Multiple Guardians Project – New Family

Creating a New Family (view tutorial).

Update on the Multiple Guardians project – target release is late March.

As mentioned on the 1st Multiple Guardians post, we’ll be posting more details and tutorials to help this transition to be as smooth as possible. Rather than an in-depth post to the blog, we’ll be creating tutorials and adding to the Knowledgebase. When each tutorial is created and uploaded to the Knowledgebase, a short blog will be posted to bring it to your attention.

There is a specific section for Multiple Guardian Tutorials in the Knowledgebase where you can view each tutorial and/or download as a PDF.

Click here to view the entire Knowledgebase

New Feature: Scheduler – Setting Reminder Rules

A new feature was released last night.  In recent updates, we’ve been referring to this project as “Scheduler” and it gives Main Admins and State Account holders the ability to set reminder rules. The rules will then generate reminders automatically and assign them to home visitors and or helper admins.

The same 3 types of reminders that currently exist – General, Guardian and Child – are the types that rules can be set for.

Here is a general overview of the 3 Reminder types and rule parameter options you can apply. Click here to view a detailed tutorial.

General Reminder Rules

  • Set rules to remind home visitors and admins about doing data checks or report due dates
  • A rule can be set either with a specific date or set to occur on a monthly basis on a certain date each month.

Guardian Reminder Rules

  • Set rules to remind home visitors to conduct an assessment or update demographic entries.
  • A rule can be set for a specific date or based on the guardian’s enroll date.
  • Once the rule is set, it will be applied to all existing guardians where the rule still applies and all new guardians entered.

Child Reminder Rules

  • Child rules behave the same way guardian rules do.
  • There are a few more options in setting the reminder date for children. Like guardians, it can be set for a specific date and based on the child’s enroll date. In addition, reminders can be set based on the child’s age as well.

And here’s a reminder (pun intended). The Main Admin can also control when Reminders start showing on everyone’s home page. To see your complete list of reminders assigned to you, go to Calendar > Reminders.

Let us know if you have any questions.

Merry Christmas, Happy Holidays, Happy New Year.

Projects Update 12/10/2018

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


Requests that have come in through the Help Desk, email or phone calls. Keep submitting your suggestions. We’re listening. submit suggestion

  • Released: Print friendly version for EC & I/T HOME assessments: At the bottom of each of these records, there is a link to open up a print friendly version
  • In Development: Customization for Planning Guides
  • On Deck:
    • PAT ISR report
    • “Other” Contacts – adding additional fields to enter specifics when “Other” is selected as a Contact Type.


HIPPY Site Funding

  • This new section for HIPPY programs has been added to the Main Admin’s Setup tab
  • HIPPY admins can enter program funding information and complete the required quarterly reports to HIPPY USA
  • See full details by clicking here.




  • We’re adding the ability for Main Admins and State Accounts to set Reminder Rules which can be applied to all home visitors, guardians and children.
  • Reminders will automatically be created when the Reminder Rules are met.
  • For example, a rule might be set to generate a reminder to conduct a family assessment within 30 days of a guardian’s enroll date. Any time a new guardian is entered and enrolled, a Reminder will be created for 30 days from the enroll date entered for that guardian. The home visitor assigned to that guardian will see that reminder in hers/his Reminder list.



  • We’re adding the ability to add multiple guardians to a family. This is a big project coming soon! We’ll be releasing support materials along the way to keep you all informed of what to expect when it is finally released
  • Read the most recent post.


These projects are currently being written up and preparing to begin development the beginning of 2019

  • APR 18-19 Updates
  • HIPPY Additional Staff & Quarterly reports
  • Kansas KIDS Exports – updates and edits requested from the field
  • MO Invoice Final – updates to the final version that programs need to run beginning in April

New Feature: HIPPY Site Funding

We’ve added Site Funding to all HIPPY programs. This section can be accessed by the Main Admin under the Setup tab underneath Profile.

In the Site Funding section, add program budget information for the following:

  • Government Funding Sources
  • Private Funding Sources
  • In-Kind Donations
  • Volunteers

When a Government, Private or In-Kind source ends, simply go to that item, edit the entry and enter an end date.

The Site Funding report can be found in the Reports > HIPPY Reports section.

  • HUSA Quarterly Reports has been added to the top of the HIPPY Reports column
  • Click on Site Funding and enter the date range to report all funding sources received at any point in the date range
  • Note: There are 4 HUSA Quarterly Reports listed but only Group Meetings and Site Funding are currently live. The other 2 will be coming soon.

Report example:

Intake innovation increases efficiency for HFA

The faster people are able to receive help, and the shorter their wait time, the easier it is for them to get better. This statement is something that the directors of operation at Healthy Families America have taken to heart, and they have made HFA one of 6 members of the National Evidence-Based Home Visiting Model Alliance (NHVMA). This is a revolutionary change that makes their services accessible to more people faster than ever before, because they now utilize what is called a “c-intake” model. The c-intake model allows for either centralized intake, coordinated entry point for new users, and collaborative intake systems. All of these different intakes make the services provided more accessible to those who need them, and is a positive step towards providing home visitation to all those who need it.

To read the full article, click here.

Or copy/paste –

Interested in Visit Tracker’s Coordinated Intake system? Contact us with questions or request a demo.

Password Security

Throughout the day, you may have to log in to many different websites, and Visit Tracker is probably one of them. With so many different logins to maintain, the temptation is to have your computer save your password. This is a HIPAA violation. Visit Tracker stores confidential and private data so it is important that you follow HIPAA compliance.  Visit Tracker will never save your password. This is a setting on your computer and we recommend you turn this setting off.

