HIPPY Reports – Assessments and Screenings

The HIPPY Reports column has been updated. Here’s a summary of the update.

Assessment and Screening reports were consolidated into 1 section “Assessment & ScreeningsIn this section, you’ll find the following:

  • 3 compliance reports based on TX HIPPY program compliance.
    • The ‘ASQ/Bracken’ and ‘PFS/PII were moved to this section and also upgraded
    • PICCOLO is a new report
  • In the bottom section are the assessment exports/reports that can also be found in Service Reports > Assessment Reports for all programs.
    • These particular assessment reports were included here as they are widely used by HIPPY programs both in Texas and other states. So just a little-added convenience.



Projects Update 6/29/2018

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

  • Family Service Record is continuously being updated to report the new assessments being entered
  • Household – Siblings Age will allow you type in the additional text to indicate whether the age is in weeks, months, years



  • Improvements are being made to the Enrollment and Status History for all children and guardians.
  • Tutorials will be embedded into Visit Tracker to further explain these new features and help you understand how to correct any issues.
  • Enrollment Info tutorial
  • Status History tutorial


  • Yes / No / N/A choices have been added
  • N/A is the default when entering a new guardian.
  • The 3 auto-calculated fields have been updated to report based on these 3 options
  • Form 1 is updated to report based on these 3 fields. N/A = Unknown / Did not report



  • When answering the PAT PVR question “A family member read, told stories, and/or sang songs every day during the past week?”, an additional section to record the # days for each child will appear when the question is set to “Yes” or “No”.
  • When saving the PAT PVR, the # of days will be added to the child’s Literacy Activity Survey located in the Child Health Info section
  • This feature can be turned on or off from the Main Admin > Setup > Preferences section


  • Sections II #13, X #3 and X #4 corrections will be released this weekend.




  • A new Assessment Reports section will be added to the HIPPY Reports column
  • ASQ/Bracken & PFS/PII reports are being upgraded
  • A new PICCOLO compliance report is being added
  • Additionally, there will be direct links from the Assessments Reports under the Service Reports column to assessments known to be used by HIPPY programs



  • Issues and updates to the Form 2 IL report


  • The PAT PVR is being reordered to match the PAT Personal Visit Record
  • Additional style and feature improvements are being made as well


  • Immunizations tracking is being added as a section in the Child Health Info section
  • This is specific to Illinois and will be turned on for all Illinois programs
  • It will be added to all programs in the Setup > Preferences. The Main Admin can turn this on if desired.


  • With the growing list of Assessments, a new section is being added to Preferences in Setup allowing programs to only show those Assessments being used


These projects are ready and waiting to get started.

  • West Virginia – Updates specific to WV Programs are being added. This will help get those programs up and running for the 18-19 program year. Welcome to Visit Tracker!
  • Report updates – Reports will be updated and improved during the 3rd quarter (July – September)


  • HFA Programs – CHEERS will be added and Family Levels will be updated
  • A new program model will be added to Visit Tracker – Right From The Start. 

User Types and Definitions

There are 4 different user types in Visit Tracker; Main Admin, Full Access Additional Admin, Read Only Admin and Home Visitor.

  1. Main Admin – There can only be one Main Administrator for each Visit Tracker account.  The main admin is the only person that will have access to the Set Up options under the Set Up tab, and is the only person that can add or deactivate other users.  The main admin has access to all guardian and child data in the account, and has access to all Reports, including Data Exports. The main admin does not count as a billable user toward the total user count.
  2. Full Access Additional Admin (Helper Admin) – Additional Admin users are set up by the main admin under the Set Up tab.  The Additional Admin has access to all data and also has access to all Reports, including the Data Exports.  Additional Admin are not able to add or deactivate home visitors, but is able to reassign caseloads.  There are no Set Up options for Additional Admin.                                                                    
  3. Read-Only Additional Admin – Read Only Admin are set up by the main admin under the Set Up tab. A Read Only Admin is not able to make any changes to the account.  The Read Only Admin has access to all family data and Reports, including Data Exports. Read Only admin do not count toward the billable user count.  This is a great option of principals or superintendents, Executive Directors, etc, that would like to check in and run reports, but doesn’t need to make any changes.                                                                                      
  4. Home Visitor  – Home Visitors are set up by the main admin under the Home Visitor tab. A Home Visitor only has access to the families assigned to that home visitor.  There are a large number of reports that the home visitor is able to access, but some National and State reports are not available to home visitors.
  • Things to note:
    • If a Home Visitor is also a supervisor and needs to have admin access, that person will need to be added as a home visitor, but also as an additional admin.  This person will have 2 different logins: one as an admin, and one as a home visitor. From the admin login, the home visitor can do all their necessary work, so often they will no longer need to use the home visitor login.
    • If a home visitor has 2 logins (as a home visitor and admin), the home visitor login can be “Disabled” (button on the home visitor information page) so that this login does not count toward the billable user count. This will not change anything, it just means the person will need to only use the admin login, the home visitor login will be unavailable.
    •  Visit Tracker User Count will count all enabled home visitor logins, and full access additional admin.  Any home visitor that is “Disabled” is not counted in the total user count. If you have created “fake” home visitors (some programs may have “Screening Only” or “Waiting List”), these can be disabled so the logins don’t count toward your total user count.

