Set Up Options (Main Admin)

As the main administrator, it is your responsibility to set up your Visit Tracker. Under the Set Up tab, you will find different links on the left. Be sure to explore each link thoroughly.

Profile – This is where you will find your program name, program address, and your contact information.  If you need to change the program name or address, do that here.  You will also find the “Current Year Start Date“. This will be the default start date for your reports.  Updating this date will help save time, and also ensure accuracy when you are running reports.

File Upload – This is something fairly new to Visit Tracker.  This link will allow for uploading any hard copy files.  Programs moving to “paperless” files will find this useful!  To learn more about file uploads, please see this tutorial: https://help.data-keeper.com/knowledgebase.php?article=42

Invoices – This is where you will find your current open invoice, as well as past paid invoices. About 60 days before your subscription is due, an invoice will be created. When you log in, there will be a notification that you have an open invoice. From here, you can print or email your invoice using the icons on the right.

Add’l Admin – If you need to add an admin to your account, you will do that here.  Full access Helper Admin and Read Only Admin can be added here.  To see the different user types, look here: https://help.data-keeper.com/knowledgebase.php?article=48&suggest=1

Preferences – Under the Preferences link is where you will find most of your set up options for Visit Tracker.  When you first open the link, you will find some default options. The following sections are drop-down menus. The “Home Page – Up Coming Events” will allow you some control over what you and your users will see on the Welcome screen. The “Child Fields to Display” and “Guardian Fields to Display” will allow you to show or not show fields on the Child or Guardian data page. On the “Demographic Fields to Display“, you can select to show any additional high needs characteristics that your program would like to track.  Please note that by showing these high needs characteristics, they will not count toward PAT stressors.  Only the characteristics in the first box are counted for PAT. This is also where you would turn on MIECHV tracking if you are a MIECHV funded program. Finally, the “Family/Guardian Assessments to Display” will allow you to show only the assessments that your program gives. These are the Assessments listed under the “Assessments” link under the guardian.

Exit Reasons –  Here, you can create, edit or, in some cases, delete exit reasons.  If delete is not an option, this is because there is a guardian with that exit reason. You can select to not show the exit reason if you no longer want home visitors selecting that reason. If you edit a reason, this does change all guardians that have this exit reason listed, so be careful about changing the status.  If it’s just a wording change, such as changing “Moved” to “Moved from Service Area”, that would be ok. You can also add new exit reasons if your program needs them.

Screen Types – These are the Developmental screenings that will show under the Child Screening section.  If your program gives any screenings other than the PAT National recommended screenings, you can add them here.  You can also select to not show any screenings that may have been previously entered.  If you do enter another screening type, this will not change the scoring section of the screening.

Ethnic Categories – No changes can be made on this screen.  It will give you the Federal Race categories.

Site Codes – Site Codes are used for programs that need to run a report for different funding sources, school districts, etc.  You can enter your site codes here, and then under each report, there is a filter option to run by Site Code. If you use the site code field, you will want to be sure that each guardian has a site code selected on the Guardian Data page.

PVR Templates – PVR Templates can be used to help home visitors save some time when entering a PVR. The template will allow you to enter a few fields that will then populate for the home visitor when that template is selected.  For example, when a screening visit is conducted, there may be some standard handouts that are given.  You could create a “Screening Visit” template.  ** More options for templates are coming soon!

User Fields – You can the option of adding an additional 4 fields to the guardian data page and 4 fields to the child data page if there is additional data that you collect and there isn’t a place to record it in Visit Tracker.  The user fields will show on the guardian/child page as you enter them here. These fields can be filled in with numbers or letters. Be sure your home visitors know what you want to be entered.  Is it a date, or a “yes” “no” answer, or text? An example of a user field might be “Is there smoke detectors in the home?”. This can be answered with a yes or no answer. Another example might be “Home Elementary School”, and the name of the school can be entered.  These fields will show on the Family List Report, Child List Report and the Guardian or Child data exports.

Referral Sources – Referral Sources would be the list of agencies, people or places that refer families to your program. Referral Sources can be found on the Guardian and/or Child data pages.  This is a field that can be turned on or off under the Preferences link.

Mass Exit – This will allow you to exit children in mass. Mass exit will exit children according to their date of birth.  This is most often used at the end of the program year to exit all children that have aged out.

Data Sharing – If your State Lead has a State account, you will need to accept that you allow data to be shared with the person/program requesting permission.

