, you won’t see the Notes field.

We’ve updated the Exit Summary report (located under Admin Reports in the Reports section) to include COVID information only if the fields are turned on in Preferences. These columns will show on both the Family and Child Exit Summary reports for both the HTML and CSV formats.

Let us know if you have any questions.

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, 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.


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!


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.


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.


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.


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!