Projects Update 2.20.2020

Here’s what we’re working on!

Soon to be released:

  • Kansas KIDS updates for the 19-20 program year
  • HIPPY Accreditation report
  • APR 2019-2020 updates

We’re also making some adjustments to the recently released Child Screenings update

  • Improving the completion table that shows on the Screenings page
  • Updates / additional information on the related reports
  • Updates to the tools that satisfy both the Developmental & Social-Emotional screenings components

Also in progress

  • MO Invoice Final updates

Let us know if you have any questions.

You asked… Languages, Report Update and more

This past weekend we released some suggestions from the field. Here’s a summary:

  • Languages – added Rawang, Gujarati, and Igbo
  • MIECHV Form 1 Report – added County to the Family export
  • West Virginia – Behavior checkbox will automatically be updated to checked for programs that are recording their home visits on the PVR when the Behavior question is answered.

Family Assessments page – New Search feature

We’ve added a new Search field on the Assessments page. This field allows you to filter down the history table based on all information in the table. Here’s a couple of examples.

Search by year. Here we’re searching by “2019” and 5 of 30 records are identified

Type in the tool name.

Let us know if you have any suggestions or needs through our ticketing system.

Updated: HIPPYUSA Families & Home Visits Report

The HIPPYUSA Quarterly Report – Families and Home Visits has been updated. Here’s a summary of the updates:

  • Added the “Little Learners” language
  • Pop-ups for “Completed or Still Serving” and “Dropped” numbers
  • Guardian Languages – “None” for Secondary Language will include no data and “None” selections
  • Correction to the Child tables that were reporting no data
  • The excel was updated with new columns – Child Status, Child Enroll Date, Child Exit Date, Last PVR Curriculum Year, and Last PVR Packet number

Coming next week – Accreditation Report

An Accreditation report will be released the beginning of next week. It will be at the top of the HIPPY Reports column and provide programs with data related to the standards in the Accreditation Worksheets.

New: Child Development Assessments

Over the weekend, we added the ability to record Child Development Assessments. These are the assessments listed on the PAT Data In Motion manual.

Not all programs might be entering this type of assessment information on their children. So the feature is set to OFF for everyone but can be turned on in the Main Admin’s Preferences.

Here’s a tutorial to help you understand this new feature.

https://data-keeper.zendesk.com/hc/en-us/articles/360042788954-Child-Development-Assessments

A note about the APR.

  • The APR is being updated currently and will begin reporting Development Assessment information once released.

Child Screenings – Updated

The update to Child Screenings was released over the weekend. This update comes with a lot of improvements made based on requests we’ve been receiving over the past year. It also addresses the new PAT Health Record and how to give programs more control over what types of screenings are being used as well as the tools chosen.

Here is a tutorial providing details of all the updates.

https://data-keeper.zendesk.com/hc/en-us/articles/360042048834-Child-Screenings

2020 Price Increase

Effective 4/1/2020, our subscription prices will increase slightly so that we can continue providing the high level of service and support that you count on.

https://data-keeper.com/pricing/  

You may prepay your upcoming subscription at the current price if we receive your payment prior to 4/1/20.   If you would like to prepay or have questions about it, click on the following link and complete the form with “Prepay” in the “How can we help you?” field.   

https://visittrackerweb.com/Support/SubmitTicket

Projects Update 1.15.2020

Here’s an update of what’s coming soon.

CHILD SCREENINGS

The update to child screenings is in its final testing stage and soon to be released within the next couple of weeks. Here’s a sneak peek.

The SETUP section. The types of screenings and tools used can be managed under “Screen Type/Ins”. Here’s a list of what you can do from this section.

  • The National Types have increased. Categories have been added for each tools. Choose which tools you want to “Show” when home visitors are entering new screenings.
  • You can still add your own “User-Defined Types” from the top right “+” add button.
  • Open up the Child Screening Preferences (2nd screenshot). You choose which screening records you want to show for your program and set the default for the next due date.