Project Updates 10/23/2018

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

SUGGESTIONS/REQUESTS FROM THE FIELD 

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

  • Planning Guide and PVR sync – We removed the sync for Family Well-Being Key Resources and Closing on the Planning Guide. These no longer transfer to the PVR

FIXES

  • Corrections have been made to the Visit Frequency report. The HTML report is reporting the data that is also reported in the CSV version
  • Number of Stressors shown on the Demographics page in the Family Experiences header has been corrected

RECENTLY RELEASED


HIGH NEEDS UPDATES

  • Updates were made to reports related to reporting the new Family Stressors. more details

HFA SITE PROFILE REPORT

  • This is a new report for the Healthy Families America programs. It’s available in the Admin Reports list. more details

HFA CHEERS CHECK-IN TOOL

  • New assessment available to all programs specifically requested on behalf of HFA programs. more details

ASSESSMENT PREFERENCES

  • New hide/show abilities to the Assessments list as well as settings for the default for Next Due Dates. Details are included with the HFA CHEERS CHECK-IN TOOL post. more details

PROJECTS IN DEVELOPMENT


SCHEDULER

  • We’re adding the ability for Main Admins to set Reminder Rules that can be applied to all home visitors, guardians and children. This feature is set to be released some time next month

MULTIPLE GUARDIANS

  • 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

“ON DECK”


These projects are ready and waiting to get started.

  • HIPPY Program Funding – Will give Main Admins the ability to enter program funding information in order to complete HUSA reporting requirements
  • HIPPY Additional Staff – Will give Main Admins the ability to enter additional staff working for the HIPPY program in order to complete HUSA reporting requirements

IN DESIGN


These projects are in the list to begin design and specifications

  • PVR Customizations – related to the many requests we’ve received to make some additional improvements to the PVR
  • PAT ISR report – We’ll be updating this report for the PAT Approved User programs
  • Other Contact Types – We’ve received some requests to be able to capture contacts by using the “Other” and giving the field some more input options
  • Service Alerts – We’ve received details about providing the field with service alerts related to model compliance timelines. We’ll be working to get those out to you as well.

Keep informing us of your needs. We greatly appreciate the input and work hard to continue making Visit Tracker valuable and easy to use.

New – HFA Site Profile Report

We recently added the HFA Site Profile Report to the list of Admin reports for Healthy Families America programs.

Here are a few details about the report:

  • Reports data on primary guardians and the target child(ren)
  • The target child is defined as the first child enrolled OR the youngest child enrolled in the family if there is more than 1. In the case of twins, both would be reported.
  • The numbers reported are also links to a pop-up list of the individuals counted in that number
  • There is a feature at the top to “Export details to excel”. This will list all guardians with the target children that are included in the report along with the related data.

Filters:

  • Ready to view / Pending – This is a complex report which at times could take some time to calculate. This feature will allow you to run the report move on to other things and return to check when it’s ready to view
  • Run the report for Program or Home Visitors – Admins can either get the overall program numbers or can run a check of each home visitor’s data.
  • Date Range – Filters for families that have received a PVR within the date range
  • Site/Fund Code – Will report families that are assigned the site that is selected and whether that code is current at the time of the report
  • MIECHV Target Child – If selected “Yes”, Will report the children marked as Target and their guardians. “No” will report all children and their guardians.

Wisconsin is expanding home visiting

The US department of Health and Human Services awarded the Maternal, Infant, and Early Childhood Home Visitation program over 9 million dollars in Wisconsin. This award shows a more than 8.5 million dollar increase from the award from the previous fiscal year, which means there will be massive expansion of home visitation across Wisconsin in the coming year. These home visitation services will be made available to pregnant mothers and to families with young children up until their entry into kindergarten in order to give them the resources necessary to thrive.

To read the full article, click here.

Reports related to High Needs have been updated!

Here are the reports that have been updated to calculate based on the start and end dates for Family Strengths and Stressors.

FAMILY STRENGTHS AND STRESSORS

  • Located in the General Reports column.
  • This report replaces the High Needs report.
  • Stressors are counted based on the start date of the report (existing families) or on the enroll date (new families). This follows the same logic as the 18-19 APR

VISIT FREQUENCY

  • The report calculations have been updated to count the actual # of Stressors each month to determine overall visit frequency expectations
  • Details have been added to the report to help you understand how this report works
  • The report columns have changed to give you each piece of data used to determine whether the benchmark is being met.

APR

  • Sections related to Family Stressors and Visit Frequency have been updated
  • Section II #3 a-p – aligns with Family Strengths and Stressors report
  • Section II #4 – aligns with Family Strengths and Stressors report
  • Section IV #1-2 – aligns with Family Strengths and Stressors and Visit Frequency reports

PMR

  • Freq 1 and Freq 2 have been updated

MO Invoice

  • This report was updated to consider the start and end dates for Family Stressors and Additional Characteristics
  • Any Family Stressor or Additional Characteristic that has an end date before the reporting period will not be counted in the MO Invoice
  • Families may go from “low” to “high” needs in the reporting period, but never from “high” to “low”.

