When it comes to processing payments, we only update accounts once a week. This does includechecks and credit card payments. When a credit card payment is made, that will still need to be updated manually, so you may continue to see that you have an unpaid invoice. No need to worry, we will get that payment updated.
Since account are only updated once a week, we do have an automatic grace period that will extend the account for 2 weeks. If your payment is going to reach us 2 or more weeks after your due date, please give us a call or email and we are happy to extend the grace period for you. We understand that situations often come up and payment may not reach us in time. We are very generous with our grace periods, so please just let us know if you need more time!
Updating your Tax-Exempt status – As the admin for your program, you may see a notification regarding your exemption status. Our office is located in the state of Texas will be changing a state tax for any program that is not tax-exempt. We do know that most programs are tax–exempt, but we do need to have a record of that. As the main admin, please go to your Set Up tab and then to Profile to update your exempt status. We appreciate you working to get this updated!
If you have any questions regarding your invoice or payment, please feel free to call 1-800-523-7148 or email help@data-keeper.com
There have been several questions regarding High Needs Characteristics and the MO Invoice for programs in the state of Missouri.
To clarify, there are some differences in the High Needs definitions for PAT and DESE. DESE will count any family with one or more stress as a high needs family. PAT will count families with 2 or more as high needs. Also, DESE will count Single Parent and ESL as high needs characteristics and PAT does not. This is why these 2 characteristics are not listed in the top box under Family Experiences”, but they under the “Other Family Characteristics”.
These high needs characteristics will count towards high needs on your MO Invoice report. When you run the MO Invoice report, you will see that ESL and Single Parent are listed in the high needs sections and will count towards high needs.
On the Family Demographic Data page, the “stressors” at the listed at the top will reflect the number of DESE high needs.
The MO Invoice is the only place where these are counted towards high needs. Every other report you run in Visit Tracker will show your high needs families based on PAT definitions.
Hopefully, this will provide some clarification, but if you have any additional questions, please let us know!
The main administrator for the Visit Tracker account has access to the Visit Tracker invoice. Invoices will no longer be emailed, so please be sure to check if you have an open invoice. When an admin logins into Visit Tracker, there will be a warning at the top of the page letting you know there is an open invoice.
If your school district/organization creates Purchase Orders for payment, the admin can enter those PO numbers directly onto the invoice. There is no need to email, fax or send this PO’s directly to us.
To enter a PO, first go to the Set Up tab, and then the Invoices link on the left (only the main admin will have access to Invoices).
Once you are on the Invoices page, the top invoice will be the most recent. You can click on the Edit icon (the pencil) on the right to edit the invoice or enter a PO number. From this screen, you can also email your invoice (the envelope icon) or you can print it (the printer icon).
On the edit invoice screen, there is a field to enter the PO number and date. Be sure to save at the bottom of the page. Once the invoice has been saved, it will be updated immediately and can be printed or emailed.
Please understand that a PO is not payment, and the account will continue to show an open invoice until we have received the check. If you have a purchase order on file and you know the payment will not reach us by the due date, please email help@data-keeper.com and we will be happy to provide you with a grace period.
If you have additional questions about Visit Tracker pricing, you can visit our pricing page: https://data-keeper.com/pricing/ or email help@data-keeper.com
For many of you, July/August starts a new program year! We look forward to the 2019-2020 year and have some great 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 enter a new entry. This way, the data is clean and you know you have checked this and there haven’t been any changes.
New Year, New Goals! For each family, a new goal and new resource connection will need to be documented. If a family has a goal that they are continuing to work towards from last year, you will still need to set a new goal with the family.
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 your Preferences under the Set Up tab. Under the Preferences link, you will see different options for fields that can be turned “on” or “off”. 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 Additional Admin that may have left as well. Additional Admin can be found under the Set Up tab and then “Add’l Admin” on the left.
If you have any additional questions please let us know! We are happy to answer any questions you may have.
Early last week, many of you experienced timeouts in Visit Tracker. If the timeout was while you were in the middle of entering data such as a PVR, all your data for that PVR was lost. You will need to enter that data again.
We were able to identify the issue and get this corrected.
The problem you experienced was caused by a mistake we made when releasing a new project over the weekend. We are very sorry for the inconveniences and rework this has caused. We promise this will not happen again.
We had several questions regarding the Milestones question on the APR. We have updated our APR to include some additional calculations that we think you will find helpful. Also remember, you can click on the number to see the list of children/visits included in each number.
2 different calculations are now being offered for Milestones:
Based on the PVR – Milestones Updated or Milestones Reviewed is marked as “Yes” for every child on every PVR.
