Form 2 IL – Updated

The MIECHV Form 2 Illinois report has been updated. Not in Illinois? Not a MIECHV funded program? You may still want to have a look at this report.

Summary of the updates

  • Primary guardians – Guardian constructs only report on the primary guardian as of the end of the reporting period.
  • MIECHV Site Code – Once a family is assigned the MIECHV code, this report will calculate based on the date of the family’s start date for the MIECHV code if that filter is selected. (see more details about this below)

Primary Guardian Details

The guardian designated as primary on the last day in the report date range will be the guardian reported. In most cases, the guardian you first enrolled in the family is the remains as the primary.

But what if a second guardian was added to the family later on and made the primary guardian?

The second guardian – now the primary guardian as of the end of the reporting period – will be the one reported. This means that constructs with enrollment timelines will calculate based on the guardian’s Participation Start Date and not the family’s Enroll Date since the guardian started after the family was enrolled.

The main thing to know is that any time you change the primary guardian, you must make sure that the new primary guardian receives all the required assessments and you collect all their required data.

MIECHV Site Code

Once a family is assigned the MIECHV Site Code (the very first time), the family will always be reported as a MIECHV Family even if the family is given a different Site Code later on. The family is also reported based on the start date of the MIECHV Site Code.

If a family is assigned the MIECHV code after they’ve been enrolled, Form 2 will use the MIECHV Site Code start date as the day the family was “enrolled” for MIECHV reporting purposes.

A filter allows you to decide whether you want to run this report based on the new MIECHV Site Code udpates, or as you have been running the report all along.

Here’s a screenshot of the report filters:

If the box is checked, the report will only report families that have MIECHV in their Site/Fund Code history table regardless of what Site/Fund Codes are selected in the filters. The report will only consider services on/after the MIECHV start date.

For programs not MIECHV funded or that have families not assigned to MIECHV, uncheck this box.

NOTE: The same information applies to the Form 1 report regarding this filter.

UPCOMING

You may have been wondering what’s going on with the Form 2 Data Tracking Report. We’re adding Form 2 Data Tracking information inside the Family section. Once released, there will be a MIECHV Form 2 link in the family links where you will be able to review all constructs and the status of your data collection, see upcoming items and set reminders.

You asked… HUSA Quarterly Report

We’ve made a couple updates specifically for the HIPPY programs.

HUSA Quarterly Reports > HUSA Families & Home Visits

This report can now be accessed under HUSA Quarterly Reports located in the Reports > HIPPY Reports column. HIPPY USA validations have been added to this report. We’ve also included pop-ups for Unknown and No Data numbers to show you the list of those guardians or children reported in that number. You can also export the families (primary guardians) and children into an excel spreadsheet so that you can get a detail list of everyone reported along with their data used for the report.

Note: The Staff & Training report will be coming later this year.

ALSO for HIPPY – PVR Preferences

With the recent Resource Connections update, you’ve probably noticed some changes to the Personal Visit Record. The Resource Connections section has expanded. Below that section is the “Family Resource Referrals during this Home Visit ” that has several items where you can indicate Information Shared (I) or also record Connections to Resources (CR).

Now in the Main Admin > Setup > Preferences section, you can set the
Family Resource Referrals during this Home Visit ” show or not show.


If set to “No”, here’s how the PVR will look:

You asked… PAT Record Reports

As you know, we’ve been updating Visit Tracker according to all the PAT Records in the Data In Motion manual. But the fields in Visit Tracker aren’t grouped 100% by how the data is grouped on the PAT Record forms. Many of you have asked for the records to be available in Visit Tracker to more easily demonstrate model fidelity and complete the Quality Endorsement Process.

Last night we released a PAT Records page linked directly from the Family Home page. On this page, data is grouped by PAT Record so that you can review, save, and print. You’ll find the PAT Records button at the top right of the Family Home page in the header bar.

Click on the button to view the 4 records that are listed on the PAT File Review Tool.

  • Family Intake
  • Family Information
  • Child Information
  • Guardian Information

Page features

  • Expand / collapse – Click on the record title to expand the section and view all data for that record
  • Print – Each record can be printed individually or chose the print button in the header bar to print all. TIP: If you want to save the records as a PDF document, change your printer selection to “Save as pdf”.

