Staff new to Visit Tracker? Here’s how to get started!

Do you have new staff ready to start using Visit Tracker? Have them start with the Support tab. From the Help Desk, you can view new features releases, get the Knowlegebase or you can always just “Ask a question”!

To view tutorials, click “Open Knowledgebase”.

We would suggest new staff start here. The Knowledgebase, is set up with Home Visitor tutorials, Admin Tutorials, Coordinated Intake, How to Videos, manuals and more!

Home Visitor and Admin Tutorials will give all the basic information to get started. Home Visitor Tutorials include adding a new family/child, how to enter a home visit and complete a visit record. Screenings, goals, assessments and so much more are all here and include step by step directions to get your data entered. Admin Tutorials include information to get your account set up, getting home visitors entered, custom set up options and more!

If you can’t find exactly what you are looking for, you can also use the “Search” feature. Type in key words and related articles will show for you.

Another easy way to get questions answered is to use the “Submit a Ticket” feature.

If you have a question about a specific family/child, we ask that you include the Visit Tracker ID number (not their name!) so we can properly investigate. For any question you may have, please provide specific details. We will do our very best to solve and answer your questions!

New Program Year Set Up!

For many of you, July/August starts a new program year! We are looking forward to the 2021-2022 year and have some exciting new features on the horizon! As you move into the new program year, here are a few reminders of items you may want to take a look at!

Exit any Family that is no longer receiving service. It’s important to keep your active list clean and only show families that are still active in your program. Just a reminder, if you exit a Family, all guardians and children will also be exited. If you exit a child, then only that child will be exited. The family, guardians and any siblings will remain active. If you have families that are receiving partial services (maybe they are just attending groups, or the child just is getting a screening), there are other Status options for those families. You will still need to exit them, but then they can be moved to “Recruit” or “Mailing Only”. If you have additional questions about how to use these other options, please let us know! 

Check each Family’s Demographics page. You will want to update any Stressors that have changed. Also, be sure to update the Income History, Education History, etc. Even if the information hasn’t changed, we recommend that you add a new entry. This way, the data is clean and you know you have checked this and there haven’t been any changes.

Set your Reminders so you don’t forget! Use the reminders feature to set all your deadlines now, so you don’t miss one later! You can enter reminders for Assessments, Child Screenings, etc. If you have questions about using the reminders feature, check out the tutorial here.

MAIN ADMIN – Check the Settings under the Set Up tab.  Go to the Set Up tab and check all your settings. This list has changed, and as we continue to make Visit Tracker more customizable to your program’s needs, this list will continue to be updated. You will want to show only the fields that you need for your program. You can turn the others off.

MAIN ADMIN – Update your Program Year Start Date. This can be updated on the top of the Reports page. This will set the default start date for reports and will help to reduce reporting errors.

MAIN ADMIN – Check your Users! Has someone left your organization? Be sure to either Deactivate or Disable their login under the Home Visitor tab. Also, look for any Helper Admin that may have left as well. A list of active users can be found under the Set Up tab and then “User Management” on the left.

If you have any additional questions please let us know! We are happy to answer any questions you may have.

We wish you a successful 2021-2022 program year!

Tips for completing your APR

Happy APR season!  Our goal is to make submitting your APR easy and painless! Here are a few frequently asked questions about the APR. If you have any additional questions about your APR, please feel free to contact us. You can email help@data-keeper.com, call 1-800-532-7148 or submit a ticket under the Support tab.

How do I know what families or children are being counted on my APR?

Anywhere you see a blue number on your APR, you can click the number to see who is counted in that question. Click the number and a pop up will open with the list of Guardians/Children.

Why is the number of families and children so low?

Check to make sure all of your home visitors are listed as PAT Affiliated. Only those home visitors that are designated as Affiliates will count on your PAT report. Go to the Home Visitor tab and select a home visitor in the dropdown list. Make sure the dropdown option is set to “PAT Affiliate Home Visitor”.

There are children being counted on my APR that have been exited for several years. Why are they being counted?