And finally….we updated the Demographics page.

EXPANDABLE AND COLLAPSIBLE

  • Due to the length of each section, we now have Stressors, Characteristics and MIECHV Priority Population as expandable and collapsible sections.
  • Open each section, update, save and collapse

DEFINITIONS ADDED TO FAMILY EXPERIENCES

  • Click on “definitions” to see each Stressors definition as defined by PAT National

Are you headed to Phoenix for the PAT Conference?

So are we!  Jen will be in Phoenix, so please stop by and say “Hello”! This is a great time to ask questions face-to-face. She will also have some exciting upcoming features to share with you.

Please keep in mind that since Jen will be at the conference, no one will answering the phones for the week.  Please either email help@data-keeper.com or submit a ticket from the Support tab in Visit Tracker.

Have a great week!

Recent fixes & improvements 10/2/2018

Here are some of the things we’ve recently released.

GROUP CONNECTIONS – GRANTING EDITING RIGHTS

  • A recent request was made to allow other home visitors to make edits to the Group Connection Record beyond just the person that created the record.
  • When scheduling / editing a Group Connection Record, whoever is creating the event can now use the “Home Visitors” drop-down selection to grant full access to edit the event.


CHILD SCREENING SUMMARY – 500 CHARACTER LIMIT

  • Another request received was to remove the 500 character limit on the Child Screening Summary.
  • Done! no more limit

INACTIVE / ON HOLD CHILDREN PAGE

  • A date range filter was added to the Non-active Children > Inactive / On Hold Children page


PLANNING GUIDE

  • There was an extra header to Home Visitor resources / Key points: in the Family Well-Being section
  • The header was removed
  • Still in progress – We’ll be removing the sync from Planning Guide to PVR for Home Visitor resources / Key points: and Closing. These will no longer transfer to the PVR once this is released. Coming Soon!

PAT partners with Carthage Family Literacy Council

Parents as Teachers co-hosted a reading event with the Carthage Family Literacy Council in Missouri that made the news cycle. The event was hosted in order to promote early childhood education and developing reading skills of pre-school age children. The Carthage Family Literacy Council’s mission is “to promote early reading to babies (starting at birth) and continuing throughout the early childhood years” and at the end of the event, each child got to choose a book to take home.

To read the full article or see the news clip, click here:

  • direct link – https://www.fourstateshomepage.com/news/parents-as-teachers-hosts-read-in-with-carthage-family-literacy-council/1475420931

To learn more about the Carthage Family Literacy Council, click here:

  • direct link – https://www.facebook.com/CarthageFamilyLiteracyCouncil/

 

NEW: CHEERS Check-In Tool

The CHEERS Check-In Tool is scheduled to be released by the end of the week. Here is a quick look at the new assessment.

Located in the Guardian > Assessments section. Choose CHEERS Check-In from the Add New list.

  • Note: Not seeing CHEERS Check-In in your list? The Main Admin for your program can check in Setup to see if the tool is set to show. (see below for more details)

At the bottom, subscores are added up along with an overall Total. If the assessment is not complete, the scores will not be totaled. An “incomplete” indicator in red should help bring that to your attention in case a question was accidentally skipped. You will still be able to save your entry as incomplete and come back to it later.

REPORTS

Go to Reports > Assessment Reports > CHEERS Check-In Tool where you can run 2 types of reports

  • Compliance report designed for Healthy Families America (HFA) Programs
  • Detail Export to give you the details of each assessment conducted

MAIN ADMIN SETUP

Manage Preferences for CHEERS Check-In and all other assessments in the Setup > Preferences section

  • Set only the assessments you are using to display
  • Set the default for the Next Due Date field. Reminders can be created for the Next Due Date.
    • THANK YOU KAREN W. FOR THE NEXT DUE DATE SUGGESTION!

 

Parents as Teachers partners with WashU to combat obesity

Washington University in St. Louis received a 3.3 million dollar grant from the National Institute of Health, and has elected to partner with Parents as Teachers in an ongoing effort to slim down the national epidemic of obesity. The grant money will fund research at 24 home-visitation sites nationwide, and will help improve the health and school-readiness of families and children. This partnership seeks to work primarily with young mothers, ages 19 to 35, and promises to research new ways to end weight gain and chronic disease post pregnancy, especially in low-income high-risk communities.

To read the full article about WashU’s partnership with Parents as Teachers, click here.

https://www.bizjournals.com/stlouis/news/2018/09/05/wash-u-parents-as-teachers-to-tackle-obesity-with.html