In the Children > Screenings section

  • The “+” add button allows you to choose which type of screening to enter. No more all-in-one record. Whichever screenings are set to “Show” from the Preferences section will be listed here.
  • The print button will allow you to print out all items recorded under Screenings, Referrals and Screening Summary tables.
  • History tables – 3 tables will show on the Screenings page
    • Screening History – Lists all screenings that have been recorded. “Mixed” types are the old all-in-one records
    • Screening Resource Connections – These are the referrals recorded from the screening records but can also be seen and managed from a separate table. This table will also show on the Family Resource Connections page.
    • Screening Summary – Create and manage screening summaries from this table.

The Screening Records

Even though each screening type has been separated into its own record. The data entry is the same. Each record contains:

  • Header – Screener, Screening Date and Next Due Date. Check the box next to the “bell” if you want to set a reminder for the Next Due Date
  • Screening Type – Here “Development” was chosen. Whichever screening you chose, you’ll select if it was completed (necessary for the APR), the tool used under “Type” and scores. Each record also has the ability to record a Resource Connection as well.

Screening reports and the APR are also being updated according to these updates as well.

MORE PROJECTS COMING

APR 2019-2020 – The APR and PMR are being updated. We’re adding in data quality features throughout as well. You’ll be able to run exports giving you details on the families and children being reported as well as those not being included in the report.

Kansas KIDS 2019-2020 – We’ll be updating the KIDS exports according to the 19-20 specifications.

MO Invoice – The MO Invoice will be updated with the new screening updates as well as the final invoice for end of year reporting.

You asked… Scheduling contacts

HAPPY NEW YEAR! I hope you all had a wonderful holiday break with your family and friends.

I received a suggestion at the PAT Conference to be able to schedule contacts from the Children section. There was 2 or 3 extra clicks to get to the Family Contacts page when there could be a direct link from the Child > Contacts page to save you some time and make your data entry a little more efficient.

So over the holiday break we added a couple of things to the Children section. First is a “Family Contacts” link underneath “Family Home” in the left navigation column. This will take directly the Families section > Contacts page where you can view the family’s contact history and add a new contact.

Second, we added the “+” to the Child Contacts page. Click on the “+” to open up the Contact Scheduling pop-up window. When saving the contact, you’ll be returned to the Family Contacts page – not Child Contacts – where you can view the newly scheduled contact. If you want to return to the child’s section, just click on their name in the Family Contacts history table.

Let us know if you have any questions or more suggestions.

The Range of OK: A thank you note to home visitors

With the birth of our 3rd child on 12/4/19, I did some reflecting back on our first 2 experiences while sitting around in the hospital room, especially our first daughter. We were excited, stressed, tired! (We still are.) There were so many people surrounding us in the hospital giving us information and asking questions. Some were calming and reassuring. Others brought some alarm or stress. Then we went home. It quieted a little but we were fortunate to have great support – family, friends, pediatrician, pediatrician’s nurse, etc. We got lots of advice and input to say the least.

I’d like to say that all advice and input about our parenting and child’s development was reassuring but that wasn’t always the case except when it came to our home visitor.

Our home visitor, Ruth, was one of the calming voices. With our first child, we enrolled in home visiting and began seeing Ruth once a month. During that time, she used a phrase that has stuck with me and I’ve used many times since – “The range of OK”. That phrase and, of course, the information she brought to us at visits was empowering. It enabled us to be our own calming voices later on with our 2nd and 3rd children as we were no longer enrolled in home visiting. Ruth’s work with my wife and I had lasting impact.

So a big thank you to our home visitor Ruth. But I – and everyone here at DataKeeper – want to extend that thank you to all the home visitors and home visiting programs for bringing that calming voice into so many homes. We are very aware of the work you do and the impact you are making with your families.

We hope you all have a wonderful holiday season and Happy New Year!

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.