Check the Contacts for the Child. When adding a contact, exited children will show on the list. If the home visitor accidentally added an exited child to a contact, that child will count on the APR. Any child with a contact in the date range will be counted. To fix this, pull up the Contact History for the Family and click the “pencil” icon on the right side of the contact. You can unselect the exited child. 

There are families that we have been seeing for a long time that are showing up as newly enrolled. Why is this, they are not new?

Check the status history of the family. We have seen situations where a home visitor may have forgotten to enter some data so they will reactivate the family. Once they have entered the data, they exit the family again. By re-enrolling the family, this will cause the family to look as though they are newly enrolled. Visit Tracker will look at the last enrollment date. The last Exit and Active status can be deleted to take the family to the original exit status. * In the future, when you need to reactivate a family or child, just delete the Active status from the Enrollment History table, instead of exiting again. This will just take the family back to the previous status.

You asked… Exit Summary updates and more

Here are the latest updates based on your suggestions.

Child Exit Summary Report

The number of group events the child has attended is now reported

Child Service/Exit Record

Resource Connections and Goals for the child are summarized and included on this report.

West Virginia – Behavior Question

When the behavior question is updated on the PVR, the checkbox on the private contact will also be updated as checked.

User Management

Main Admin – Did you know that under User Managment, you have the ability to grant 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.

To grant Admin privileges, click on the “+” icon to the right of the home visitor.
Check the box “Full Access – Data Entry” and click Save.

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.

To allow user to create Supervision Records, check both Supervision under Record Management and General Set Up.
To prevent the user from Deleting Families, Guardians or Children or any contacts, check the Disable Deletion check boxes.

Setup – Certain users can now be granted the ability to manage sections under SET UP. 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

Reports – What does CSV mean?

We have been adding the option of running reports as a CSV. CSV will export your report into a spreadsheet. The advantage of working with the spreadsheet, is that you can easily manipulate the data by filtering or sorting by different columns.

If you are unfamiliar with how to filter and sort a spreadsheet, here is a quick and easy tutorial.

Filtering – Filtering data in a spreadsheet is simple. This allows you to focus on specific spreadsheet entries.

Sorting – Sorting your spreadsheet allows you to easily reorder your data. Sort by date, number, alphabetic order and more. The most common type of sorting is alphabetical or numeraic ordering, which you can do in ascending or descending order.

To Filter data:

Click on the row with your headers.  To do this, click on the row number on the far-left side. *This step is important to filter and sort the entire spreadsheet. If you only select one column, only the data in that column is filtered/sorted.

Click the Data tab and then the Filter command. Drop-down arrows will appear beside each column heading.

Click the drop-down arrow next to the heading you would like to filter.

For example, if you would like to filter families to only show Active families, click the drop-down arrow next to Status.

Uncheck Select All.

Choose “A” for Active.

To Sort data:

Follow the same steps outlined above. When you open the filter option, select to Sort in either Ascending or Descending order.

For example, you can sort in descending order by Family Last name by clicking the drop-down next to FamilyName.

Then select Descending.

CHALLENGE!

Practice! Export one report to a csv file!

Use the Sort command to sort data alphabetically.

Use the Sort command to sort a date column (such as the Enrollment Date or DOB) numerically from smallest to largest.

Practice using the Filter command to filter by status.

Where to find the DIAL-4

The DIAL-4 is listed under the “Developmental / Social Emotional” category type, since that screening tool includes both the Development and Social Emotional components. 

Take a look and let us know if you have additional questions!
Thank you

3 ways to avoid a CATASTROPHE in Visit Tracker

There are a few “no-no’s” when using any online database. Here are a few that may help you to avoid the frustrations of having to re-enter your data.