Password Management

With so many passwords, the problem is trying to remember them all!  A password management program lets you store and organize passwords in a single spot, so a master password gives you access to your password database. You can pay a small monthly fee for a service like Dashlane, 1Password, LastPass, etc., to securely keep your passwords.

It is important to talk to your Supervisor and/or IT Department before you install one of these programs. They may or may not allow this, or they may have a preferred program. Do your research and use these programs wisely.

Creating Passwords

Your data will be more secure with passwords that are unique and strong. But what exactly makes a password strong? This list of Dos and Don’ts will help you create a strong password to keep your data safe.


  • Do use 10-15 characters for each password. The longer, the better.
  • Do consider using a phrase or sentence you can easily remember your password including numbers and special characters.
  • Do use special characters in atypical places. For instance, use a number in the middle of a word rather than before or after it.
  • Do consider length more than complexity. Studies show that a 15-character password with special characters is more secure than a short one of all unique characters like 5&Hq%.


  • Don’t use easily guessed passwords like family members’ names or birthdates.
  • Don’t use single words found in the dictionary such as watermelon or even watermelonseeds as standalone passwords.
  • Don’t reuse passwords at multiple sites.
  • Don’t share your passwords with anyone. If you have to, immediately change your password as soon as someone else has used it.
  • Don’t use passwords based on adjacent keys on the keyboard, like asdfjkl;


Stay HIPAA Compliant, Friends!

Multiple Guardians 01 – An Overview

The Multiple Guardian project is scheduled for a release toward the end of February. As progress is made, we’ll continue to release more details ahead of time to support you with this change. With the ability to be able to add more than 1 guardian to a family, there will be some changes to how you navigate the system.  Here’s an overview of the changes to come.

When you log in, now you will see “Families”, “Guardians” and “Children” in the main navigation options.

Click on the Families tab and select a Family in the drop-down list just as you currently would do for Guardians.

  • The selection list shows the family name and the name of the guardian designated as the primary guardian  – Family Name (Primary Guardian)
  • All active families are listed in the drop-down which is the same currently for the list of guardians and children.

Selecting a family will bring you to the Family Home page. Here you will see

  • Current family and enrollment information
  • Guardians and children associated with the family
  • Navigate the family and guardian entries in the left sidebar

The Guardians tab will show the list of all guardians enrolled for each active family.

  • Click on the Guardians tab
  • Click on the Guardian drop-down list
  • Select a guardian from the list of all guardians in an active family

The guardian selected will take you to that guardian’s data page.

  • Click on “Family Home” to take you to the home page of the family the guardian is enrolled under.
  • The data page will display whether the guardian is the primary guardian or not.

In the Children tab, select from the list of active children. All guardians enrolled for the family will list in order for you to designate the relationship of the child with each guardian.


Let us know if you have any questions.

Recent updates and fixes 11/28/2019

Here’s a list of the latest updates and fixes we’ve released.


  • We recently received some input from the field that the “Create New Status” and “Edit Current Status” buttons in the Enrollment Info sections of the guardian and child data pages were confusing. Here’s an overview of the update we released.

On the guardian and child data page, the Enrollment Info section displays the current status. This section is where you’ll also be able to update the current status. At the bottom of the page is the Enrollment – Status History table displaying all statuses ever assigned to the participant with the current status listed at the top.


In the Enrollment Info section, click on “Create New Status” to change the latest status with a new status.

In the Enrollment – Status History table, edit or delete any status in the participant’s history. This is where you can make any corrections the current status.


Visit Frequency

  • We received help tickets recently about the visit frequency calculations and incorrect numbers for the Visit Frequency report as well as the PMR. This has been corrected

Family Stressors

  • The number of stressors showing on the “Family Experiences: Strengths and Stressors” header in the Demographics page was not updating when an end date was assigned to a stressor. This has been corrected

HIPPY USA Custom Reports

  • Reports #2 and #3 were not calculating correctly for guardian Primary and Secondary Language and Education Status. This has been corrected.


Keep letting us know if you are experiencing any issues. We’re working hard to make everything as smooth and easy for you as possible! Hope you all had a great Thanksgiving break.

Coordinated Intake Reports Updated

For Coordinated Intake Agencies, the Case Status Summary and CIAT Export reports have  been updated.

Case Status Summary

  • This report analyzes new applications
  • For the CI Agency that is running the report, a new application is an application created by the CI Agency or received by the CI Agency.
  • Use the date range filter to specify which new applications to be summarized.
  • The report will breakdown those applications based on their current status of Open, Closed, or Received as well as the % enrolled and declined.

CIAT Export

  • The CIAT Export will list all new applications and details related to the Case Status Summary report.
  • To get the list of applications reported in the Case Status Summary, use the same date range.

*A note about closed applications with Reason = “referred to non VT program”

  • The Case Status Summary report will display a Referral Agency table which breaks down all applications “referred to a non VT program”. This table will list how many applications were sent to each Referral Agency
  • The Referral Agency list can be managed by the administrator for the Coordinated Intake Agency in Setup > Referral Agency


Arkansas Department of Health – Expanding Home Visiting

The Arkansas Department of Health recently received nearly 8 million dollars in federal funding to support home visitation, early childhood health and education programs state-wide, which can make a big difference for both parents and children. The Department of Health is implementing the Nurse-Family program across the state as well as partnering with Arkansas Children’s Hospital to carry out four other programs, including Healthy Families America, HIPPY, and Parents as Teachers. Last year, Arkansas’s MIECHV programs helped thousands of families, and with increased funding this year they hope to do even more.

To read the full article, click here.

direct link: