Locking a Completed PVR and Audit Trail

Locking Personal Visit Records

There is now the ability to lock PVRs once they have been marked completed.  Once the PVR has been marked as completed and date stamped, the PVR will change to the Print Preview and can not be updated or changed. This feature can be turned on by the main admin if your program would like to use this. To turn this feature on, the main admin will go to the Set Up tab, Preferences on the left and then to Personal Visit Records. 

Once a PVR is locked, only the main admin and helper admins with permission can unlock the PVR. To grant additional admin permission, the main admin will need to go the Set Up tab and then User Management.

To unlock the PVR, the admin will click on the “lock” icon to the right of the contact.

A notes text box will open. Here, the admin should document the reason for unlocking the PVR.

Once the admin clicks “create”, the PVR will be unlocked and an Audit Note will be added. The home visitor can then update the PVR. Saving the completed record will automatically lock it again.

*Note – The Home Visitor can uncheck the completed button at the bottom of the PVR to keep the PVR unlocked if they need to save without locking it again. If the PVR is marked completed, and a Save button is clicked, the PVR will become locked again.

Audit Trail

In addition to locking PVRs, an Audit Trail will now show on all printed PVRs.  This will allow the user to see when the Private Contact was created, and when the PVR was created. Locked PVRs will show additional information in the Audit Trail, including when the PVR was marked completed and locked and if the PVR was unlocked.  

Also, an additional notes button has been added. This can be used to add information that was not part of the original PVR.

You asked… Reminders Improvements

Last night, Reminders was updated based on input we’ve received from the field. Here’s a summary of those updates:

  • Reminders assigned to home visitors can be managed by other users that have permission to mange Reminder records (see User Permissions).
  • Labels can be assigned to Reminders. The labels can added and managed from the Reminders page in the Setup section. Labels can then be assigned to Reminders in order for additional grouping and organizing of the Reminders from the pages that are displaying Reminders.
  • Family Reminders – A new Reminders page has been added to the Family and Child links. This page will show all Reminders assigned to the family and children
  • Calendar viewing options have been added for all users. Users can now select which events they want to view on the calendar and specify which home visitors (Admins). These viewing options have been added to the left sidebar on the Calendar page.

Let us know if you have any questions.

New Feature – Supervision Records

Last night, we added a new Supervision page in the Calendar section.

Here’s an overview of the Supervision project:

  • Staff Events with category of Supervision can be managed from the Supervision page in the Calendar tab.
  • Main Admins and Users with Supervision permission (see User Permissions post) can record supervision records for both Group and Individual Supervision sessions.
  • Supervision Notes is a new page under the Family section. Family Supervision Notes can be recorded on those families discussed during reflective supervision sessions (from the Supervision record) or directly in the family’s section.
  • Supervision in the Setup section – Certain record items can be managed under Setup > Supervision. Set the default for duration of Supervision events. Manage the list of Not Completed Reasons and Items Discussed.
  • Reports – Supervision reports have been added to the Admin / State / National column

A note about confidentiality

Supervision Records (Group and Individual) documenting the discussion between supervisors and home visitors can only be viewed by the Main Admin and the Supervisor that created the record.

Only users granted permission to the Supervision section can record Supervision records. Users with Supervision permission will be shown in the “Supervisor” selection list when a session is being scheduled.

Family Supervision Notes can be seen by the Main Admin, all Helper Admins, Read-Only Admins and the home visitor assigned. Only the Supervisor that created the Note can edit.

Let us know if you have any questions.

New Feature – User Permissions

We’ve added user permissions to the Main Admin’s capabilities under the SETUP section.

The section “Add’l Admins” has changed to “User Management” in Setup. This new feature gives the Main Admin the ability to assign additional permissions to Helper Admins and Home Visitors.

  • Home Visitors can be given “Full access – Data entry” which is equivalent to Helper Admin permissions allowing them to enter data on all families and children in the system. NOTE – Home Visitors that are also in a data management role in the program no longer have to have a separate Helper Admin login.
  • Record Management – Main Admins can assign certain users to manage specific records like Reminders and Supervision Records. Also the Main Admin can control who can delete families and contacts.
  • Setup – Certain users can now be granted the ability to manage sections under SETUP as well. Typically this section has been limited to only the Main Admin. Now the Main Admin can grant access to this section – all or portions – to any user.

See the additional posts regarding Reminders Improvements and Supervision records.

Let us know if you have any questions.

Why am I seeing Texas Sales Tax?

Once logged in, you are probably seeing the red message:

” Texas Sales Tax Exemption Reason is missing. To update this, go to Setup > Profile”

DataKeeper Technologies, LLC is a Texas-based company and required to charge sales tax unless you have a valid exemption.

To indicate your exemption status, the Main Admin of the account will need to go to the SETUP section and click on PROFILE. At the bottom of the Profile page is “Texas Sales Tax Exemption Reason”. Select the option that fits your agency and save.

The warning message will disappear from your home page once a reason is indicated.

Anyone that is not tax exempt – selects “Not tax exempt” – will have sales tax added to their next renewal invoice.

Let us know if you have any questions.

Projects Update 10-3-2019

There are 3 projects in development that I would like to share some details on.

CHILD SCREENING RECORDS

In this project, we’ll be making several improvements to the Child Screening Records.

  • The Screening Record will be separated by screening type. When recording a screening, you will now choose to record a Developmental, Social-Emotional, Health, Hearing, Vision or PAT Health record.
  • If a referral is needed based on the specific screening, you will be able to record a Resource Connection specific to that screening.
  • The Resource Connections resulting from a screening will be listed in a table on the Screenings page. They will also be listed in a table in the Family Resource Connections page and on the PVR.
  • Main Admins will be able to manage the screenings that are being conducted from the Setup > Screenings page. Improvements will be made to this section allowing programs to only show those records they are using and specify the tool being used for each screening
  • All related screening reports will be updated

SUPERVISION

In the Supervision project, we’ll be adding specific records for supervision between supervisors and home visitors as well as supervision notes that can be recorded when discussing specific families.

  • New Supervision page in the Calendar section will list all Staff Events scheduled marked as “Supervision”. You can also add new supervision events from this page.
  • Supervisors that have been given access to Supervision will be able to record notes about the supervision session and family supervision notes for those families discussed.
  • Family supervision notes will show up in the Family section. Notes can be added from this page as well.
  • The Main Admin will be able to indicate which Helper Admins have the ability to record Supervision Records and will only be able to view those records in which they create along with the Main Admin
  • There will be a compliance report available for HFA programs and the PAT APR will be updated as well as a general Supervision report.

REMINDER IMPROVEMENTS

Based on suggestions we’ve received, we’re making some improvements to Reminders. One change is to allow Helper Admins to manage Reminders not assigned to themselves. With this and the permission feature mentioned in the Supervision project, we’ll be changing the Add’l Admins section to Users in the Main Admin Setup where additional permissions can be granted to all Users in the account.

  • Family and Record deletion can be granted to certain users or all users
  • Helper Admins can be granted additional permissions to the Setup section
  • Home Visitors can be given Helper Admin access for those that help with data entry. This particular feature will eliminate those instances where a home visitor has to have a separate Helper Admin login.

In this project, we’ll also be adding Calendar viewing control for all users.

  • Admins can choose to view their own events or those for all.
  • All users can choose which events they want to view on the calendar

These projects will be coming within the next couple of months along with support material to help you understand each update.

NEW: CO Family Support Assessment

The Colorado Family Support Assessment (version 2.0) has been recently added to Visit Tracker’s list of assessments.

This assessment can be found in the list of assessments as CFSA2. This assessment can be set to display from the Main Admin’s Setup > Preferences section. There is also a report available in Reports > Service Reports > Assessments.

Let us know if you have any questions.

HIPPY Age 2 Curriculum

Over the weekend, HIPPY Age 2 was added to the curriculum selection on the Child Data page. Here’s a summary of that project:

  • Age 2 added to the curriculum selection list
  • Home Visit Record (PVR) updated to show Age 2 and additional feature checking curriculum on data page. (see details below)
  • Reports updated
  • TX HIPPY Time Log removed from the Contacts page (more detail below)

Home Visit Record (PVR)

For each child on the PVR, the curriculum indicated on the Child Data page automatically shows on the PVR. The curriculum was able to be edited on the PVR without editing the data page. With the update over the weekend, you’ll start being alerted if the curriculum on the PVR is different than the curriculum on the Child Data page. This should help prevent discrepancies between the current curriculum the child is shown to be enrolled in and the curriculum indicated as being delivered at the home visits.

TX HIPPY Time Log

The Time Log is no longer being required and used for Texas HIPPY programs. All data from past Time Logs was preserved on the existing PVRs. So no data related to HIPPY activities and volunteering was lost. Run the Parent Involvement Report for that data.

Let us know if you have any questions.

New Family Archiving Policy

Visit Tracker will begin archiving families that have been exited or dormant (no service records or contacts) for 6 years or more. Once archived, the families will be removed from the online environment to a secure offline environment. 

This doesn’t mean that programs will lose access to these families and their data. Programs will be able to search archived families in their Visit Tracker account and request that the family be restored into the online environment.

What are the benefits of archiving this data?

  • Improved report processing time
  • Improved site performance for users such as pages loading quicker.

Beginning next week, all programs will be able to review the list of families meeting the criteria for archiving before the process is implemented. And only those programs that have families meeting the criteria will be receiving the notification with further instruction.

You asked… Duplicate Family Warning

We’ve heard about the need for Visit Tracker to indicate duplicate families. We released a duplicate warning feature over the weekend. Here’s how it works.

DUPLICATE APPLICATION WARNING

When entering a new family, you’ll be warned about potential duplicate families that already exist. When a potential duplicate is detected (when clicking Save), those families will be listed at the top above the new family you are entering. You can click on each possible duplicate family to review or continue saving the new application. When reviewing the duplicates, you will not lose the information you entered on the new application.

Here’s how we’re identifying potential duplicates:

  • Families with identical guardian first name, last name, and address.
  • Families with identical guardian first name, last name, and phone number.
  • Families with identical addresses.
  • Families with identical phone numbers.