What about the other PAT Records?

The other PAT Records can be printed from the section where those records are created. An example would be Resource Connections and Goals, print these records from the Resource Connections and Goals sections.

PAT APR 18-19 Updates

We updated and released APR updates this past week on 5/15. Here’s a summary of what those updates are.

Section VI – Screening and Surveillance

The child health review sections were updated to count either the Screening Record or the Child Health Record (PAT). Details on this update are posted here. The post also includes details on how the PMR calculates as well,

Section IX – Family Feedback and Retention

This section has been updated to report both the PAT National Exit Reasons and any exit reasons you are using as well. The mapping feature that was released is now included on the APR. So if you have mapped reasons, the APR is now reporting those in the PAT National Exit Reason list. For any exit reasons that are not mapped but are assigned to a family, those will also be shown below PAT’s reasons.

Read more about Exit Reason Mapping

Sections X and XI – Parent Outcomes and Pick Two

The APR now includes parent outcomes and pick 2 reporting. These are brand new sections. We’ve included “Visit Tracker notes” to give you details of how Visit Tracker is calculating certain sections. Please contact us if you have any questions about this.

Projects Update

Here’s an update on the latest happenings and what to look forward to.

REPORTS

The APR is being updated to include Parent Outcomes and Pick 2 reporting. Additionally, we’re updating the Screening and Surveillance section, specifically the Health Review items. Read more about this update here. These updates are being released 5/15/2019 (that’s tonight!).

HIPPYUSA Quarterly Report – Families and Home Visits Report. This report is currently in development and is scheduled to be released 5/24/2019.

  • What to look forward to with this report? Validations will be built into the report along with details on the individuals being reported. You’ll be able to see who’s behind any missing numbers and export everyone into an Excel file.

PAT Record Reports are about to enter the testing phase and soon to be released the end of this month. You’ll be able to run PAT Record reports on your families or simply just view the data grouped by specific records.

MIECHV Form 2 Illinois – This report is currently in development. It’s being updated according to 18-19 requirements. Scheduled to be released by the end of May. Additionally, we’ll be working on a data tracking section inside the family tab that will summarize Form 2 data collection and allow you to see upcoming due dates. This was previously available as a report but we’re moving it to a live page within the family section. You’ll be able to set reminders from the upcoming items. More to come on this in June.

Report Updates coming soon

  • MIECHV Form 2 Colorado
  • Kansas Assessments exports (new)
  • PAT ISR

FEATURE UPDATES

Reminders – We have a lot of suggestions on how to improve Reminders. This project is currently in the initial Requirements phase and is scheduled to be developed in June

Contacts “Other” – We have a request to add more fields to the “Other” contact type. This will be in the Requirements phase in June and is scheduled to begin in July.

Duplicate entries – We’re taking a look at how to prevent duplicate entries by alerting you to new family entries that may be duplicating an already existing family. More to come on this in July and August.

These are just some main highlights of what is going on over the next couple of months. We’ll continue to post information about specific projects as they get released.

You asked…Exit Reason Mapping

Note: The mapping feature discussed here is only seen by programs that are PAT Affiliates. There has been no change to other program models and the exit reasons being used.

With the PAT Record updates, Exit Reasons needed to change listing only those reasons required by PAT National. But what about the list of reasons you created not listed as an official PAT reason? How could you continue to keep those for your own reporting needs? We had a suggestion to add a mapping feature for Main Admins in the the Exit Reasons section of Setup. (Thanks for the suggestion Tom!)

Please note that the Exit Reasons section on the APR is still being updated to report mapped reasons.

Why is Exit Reason mapping needed?

On the APR, you are required to report exited families according to the list of PAT National Exit Reasons as seen on the Family Information Record. However, if you have a specific set of reasons that are needed to report to a funder or other local/state agency, you need to continue selecting that reason when it applies. So the solution is to map your reason to the PAT National reason that it best fits into.

What to expect in reporting.

As noted above, the APR is currently being updated to report mapped reasons. This is in progress now and scheduled to be ready by May 17. In the meantime, you can begin to map reasons now.

