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:

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:

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:

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.


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


  • 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



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


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


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


  • 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



  • 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


  • 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


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


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.


  • 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.