You asked… PVR Report, Language, and more

We’ve updated Visit Tracker with a handful of requests. Here’s a summary of the those updates.

PVR Report – Can now be run based on PVR completion. Additionally, we’ve added a column to report the Location.

PAT Health Record – Saving and Scrolling

The Health Record is a very long record. When saving each section along the way, the page reloads and brings you back to the top of the page making you scroll back down to where you left off. We’ve corrected this. The page will reload and return to your current place.

Filipino has been added to the language selections.

PVR and Contact start time – When updating the start time of the private contact on the PVR, the Contact page where the private contact was scheduled originally will be updated as well.

Other You asked posts this week…

Thank you for your input and helping us make sure Visit Tracker works for you.

New Washington PHQ-9 Report

A new PHQ-9 depression screening report was added to Visit Tracker last night. This report is specifically designed based on Washington’s data collection standards but is available for all programs.

The report can be accessed in both Visit Tracker program accounts and State accounts.

Visit Tracker Accounts

State Accounts

You asked… Behavior Notes

On the Personal Visit Record below the question “Any concerns regarding your child’s development, learning, and/or behavior?”, we added a text box titled ” Child’s development, learning, and/or behavior observations“.

This request was made in order to be able to make specific notes related to the behavior response.

There is no requirement to complete this field.

Thank you for your input and helping us make sure Visit Tracker works for you.

Update to Virtual Visits

The “Virtual visit” selection on the Planning Guide and Personal Visit Record has been updated.

“Virtual visit” has been updated to “Video Conference“.

Telecommunication” has been added to the Location selections as well.

ILLINOIS PROGRAMS: Programs in Illinois will still see “Virtual Visit”. However, this may be updated in the coming days upon receipt of guidance from the Illinois MIECHV program and others.

Soon to be released is an update to the PVR Report. We’re adding a Location column to that report.

Let us know if you need anything else.

APR 2019-2020 – Released

Over night we released the 2019-2020 APR. Here are some highlights about this report.

New – Section I Organizational Design

There are 2 parts to this section that we added: C. Staffing and D. Supervision.

Staffing – If you are using the fields in the home visitors’ data page – Hire Date / End Date / FTE / Hours per week – this section will use those fields to calculate this section. If you are NOT using those fields, you can ignore this section.

Supervision – If you are recording Supervision and Staff Meeting events in the Visit Tracker, this section will report that data.

  • Items D4 and D5 – Use the Home Visitor Data Export at the top of the section to answer these items.
  • Items D6 and D6a report Staff Meetings.

New – Exports

Most of the sections now offer exports just above the section header. These exports are designed to help you look into the details of the report and also see missing data.

Calculation Notes

More notes specific to how sections and items are being calculated have been added. These notes are a result of the questions we receive from you all about how the APR works. We will continue to add more as needed.


You can read the details about this update here: view post.

Let us know if you have any questions or suggestions.

APR 19-20 Updates: Screenings

The APR 19-20 updates are close to being completed and released. Here are details related to Section VI: Screening and Surveillance.


Here’s how the APR and PMR calculate completed developmental screenings

  • Developmental and Social-Emotional screening record(s) marked as “Yes” completed.
  • For Annual Developmental Screenings, the record(s) must be in the date range of the report.
  • For Initial Developmental Screenings, the record(s) must be within 90 days of the first private visit.

Notes regarding the recent updates to the screenings section:

  • The screening tools have been updated in the SETUP section. Each of the approved tools have been categorized as Developmental, Social-Emotional or Developmental / Social-Emotional.
  • The Developmental/Social Emotional category is being added to Visit Tracker with the APR update release. If you have recorded a developmental screening that qualifies for both – Brigance III, PEDS, DIAL-4 – that record will be updated in the release and be labeled as both a developmental and social-emotional screening.
  • If you are using a tool not listed in National Types that has been approved by PAT National, be sure that your tool is categorized properly in the User-Defined Types section.
  • If using a Developmental only tool like ASQ-3, then there will also need to be a social-emotional screening entered as well.
  • If the old “Mixed” screening record was used to indicate a completed developmental screening and the social-emotional component was also completed on that record, be sure to go back and update that record marking “Yes” for social-emotional completion. This question was added to the record with the latest screenings update.


Here’s how the APR and PMR calculate completed health reviews.

  • Health, Hearing and Vision screening record(s) marked as “Yes” completed and/or completion dates for those sections on the PAT Health Record.
  • For Annual Health Review, the dates of the screening record(s) – or completion dates if using the PAT Health Record – must be in the report date range
  • For Initial Health Review, the dates of the screening record(s) – or completion dates if using the PAT Health Record – must be within 90 days of the first private visit (enrolled 4 months or older) or by the time the child reaches 7 months of age (enrolled younger than 4 months).


The question ” Does this complete child’s basic screening requirement for this year? (They have now had at least one Vision, Hearing, Health & Dev screening this program year) ” is no longer being considered in calculations. Be sure each section completed on the Mixed screening record is marked “Yes”.


We’ve added 4 exports to this section as well to help with data quality checks.

  • Children missing an Annual Developmental and Health Screenings
  • Children missing an Initial Developmental Screening
  • Children missing an Initial Health Review
  • Children with no milestones reviewed or updated

We’ll be posting more information about the APR updates ahead of its release. So stay tuned!

Video Conference and Telecommunication added to the PVR

We’ve heard a lot from programs that are trying to figure out how to continue serving and engaging families in this time of crisis. We know that programs are turning to virtual visits with guidance from the national model offices.

The Personal Visit Records has been update to show “Video Conference” or “Telecommunication” as a Location.

This has been added to each model’s PVR.

Hopefully this will help track the services you are delivering.

By the end of the week, the PVR Report will be updated to report the location field as well.

Let us know if there is anything else you need.

Adding a Virtual Visit

Due to current events, your organization may decide to implement Virtual Visits. Before you do this, please be sure to check with your Curriculum National Center for guidance.

We have just added the option to selectVideo Conference” or  “Telecommunication on the PVR.

Currently, there are two places where you can document a “Virtual Visit”.

First, when you add your “Private” contact, you can add “virtual visit” or more specific information to the location.

Second, on the PVR, you can now select “Video Conference” or “Telecommunication”.

Once the location has been added, you can then document the rest of your visit on the PVR.

If you have additional questions about this, please let us know!

Stay safe everyone!

Coordinated Intake Application Changes

Here’s a summary of some changes to the Coordinated Intake application that will be ready beginning Wednesday 3/4/2020.

  • CIAT ID will now be displayed at the top of the CIAT and the Family’s data page for those families that were enrolled from the CIAT.
  • County has been added. It is not a required field.
  • Insurance fields have been updated with the word “Insurance”.
  • Education fields have been updated with the word “Education”
  • Referrals Source” has been changed to “Referral Source
  • Intake History > Add as recruit – When the Home Visiting Agency updates a CIAT to Add as recruit, the home visitor assigned will be added to the Comments field for the CI Agency to see.

Family Comments

The ability to add family comments to an application have been added to each application for CI Agencies. Add family comments below the Intake History section or when adding an intake entry.

Click on “Add Comments” under Family Comments to add an entry.

Add a family comment when updating an intake status. The entry will be added to the Family Comments section.

Let us know if you have any questions.