  1. Be sure that the PVR is only open ONE time! When you are adding a PVR, it is easy to open that PVR more than one time. The PVR will open in a new tab. Before you begin working on your PVR, please check your tabs to make sure there is only one PVR open. If you have multiple tabs open, when you go to save, you could potentially over ride your written, completed PVR with a blank one. You don’t want this to happen! We have no way to restore the PVR for you. Always double check your open tabs!
  2. Log out and close your tabs when you leave your computer! It’s easy to simply walk away from your computer without logged out. If you haven’t logged out, when you come back to your computer, you may see your open Visit Tracker and just begin working again. You could be filling out data on a page that is no longer active because of an auto time out. Visit Tracker will log you off if it is idle for too long. Your work will not be saved and you will have to enter that information again. Not to mention, you have sensitive family information in Visit Tracker. To protect that family information, you should log out whenever you are not actively working.
  3. Don’t use the BACK button in Visit Tracker! When you use the back button, this will cause you to lose the information you just entered. By using the back button, this takes you back to the page before your data was saved. It is always best to close the tab and use the menu options to go from one page to another. *Quick tip – if you see the family/child name in blue, this will take you to the guardian/child data page. This may help you to better navigate Visit Tracker.

Please let us know if you have additional questions or any concerns. We are happy to answer any questions you may have!

Frequently Asked Questions about the APR

It’s APR season!  Our goal is to make submitting your APR easy and painless! Here are a few frequently asked questions about the APR. If you have any additional questions about your APR, please feel free to contact us. You can submit a ticket under the Support tab, email help@data-keeper.com, or call 1-800-532-7148.

How do I know what families or children are being counted on my APR?

  • Anywhere you see a blue number on your APR, you can click the number to see who is counted in that question. Click the number and a pop up will open with the list of Guardians/Children.

Why is the number of families and children so low?

  • Check to make sure all of your home visitors are listed as PAT Affiliated. Only those home visitors that are designated as Affiliates will count on your PAT report. Go to the Home Visitor tab and select a home visitor in the dropdown list. Make sure the dropdown option is set to “PAT Affiliate Home Visitor”.

There are children being counted on my APR that have been exited for several years. Why are they being counted?

  • Check the Contacts for the Child. When adding a contact, exited children will show on the list. If the home visitor accidentally added an exited child to a contact, that child will count on the APR. Any child with a contact in the date range will be counted. To fix this, pull up the Contact History for the Family and click the “pencil” icon on the right side of the contact. You can unselect the exited child. 

There are families that we have been seeing for a long time that are showing up as newly enrolled. Why is this, they are not new?

  • Check the status history of the family. We have seen situations where a home visitor may have forgotten to enter some data so they will reactivate the family. Once they have entered the data, they exit the family again. By re-enrolling the family, this will cause the family to look as though they are newly enrolled. Visit Tracker will look at the last enrollment date. The last Exit and Active status can be deleted to take the family to the original exit status. * In the future, when you need to reactivate a family or child, just delete the Active status from the Enrollment History table, instead of exiting again. This will just take the family back to the previous status.

Our Annual Health Review is really low.  I know that Home Visitors are checking off that the Health Review has been completed in the screening section.

  • The Hearing and Vision are part of the health screening and do need to be completed as well.  So for the Health Screening to be counted as completed, the Health, Hearing and Vision section of the screening needs to be marked as completed.

How are Immunizations counted on the APR?

  • The immunization field from the Health Record and Screening will auto-populate to the Child Data page (unless the date on the child data page is more recent, then it will leave the most recent date). This will be the date that is used. For the APR, it is specific to children 19-35 months of age at the end of the date range or at the time of exit. So you will also need to look at any children that were exited while in that age range.

Highlight: Reminder Rules

You may already be familiar with Reminders that can be created for a family, child or in general. Reminders are available to set for all users. But Reminder Rules are automatic reminders that be set by the Main Admin under the Setup > Reminders section.

Reminder Rules can be created based on model compliance, funder requirements, etc. Here’s a few ideas:

  • Model Compliance – Initial and Annual assessments or screenings
  • MIECHV Developmental Screening schedule
  • Well child visit schedule

Here’s a brief video giving you an overview of how Reminder Rules might be helpful for your program.