New Family / Guardian Assessments now available.

Over the weekend, the following assessments were released:

Family-Centered Assessments

  • Mid America
  • Family Map

Parent Outcome Assessments

  • PAPF – Parents’ Assessment of Protective Factors
  • HFPI – Healthy Families Parenting Inventory
  • AAPI – Adult-Adolescent Parenting Inventory
  • PSS – Parenting Stress Scale

The assessments list has been growing! In July, we’ll be working on increasing your control over which assessments you want to have shown or hidden from view by adding an Assessments section to Preferences in the Main Admin’s Setup. Once that is available, you’ll only have to see the assessments you are using.

Projects Released over the weekend

Last week we promoted some upcoming releases. Here I’d like to specifically point out those projects that were released over the weekend.

REMINDERSview tutorial in the Knowledgebase


  • This is can found in the Children tab > Information Record (in the left navigation)


  • This project is specific to Illinois programs
  • Child Care tracking section is located in the Child Health Info section.


Upcoming Release: REMINDERS

REMINDERS is a new feature that is soon to be released – scheduled to be released over the weekend.

Here is a brief overview/tutorial about this new feature. Let us know what you think and offer up suggestions of how you think it can be improved!

Important for HIPPY programs: Reminders will show above the HIPPY dashboard. The Main Admin can manage this from the Setup > Preferences section as described in the tutorial. HIPPY programs now have more options on managing the home page.

Other projects that are in our testing phase and coming soon:

  • Child Information Record (PAT Record)
  • Child Care Tracking – new feature specifically for Illinois
  • Guardian / Family Assessments
    • PAPF
    • AAPI
    • PSS
    • Mid-America

Projects Update 6/4/2018

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 – Kansas KIDS Exports (released)
  • In Development – Allowing text to be entered for the age of siblings in the Household section. This will allow you to indicate if the age is in days, weeks, months, or years.


Child Health Record (PAT Affiliate)

  • This screening is located in the Child > Screenings section.

Kansas KIDS Exports

  • The exports have been added to the Reports > Admin column for all Kansas programs to send in their exports to the state.

Site/Fund History Tracking

  • Now when you are updating Site/Fund Codes, previous codes will be saved and tracked.
  • View the Site/Fund Code history table at the bottom of guardian data page



  • This feature will allow you to set reminders that will appear on the home page.
  • Set reminders specific to guardians, children or just a general reminder


Mid-America Head Start Family Assessment

Parents’ Assessment of Protective Factors (PAPF)

Status History Updates

  • Editing and deleting capabilities will be added to existing entries
  • Enhancements to date selection


These projects are ready and waiting to get started.

  • HIPPY Assessment Reports
  • Parent Outcomes Assessments – AAPI, HFPI and Parenting Stress Scale
  • Family-Centered Assessments – Family Map


  • PVR Improvements

Enrollment Status Definitions

Recent changes to enrollment status have brought up some questions regarding the use and definitions of the different status.

Active:  Families receiving home visits. Private contacts can only be added for Active guardians with Active children.

Inactive/On Hold:  As defined by PAT: ” A family can be placed on “Hold” if they intend to return to the program within six months. Reasons for being placed on hold include: migrant work, illness, extended leave from the area, and military deployment. If the hold period extends longer than six months, then the parent educator should implement the program’s procedures for outreach to families who have lost contact.”

When a family has been placed “On Hold”, the time they are on hold will be subtracted from the equations of time the family received services.

Exit: As defined by PAT:  “When a family is no longer receiving PAT services, their status is changed to “Exited.” The exit date and reason should be recorded within 30 days. The exit date for a planned exit is the last day of service. For an unplanned exit, it is the last attempted contact with the family (whether in person, phone, e-mail, text, or letter). Families can exit a program for a variety of reasons. For example, they may move. There could be a change in the family situation leading them to be unable to continue services. Contact with the family may be lost. The enrolled child might age out of the program.”

