Screenings, PAT Health Record, APR, and PMR, Oh My!

With the recent Multiple Guardians release, we released an update to the APR according to the latest APR Requirements received from PAT National.

Child Screenings compliance is now separated into 2 parts

  1. Developmental Screenings
  2. Health Review which includes vision, hearing and health

Here’s how the updates APR is calculating the screenings section:

Health Reviews

The Visit Tracker APR is looking for a completed Child Health Record in the report date range (Form completion date is in date range) within the time frame specified by the child’s enrollment details.

Developmental Screening

The Visit Tracker APR is looking for a completed Developmental screening in the report date range. This means that there is a Screening record in the date range where Developmental is marked as complete. The time frame is specified by the child’s enrollment details.

But what about the original Screening Record?

We are updating the APR to include both the original Screening Records and the new PAT Health Record. Here’s how the APR will count screenings (scheduled release is May 17).

Health Reviews

Based on the time frame specified by the child’s enrollment details, the APR will look for the completion date of the PAT Health Record OR the completion date for Health, Vision and Hearing from the Screening Record(s) where Health, Vision and Hearing are marked as completed “Yes”.

NOTE – Health, Vision and Hearing do not have to all be on 1 Screening Record.

Developmental Screening

No updates are needed.

PERFORMANCE MEASURES REPORT

The PMR calculates based on APR items. Here’s a table indicating how the PMR calculates performance. The numbers under Numerator and Denominator indicate which APR items are being used.

Indicators of performanceNumeratorDenominator
NewFCAIII 2a + III 3III 2 + III 3
ComFCAIII 1 + III 3II 1 – II 2a + III 3
GoalsIII 6II 1
VisitFreq1IV 1II 4a + II 4b
VisitFreq2IV 2II 4c + II 4d + II 4e
Initial Health ReviewVI 3a + VI 4a + VI 5bVI 3 + VI 4 + VI 5b
Annual Health ReviewVI 1aVI 1
Initial Dev ScreeningVI 2a + VI 5aVI 2 + VI 5a
Annual Dev ScreeningVI 1bVI 1
MilestonesVI 10N/A
ResourcesVII 1II 1

We apologize for any confusion.

You asked…Planning Guide & PVR Preferences

In the “You asked…” series, we’ll be highlighting those suggestions we’ve added to Visit Tracker. Keep asking and we’ll keep delivering.

With all the changes and additions in Visit Tracker, we received requests about hiding and showing fields on the Planning Guide and PAT PVR. You may have already noticed a PVR section in Preferences (Main Admins). Here are some settings being released this weekend addressing your requests. View the screenshot of the Preferences section at the end.

Secondary Curriculum and Other Plan

Recently, we separated Curriculum, Secondary Curriculum and Other Plan on the Planning Guide and PVR. This was a result of requests that came in due to some issues with Parent Handouts getting overwritten. But that also resulted in a longer Planning Guide and PVR.

Beginning next week, you’ll be able to control whether the Secondary Curriculum and Other Plan fields show on the Planning Guide and PVR (see screenshot below). Set them to “No” if you do not want to see them on your Planning Guide and PVR.

Child PVR Link

On the Contacts page, the child’s name has always linked to the Child PVR which is an older PVR. Some programs may still be using this PVR. But this has also created confusion when home visitors accidentally click on the child’s name.

Now you can control whether the child’s name is a link to the PVR or not. For HIPPY, PAT Affiliates and HFA programs, the child link is already disabled in your settings. So if you are using that PVR and the link is disabled, simply have your Main Admin go into Preferences and set “Disable Child PVR Link?” to “No”. And the link will be turned on.

Screenshot

Here’s a screenshot of what this section will look like beginning Monday. The items discussed here are highlighted.

Key Points about the Multiple Guardians release

NAVIGATION

FAMILIES – Much of the navigation your used to for guardians remains the same for the family. Here are the highlights for the left sidebar:

  • Family Home – New link that takes you to an overview of the family enrollment information and a list of the guardians and children in that family.
  • Guardians & Children – This link will take you back to the Family Home page. Here you can navigate to each guardian and child. You can also add guardians and children from this page.
  • Contacts – “Add Contact” and “Contact History” have been consolidated to just “Contacts”. Add and manage contacts from the 1 page.

GUARDIANS – The Guardians tab is a list of all enrolled guardians for all active families. Selecting a guardian will take you to that guardian’s data page inside that family’s section.

CHILDREN – The navigation for the child remains pretty much the same as well. Here are the highlights:

  • Family Home – This link is above the child navigation items on the left sidebar. Will take you back to that child’s family home page. (The Guardians & Children link below Family Home does the same)
  • Child Data – takes you to the child’s data page
  • All other links remain the same

Primary Guardian designation

  • When entering a new family, the first guardian entered for the family is set as the primary guardian.
  • All existing guardians (currently in Visit Tracker before the update) will become the primary guardian
  • For existing guardians where 2 names are currently entered in the “Combined First Names” field, both will still be present as the first name of the primary guardian. Example “John and Jane” entered as Combined First Names will now be the first name for the primary guardian. Simply edit to either John or Jane according to who should be set as the primary guardian for that family.