Once the APR is updated, the Family Retention section IX will report all of your mapped reasons as the PAT National Exit Reason it is mapped to. Any reasons not mapped will also be reported in that section, if applicable, below the PAT National exit reasons list.

Reports like the Exit Summary will continue to show the exit reason you selected and not the mapped reason.

Do you have to map all, or any, of your exit reasons?

No.

The main admin for your subscription, currently, has the ability to consolidate any reason to the PAT National Exit Reason list. Consolidation will convert your reason to the PAT reason. For example, you have 10 families with the exit reason of “Aged out” and you choose to consolidate to “Aged out” to “Child(ren) aged out or graduated.”. Then all 10 of those families will be converted to “Child(ren) aged out or graduated.” and the “Aged out” reason will be removed from the list of reasons that can be selected.

If you don’t map or consolidate, you will still be able to see your reasons on the APR reported underneath PAT’s reasons. You will just have to transfer the numbers manually on your final APR submission.

Once the APR is updated, we’ll let you know so that you can see how your mapped reasons are reported on the APR.

You asked…Resource Connections

Resource Connections was updated over the weekend. Here are the updates we’ve made as a result of your requests.

Choose whether the connection shows on the PVR.

Edit the record and select “Completed” which will remove that connection from the PVR. It does not change the latest status of the connection. It’s just a selection allowing you to choose whether it’s a connection you are still working with the family on or not.

Add a progress note without adding a new status

Now when opening the connection in edit mode, choose to either add a new status or only record a progress note.

Improve the Resource Connections section on the PVR

The PVR has been updated to be PAT compliant. So recording connections will be done from the Resource Connections section of the PVR. Additionally, you can simply add a progress note without opening the entire record. You’ll notice a change to the Family Well-Being section as a result of this update. If you still want to see the complete list of connection types, the Main Admin can choose to turn those back on.

Print a family’s connections

We’ve added a printing option giving you the ability to either print the connections in the format listed on the Resource Connections page or in the PAT Record format.

PAT Compliance update

2 new status selections were added to the follow-up list

  1. Family attempted contact
  2. Family made contact

The “As of” date field will apply to each new status.

Updated tutorial:
https://help.data-keeper.com/knowledgebase.php?article=20

You asked…KS KIDS Updates, Languages, Group Connection Attendance

Over this past weekend, we released the following items you requested:

KS KIDS Exports

The exports were updated to meet the new specifications from the state. Additionally, we received a request for a program to add the Site/Fund Code filter to the exports.

New Language Selection – Creole

Creole was added to the list of languages you can select from the Primary and Secondary drop-down lists.

Group Connection Attendance – Alphabetical Order

The Group Connection Record now lists attendance in alphabetical order.

You asked…Planning Guide & PVR Preferences

In the “You asked…” series, we’ll be highlighting those suggestions we’ve added to Visit Tracker. Keep asking and we’ll keep delivering.

With all the changes and additions in Visit Tracker, we received requests about hiding and showing fields on the Planning Guide and PAT PVR. You may have already noticed a PVR section in Preferences (Main Admins). Here are some settings being released this weekend addressing your requests. View the screenshot of the Preferences section at the end.

Secondary Curriculum and Other Plan

Recently, we separated Curriculum, Secondary Curriculum and Other Plan on the Planning Guide and PVR. This was a result of requests that came in due to some issues with Parent Handouts getting overwritten. But that also resulted in a longer Planning Guide and PVR.

Beginning next week, you’ll be able to control whether the Secondary Curriculum and Other Plan fields show on the Planning Guide and PVR (see screenshot below). Set them to “No” if you do not want to see them on your Planning Guide and PVR.

Child PVR Link

On the Contacts page, the child’s name has always linked to the Child PVR which is an older PVR. Some programs may still be using this PVR. But this has also created confusion when home visitors accidentally click on the child’s name.

Now you can control whether the child’s name is a link to the PVR or not. For HIPPY, PAT Affiliates and HFA programs, the child link is already disabled in your settings. So if you are using that PVR and the link is disabled, simply have your Main Admin go into Preferences and set “Disable Child PVR Link?” to “No”. And the link will be turned on.