Exit reasons can be set up in the Set Up tab by the main administrator.

Waitlist:  Waitlist should only be used for families who are actually waiting for services. Some National and State reports are starting to ask about program waitlists.  To get accurate data, you will want to be sure that only the families that are on a true waitlist, have the waitlist status.

Recruit and Mailing Only: There is a little more flexibility for these 2 status.  Some programs will use these for “Screening Only” or “Groups Only”. You can select to show both of these status on the group attendance list. You can not add private contacts if a guardian is Recruit or Mailing Only, but if a guardian was active, and then moved to one of these status, they will still be counted on your end of year reports.

*MO programs: Recruit and Mailing Only guardians/children will be counted on your MO Invoice report if they had a visit or screening in the program year.

To update/change the status of a guardian or child, you can read more about that here: https://help.data-keeper.com/knowledgebase.php?article=39

If you have additional questions regarding status, please give us a call or email!

UPDATE 5/16 – Upcoming Releases: Site/Fund Codes & Resource Connections

UPDATE 5/16 – We are conducting more testing on Site/Fund Code Tracking and all related reports before releasing these 2 projects. The release of these projects is expected to be over the weekend of 5/18. We will announce once these projects have been officially released.



Updates have been made to Resource Connections

  • The Resource Connections page will display connections entered. Click “pencil” to view, edit, and enter follow-ups / progress
  • Enter a new Connection – Click on the “Add a new Resource Connection”
  • “Pertains to” – You can now select who the Resource Connection relates to.
  • Progress notes have been added. Entered follow-ups and/or progress notes
  • Connection Types have been updated
  • Knowledgebase tutorial has been updated

Tips for Auditing your APR

The end of the year is upon us, and we wanted to share some tips to start auditing your APR. This is a good time to beginning looking at the APR to be sure your data is as accurate as possible!

90 Day Compliance Reports – In Visit Tracker, we have 2 different “new enrolled” compliance reports; one for newly enrolled children to meet their screening requirements within 90 days, and the other is the assessment compliance to ensure guardians are receiving their assessment within the first 90 days.  Both of these reports can be found under the Reports tab, in the far right column.

The Assessment Compliance Report will show you 2 different sets of data. The first filter, “Show guardians whose first personal visit after the enroll date is in the date range” will be the newly enrolled guardian and the second filter “Show all guardians with at least 1 personal visit in the date range” will show you any guardian that may be missing their yearly assessment. Each guardian must have an assessment completed each year. The assessment will be counted from the Assessments link under the guardian, or from the PVR where the home visitor can check that the “Family Centered Assessment” was completed.

Yearly Screening – To be sure that all children have had an updated screening for the year, you can run the Screening Report, and then select the filter to show you “Any active child without a completed screening in this date range”. This will give you an idea of children that still need a screening before the end of the year.

Yearly Goals – The Goals/Plans report will also tell you any guardian that has had a visit, but does not yet have a goal set. Under the filters, check the box “Guardians visited but had no goal set in the date range”. Remember, for goals, a NEW goal needs to be set each program year. If you have a long-term goal that is being carried over from last year, this does not count a new goal.

Yearly Resource Connections – Each guardian will need to have at least one Resouce Connection.  Under the Resource Connections Report, you can run to show “Guardians with no Resource Connection”. This will list for you the guardians without a Resource Connection. Keep in mind, if you have a child that was referred because of a screening, and there is a referral on the screening page, this will count as a Resource Connection. It will not show on this report, as this report only shows the Resource Connections under the guardian, but the screening referral will count on your APR.

Visit Frequency – The Visit Frequency Report will tell you how many families are meeting their monthly visit goal. High needs families (2 or more high needs characteristics) need to have an “Actual Frequency” of 1.5 or higher, and non-high needs (0 or 1 high needs characteristics) will need to have an “Actual Frequency” of .75 or higher. The Actual Frequency is essentially the average number of visits the family has had in the date range. This report will only look at the time the family was Active, so if they enrolled mid-year, the visit frequency will only calculate from the time the guardians enrolled, and the same is true for families that exit before the end of the program year. The time a guardian was On Hold, will be subtracted from the calculation, so only the time the guardian was Active, will be counted.

We know the end of year reporting can be stressful. Please reach out by phone, email or the Support tab for help with your reports. We are happy to help!