Guardian and Child relationships

  • The relationship designation has changed to the guardian’s relationship to the child. This is to allow the relationship of each guardian enrolled in the family to be indicated for each child enrolled in the family.
  • The relationship field remains on the Child Data page. Each guardian enrolled will be listed on the child’s data page to indicate the relationship.

Page Header and Icons

Each page header has new icons that serve as action buttons or provide information about the page. Here’s an example of the Contacts page. The icons on this page are explained here:

  • When you see a “+” sign, that indicates that you can add a new item. In this case, you’ll add a new contact.
  • The “eye” indicates that there are items on this page that can be managed in the Preferences section under the main admin’s Setup.
  • The “?” indicates additional information to support your understanding of that page like a tip, definition, tutorial, etc
  • Not in this image but on some pages, you will see a “bell“. This indicates the ability to set a Reminder

Some additional quick mentions that are covered in more depth on tutorials or other support material

  • Preferences have expanded for the Main Admin. Each page that can be customized is listed in the Preferences section. Expand each page title to view all manageable items.
  • Guardian specific data items will now have a guardian selection field. All data entered in the Health Info and Assessments would be an example of where you now will indicate which guardian the entry applies to.
  • Private contacts in the Contacts page will now show as blue, red or green.
    • BLUE = no PVR has been created. Only a private contact has been scheduled.
    • RED = a PVR has been created and is saved as not complete
    • GREEN = a PVR has been created and saved as complete
  • Adjusted Age will now appear on pages such as Planning Guide, PVR, Milestones, and Screenings
  • Goals – Print each goal from the Goals page

Updates currently under development that are coming very soon!

  • PVR Preferences – Additional control over what you want to see or not see on the PVR and/or Planning Guide are coming to Preferences. One request to specifically note is the ability to turn on/off Secondary Curriculum and Other Curriculum
  • Resource Connections – We’ve had a lot of requests to improve Resource Connections both on the Resource Connections page and on the PVR. You’ll be able to update progress notes without having to update the status overall. Additionally, you’ll be able to manage which connections you want showing on the PVR and which to stop showing on the PVR.
    • And print the Resource Connections for the family in either the format shown on the connections page or in the PAT record format
  • PAT Record Reports – From the Family Home page, click on PAT Records to be able to view/print the following records – Family Intake, Family Information, Guardians Information and Child Information
  • HIPPY Quarterly Reports – The Families & Home Visits report is coming complete with data validations and features to see individuals reported as missing data.

Waiting too long for report downloads?

Last week there were several times where a large number of reports were requested at nearly the same time. When this happens, the reports are put into a queue in the order in which they were requested. This resulted in reports taking up to – in some cases – 5 hours to process and deliver.

We’re aware of this issue and apologize for the delays you are experiencing.  We are actively working on a solution to decrease your waiting times for your reports.

Thank you for your patience

Requests & Suggestions

We’ve been asking for your suggestions and wish list. And you all have answered us. There’s a lot of great suggestions coming in through the Help Desk ticketing system. But we’ve also had our head down working hard on the Multiple Guardians project. So it may seem like those suggestions are getting sucked into a black hole!

We are listening and those suggestions are being worked on. Here’s a list of the suggestions that will be included with the Multiple Guardians release and those that will follow afterwards. This isn’t a 100% of everything going on. If your suggestion isn’t listed here, we’ll be getting to it.

In the Multiple Guardians release:

  • Milestones – The date fields for Achieved and Emerging will be editable.
  • PVR – # weeks pregnant will auto-calculate based on the prenatal child Due Date
  • The Home Visitor assigned to the family and child will show on the Family home page rather than having to navigate to the Children page
  • Goals
    • The Goal and Steps/Resources Needed will show on the Goals page in the history table
    • Printing Goals – You’ll be able to print the goals from the family’s Goals section and not have to run a report from Reports. The printout will have the same fields as the PAT Goals Record
  • Printing Child Health Records – Each health record can be printed from the child’s Screenings page
  • Preferences – There’s a lot to being added and improved in the Main Admin’s Preferences section – so much that it will require it’s own promotion once Mutliple Guardians is released. Just know for now that we are expanding your control over what you want – and don’t want – to see in your Visit Tracker.