Screenshot

Here’s a screenshot of what this section will look like beginning Monday. The items discussed here are highlighted.

Key Points about the Multiple Guardians release

NAVIGATION

FAMILIES – Much of the navigation your used to for guardians remains the same for the family. Here are the highlights for the left sidebar:

  • Family Home – New link that takes you to an overview of the family enrollment information and a list of the guardians and children in that family.
  • Guardians & Children – This link will take you back to the Family Home page. Here you can navigate to each guardian and child. You can also add guardians and children from this page.
  • Contacts – “Add Contact” and “Contact History” have been consolidated to just “Contacts”. Add and manage contacts from the 1 page.

GUARDIANS – The Guardians tab is a list of all enrolled guardians for all active families. Selecting a guardian will take you to that guardian’s data page inside that family’s section.

CHILDREN – The navigation for the child remains pretty much the same as well. Here are the highlights:

  • Family Home – This link is above the child navigation items on the left sidebar. Will take you back to that child’s family home page. (The Guardians & Children link below Family Home does the same)
  • Child Data – takes you to the child’s data page
  • All other links remain the same

Primary Guardian designation

  • When entering a new family, the first guardian entered for the family is set as the primary guardian.
  • All existing guardians (currently in Visit Tracker before the update) will become the primary guardian
  • For existing guardians where 2 names are currently entered in the “Combined First Names” field, both will still be present as the first name of the primary guardian. Example “John and Jane” entered as Combined First Names will now be the first name for the primary guardian. Simply edit to either John or Jane according to who should be set as the primary guardian for that family.

Guardian and Child relationships

  • The relationship designation has changed to the guardian’s relationship to the child. This is to allow the relationship of each guardian enrolled in the family to be indicated for each child enrolled in the family.
  • The relationship field remains on the Child Data page. Each guardian enrolled will be listed on the child’s data page to indicate the relationship.

Page Header and Icons

Each page header has new icons that serve as action buttons or provide information about the page. Here’s an example of the Contacts page. The icons on this page are explained here:

  • When you see a “+” sign, that indicates that you can add a new item. In this case, you’ll add a new contact.
  • The “eye” indicates that there are items on this page that can be managed in the Preferences section under the main admin’s Setup.
  • The “?” indicates additional information to support your understanding of that page like a tip, definition, tutorial, etc
  • Not in this image but on some pages, you will see a “bell“. This indicates the ability to set a Reminder

Some additional quick mentions that are covered in more depth on tutorials or other support material

  • Preferences have expanded for the Main Admin. Each page that can be customized is listed in the Preferences section. Expand each page title to view all manageable items.
  • Guardian specific data items will now have a guardian selection field. All data entered in the Health Info and Assessments would be an example of where you now will indicate which guardian the entry applies to.
  • Private contacts in the Contacts page will now show as blue, red or green.
    • BLUE = no PVR has been created. Only a private contact has been scheduled.
    • RED = a PVR has been created and is saved as not complete
    • GREEN = a PVR has been created and saved as complete
  • Adjusted Age will now appear on pages such as Planning Guide, PVR, Milestones, and Screenings
  • Goals – Print each goal from the Goals page

Updates currently under development that are coming very soon!

  • PVR Preferences – Additional control over what you want to see or not see on the PVR and/or Planning Guide are coming to Preferences. One request to specifically note is the ability to turn on/off Secondary Curriculum and Other Curriculum
  • Resource Connections – We’ve had a lot of requests to improve Resource Connections both on the Resource Connections page and on the PVR. You’ll be able to update progress notes without having to update the status overall. Additionally, you’ll be able to manage which connections you want showing on the PVR and which to stop showing on the PVR.
    • And print the Resource Connections for the family in either the format shown on the connections page or in the PAT record format
  • PAT Record Reports – From the Family Home page, click on PAT Records to be able to view/print the following records – Family Intake, Family Information, Guardians Information and Child Information
  • HIPPY Quarterly Reports – The Families & Home Visits report is coming complete with data validations and features to see individuals reported as missing data.