Based on Milestones Records – All children have an updated Milestones record at any point in the reporting period
VI 10 Milestones
Milestones: Did ALL (100%) parent educators review and document updates to the PAT Milestones Record for each enrolled child after visits? (Yes/No) *Note – Visit Tracker results for each will be reported as a percentage instead of a “Yes/No”.
PVR Calculations:
VI 10a # PVR marked Yes for Milestones Reviewed or Updated for every child on the PVR
VI 10b # PVR marked No for Milestones Reviewed or Updated for any child on the PVR
Percentage of PVR where Milestones are Reviewed/Updated for all children
Milestones Record Calculations:
VI 10c # Children with an updated Milestones Record in the date range. Of the children reported in II 10, Reports all children that have an Emerging or Achieved Milestone in the date range.
VI 10d # Children with no updated Milestones Record in the date range. Of the children reported in II 10, Reports all children that do not have an Emerging or Achieved Milestone in the date range.
Percentage of children with an updated Milestones Record in the date range.
Exclusion: prenatal only children.
These additional calculations are also available on the PMR.
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.
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.
All Visit Tracker Reports have different filters that can be used to get the most specific data possible.
Here are some of the filters you will see on our reports:
Date Range – When a date range is entered, the data in that date range will be displayed. You can run a report for any time frame that you would like. A year, a month or even just one day. Do you want to see data from 3 years ago? You can set your date range back several years. The Start Date of the report will default to the date that is set up by the main admin. The End Date will default to the date you are running your report.
Site Code – If your program uses Site/Fund Codes, then you can filter every report by site code. This makes reporting for multiple funders very easy. Site Codes are set up under the Main Admin Set Up. If you are using site codes, you will want to be sure that every family has a site code entered.
Home Visitor – As an admin, you will see most reports can be run by Home Visitor. By running a report by Home Visitor, you will see data that relates only to that home visitor. For some reports, this can get tricky. If a family has had more than one Home Visitor, that family may show on multiple reports, or they may only show on one report, depending on the way the report pulls the data. On some reports, you will also see Active/Inactive checkboxes. This relates to the status of the home visitor. If you have Home Visitors that have been deactivated during the year, then you will want to check to show the inactivate home visitors. If you forget to check this box, then any data from that deactivated home visitor will not show in your report.
Status– On many reports, you will see an option to display Families/Children with a specific Status. You will have the options of Active, Exited, Inactive/On Hold, Mailing, Waiting List, and Recruit. When you select a status, this will show the families that currently have that status.
Format – Some reports will have an option for you to pick a format, either HTML or CSV. The HTML format will be a PDF, and the CSV will kick your report into a spreadsheet. The CSV file makes it easy to filter and sort your data to better meet your needs.
Order by – This option will allow you to sort your report based on Family Name or Enrollment date. Different reports will have different sorting options.
Family or Child – Several reports will give you the option of running Child data or Family data. Be sure you are selecting the type of data you that you want.
PAT Related Reports – Any report that is related to Parents As Teachers reporting (APR, PMR, Visit Frequency) will look at families that are assigned to home visitors listed as a “PAT Affiliate”. This is under the Home Visitor tab and on the Home Visitor profile page.
With the recent Multiple Guardians release, we released an update to the APR according to the latest APR Requirements received from PAT National.
Child Screenings compliance is now separated into 2 parts
Developmental Screenings
Health Review which includes vision, hearing and health
Here’s how the updates APR is calculating the screenings section:
Health Reviews
The Visit Tracker APR is looking for a completed Child Health Record in the report date range (Form completion date is in date range) within the time frame specified by the child’s enrollment details.
Developmental Screening
The Visit Tracker APR is looking for a completed Developmental screening in the report date range. This means that there is a Screening record in the date range where Developmental is marked as complete. The time frame is specified by the child’s enrollment details.
But what about the original Screening Record?
We are updating the APR to include both the original Screening Records and the new PAT Health Record. Here’s how the APR will count screenings (scheduled release is May 17).
Health Reviews
Based on the time frame specified by the child’s enrollment details, the APR will look for the completion date of the PAT Health Record OR the completion date for Health, Vision and Hearing from the Screening Record(s) where Health, Vision and Hearing are marked as completed “Yes”.
NOTE – Health, Vision and Hearing do not have to all be on 1 Screening Record.
Developmental Screening
No updates are needed.
PERFORMANCE MEASURES REPORT
The PMR calculates based on APR items. Here’s a table indicating how the PMR calculates performance. The numbers under Numerator and Denominator indicate which APR items are being used.