Reports

  • Kansas KIDS exports – The KS KIDS exports are being updated according to the Kansas requirements. This is scheduled to be released April 17
  • MO Invoice is being updated. This is scheduled to be released April 17
  • HIPPY Quarterly report – Families and Home Visits. This report is being updated to included the HUSA validations and more tools to investigate any missing data. This report is scheduled for mid May
  • PAT ISR – We’ll be updating the PAT ISR report for those programs that are Approved Users

Resource Connections –

We’re updating the Resource Connections which will be release immediately after Multiple Guardians. A couple notable requests will be addressed:

  • Adding a Progress Note – Notes can be recorded separate from a follow-up. We’re also improving how the Resource Connections appear on the PVR and you’ll be able to add a progress note without having to open up the connection at all.
  • Connections on the PVR – Which Connections do you want to show on the PVR? Now the answer will be, “You decide.” We’re adding the ability for you to indicate whether a connection will continue to show on the PVR or remove from the PVR

Some more suggestions in the works

  • Other Contacts – This request will increase the contact types scheduled and give you more fields to indicate the activities included in other contacts you are making with the families
  • Locked PVR – Ability to lock a PVR once completed
  • Group Connections – Attendance will be listed alphabetically
  • Languages – Creole will be added to the list of languages
  • Household – Age will be calculated from the birth date entered for siblings and other adults

Thank you for your suggestions.

Would you like a sneak peek​?

We are offering 2 free webinars to give you a sneak peek of the new Visit Tracker set up with multiple guardians. Each webinar will last about 30 minutes and will be limited to 25 people, so please only register one person per site and share a computer to view. If you would like to register, please send an email to help@data-keeper.com. Include your name, program name, and webinar date you would like to attend. You will be sent a confirmation and link to view the webinar.

Webinar dates:

4/03/19 at 1:00 CST

4/10/19 at 2:00 CST

Projects Update 3/6/2019

We’ve had our heads down working hard on the Multiple Guardians project. But that doesn’t mean that’s all we’re working on. Here’s an update of the big stuff and some of the smaller things too that matter just as much. Of course, I’ll start off with Multiple Guardians!…

Multiple Guardians

  • To be completed 3/31 and released the weekend of April 12. More announcements will come as that weekend nears.
  • Keep looking for more support tutorials about the changes taking place. Those are being posted in our Knowledgebase as well.

PAT Records

  • As you probably already know, we’ve been updating Visit Tracker so that PAT Affiliate programs can enter all required data as indicated in the Data In Motion manual. It doesn’t stop there.
  • We’ll be adding the ability to print your families’ data in the PAT Record format. This should help with the Quality Endorsement Process.
  • Going through Quality Endorsement now? Check out this post to help with submitting blank forms – PAT QEIP

HIPPY Quarterly Reports

  • Currently, HIPPY sites have access to Site Funding and Group Meeting reports
  • We’re working on the Families & Home Visits report complete with validations. This report is scheduled for mid May at the latest, if not sooner
  • HIPPY Staff and the related report are coming soon as well

More notable projects coming over the next few months

  • Child Screenings and Resource Connections – We’ll be updating the screenings and resource connections related to screenings. You’ll be able to better see all connections made as a result of screenings along with the rest of your family connections.
  • Data Quality Alerts – We’ve been getting great feedback on the Reminders and a lot of great suggestions on how to improve Visit Tracker’s data quality automation. We’ll be adding alerts related to model compliance and data collection requirements.
  • Other service providers – We’ve heard that many families are receiving support from home visiting programs not just by the home visitor but also by other types home visiting practitioners. We’ll be working on the ability for those “other service providers” to be assigned to a family and enter their service records.
  • Locking and unlocking records – Related to “Other service providers”, we’ll be working on the ability for PVRs and other records to be locked and unlocked.
  • Reports – And of course we’re always looking to upgrade and improve your ability to get your data out of Visit Tracker

Also please know that as we’re adding fields and updates to Visit Tracker, we’re working very hard to increase your ability to customize and control what you’re seeing and not seeing in Visit Tracker. Here’s a sneak peak at the Preferences section in the Main Admin’s Setup tab coming in the Multiple Guardians project. Compare this to what you currently have. Without expanding each section, hopefully you can tell that your control is growing.

Thanks for choosing Visit Tracker. We’re working hard to make it easy for you.

Parents as Teachers Sponsors Intergenerational Playgroup in Kansas

Parents as Teachers as an organization is primarily oriented towards helping at-risk families with pre-school age children (0-5 years old), especially with concerns of physical health, literacy, and school readiness. However, in Kansas, the organization has partnered with Wichita Presbyterian Manor, a home for the elderly, to sponsor once a month playgroups for children and seniors who struggle with dementia. Both children and seniors alike benefit from the playgroup, each able to learn something from the other during their literary-based social interactions.

To read the full article, click here.

Healthy Families America Cuts Need for Foster Care in Half

Healthy Families New York has 38 different programs state-wide geared towards helping new at-risk mothers. Sate officials credit these programs as the primary reason why newborn removal to foster care has plummeted in New York, even while those statistics are on the rise in other states. The New York Office of Children and Family Services (OCFS), along with Maternal, Infant, and Early Childhood Home Visiting (MIECHV), and other voluntary programs have poured hundreds of millions of dollars into issues facing at-risk communities with infants and young children, such as infant safety at home, childhood literacy, family health, and more. These programs have provided aid very successfully to these communities over the past several years, and are hoping to expand even further in the coming years.

To read the full article, click here