PAT Record Updates

The following PAT Records have been updated in Visit Tracker

  • Family Intake
  • Family Information
  • Guardian Information
  • Child Information
  • Group Connections
  • Planning Guide and PVR
  • Transition Plan
  • Child Health Record (first part. 2nd part will be released by end of June. see details below)

Here are some highlights/important notes about these updates.

Please note that you can access the PAT Records section from the Family Home page. These records are designed to gather up all data entered in Visit Tracker and arrange that data according to the PAT Records listed in that section.


New section “Reason for Enrolling” has been added to the Family/Guardian Data page under Enrollment Info


Exit and On Hold Reasons have been updated

Visit Frequency selections have been updated.

Languages spoken in the home – We currently working on a new setting under SETUP that will default to the PATNC’s specific list for all PAT Affiliates. Currently, programs are seeing all language selections Visit Tracker offers.


Guardian Sex – “Prefer not to report”

It’s important to know that some reports have not been updated to start considering “Prefer not to report”. Once we have received the new Requirements for these reports, they will be updated.

An example is the MIECHV Form 1 report. The aggregate numbers will not include guardians indicated as “Prefer not to report”. However, these guardians will still be listed in the Excel downloads. Once HRSA releases final details about Sex/Gender reporting, this report will be updated.

New sections added to guardian items in Demographics

  • Military Status
  • Participation in Other Programs

New/Updated Guardian Health Info items

  • Dental Insurance
  • General Health
  • Preventive Care
  • Alcohol Consumption
  • Other Substances


Due to the extent of updates and length of this record, updates are being release in 2 parts. The first part has already been release which are

  • Completion dates have been moved up to the top
  • Prenatal / Labor and delivery / Postpartum
  • All items in the Health section

The record overall is being improved by changing selections to drop-downs. Giving this record a much cleaner more organized look.

The Hearing and Vision sections will be updated by the end of June.

Still to come…

  • Prenatal/Postpartum Record for prenatally enrolled children
  • Updates to SETUP
  • Updates to the Annual Review/Updates for each record

These are just the highlights of an extensive update across many items. If you have any questions, let us know.

Data Quality Alerts – Update

We recently updated Data Quality Alerts. Here’s an overview of those updates.

Home Visitor column

We received suggestions to add a home visitor column to the Family and Child Assessment alerts. Now those alerts will show the home visitor assigned to that family/child.

New Alerts for PAT Records

We’ve added PAT Records to the menu of alerts to choose from. To turn on, the Main Admin would go to SETUP > DATA QUALITY ALERTS > PAT ALERTS. Then choose which records to turn on an alert for:

  • Family Information
  • Child Information
  • Guardian Information
  • Participation Agreement

These new alerts will show families that do not have a date of completion/review/update in the current program year.

New Alerts for Resource Connections and Goals

Also new alerts are available Resource Connections

  • Families with no Resource Connection
  • Families with a Resource Connection and no follow-up
  • Children with screening Resource Connections and no follow-up

The new alerts for Goals/Plans are

  • Families with no open Goals
  • Families that have an open Goal for a specific length of time

You asked… Updates as of 3-17-2021

Here are a few updates we made from your suggestions.

Goals on the Planning Guide and PVR

The Goals section has been updated to show current goals that are progress. Create new goals, update existing, and add progress notes directly to your families’ goals from either record.

HITS Assessment – Comments

A comments box was added to the HITS family assessment

Supervision Records

The Supervision record will show the time and duration from the scheduled event.

Keep your suggestions coming. We appreciate your input!

Reports page update

The Reports page has been updated.

  • Reports page: The reports have been grouped and organized
  • Setup: There is a new Reports section where admins can choose which reports to show/not show.


On the Reports page, the reports are now organized into 4 columns:

  1. General Reports
  2. Service Reports
  3. Admin/State/National and MIECHV Reports
  4. Program model reports

Here’s an example of a HIPPY program.

Here’s an example of a PAT program.


A new section – Reports – has been added to Setup. Admins can decide which reports to be shown or not shown on the Reports page.

If all reports under a group are set to not show, then that group will not be shown at all on the Reports page.

Open up the group and choose which reports you want to show on the Reports page. Be sure to save your changes.

Let us know if you have any questions.

You asked… Recent updates

Here are the latest updates based on the suggestions you’ve submitted.

Referral Sources

If you have your own referral sources that are no longer used, you can now consolidate referral sources to the national list.

Go to Setup > Referral Sources. Select “consolidate” for the referral source and choose the referral source from the national list to consolidate to.

Resource Connections

Read-only admins can now view individual Resource Connection records.

HFA Caseload Summary

This report has been updated to exclude inactive home visitors.

We appreciate your continued feedback.

You asked… New assessments

There have been several assessments requested over the past few months. We’re working on getting these added into Visit Tracker. Here are the assessments released this week.

  • Adverse Childhood Experience (ACE)
  • Becks Depression Inventory (Becks)
  • Kindergarten School Readiness (KSR) – see additional details below
  • Parenting Stress Index – 4 (PSI-4)
  • Women’s Experiences with Battering Scale (WEB)

Reports are available for each of these assessments under Service Reports > Assessments.

Kindergarten School Readiness (KSR) Details

There are a variety of school readiness assessments being used as decided by school districts, community agencies, etc.

We’ve set up a generic “Kindergarten School Readiness” assessment allowing you to record the tool used and the score (if applicable). Currently, this assessment is included in the Family Assessments section and you can specify the guardian and child on the assessment.

For PAT programs, the APR will be updated to include this assessment in the outcomes section XII 5e.

Let us know if you have any questions.

PAT APR 2020-2021 Released

The APR has been updated with the latest 2020-2021 requirements. All APR related reports that are impacted have also been updated.

Related reports

  • Performance Measures Report
  • Family Assessment Compliance
  • Screening Compliance
  • Family Strengths and Stressors
  • Visit Frequency
  • Family Goals Compliance (new report)

Let us know if you have any questions.

Coordinate Intake – Updated

The Coordinated Intake system has been updated.

With this update, coordinated intake and home visiting agencies can:

  • Manage multiple incoming and outgoing referrals for a single family
  • Specify referrals as going to home visiting agencies or community partners
  • Track each referral through completion
  • Manage a list of specific agencies that send and receive referrals
  • Review all referrals from 1 Referrals page
  • Review a summary of all families and referral totals from the Family List page
  • Navigate to and update referrals from the the Referrals and Family List pages

New training manuals are posted here and have been added to the Training page.

Coordinated Intake Manuals (last update 1/29/2021)