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.
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 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
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.
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.
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.
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!
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.
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!
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 firstname.lastname@example.org, 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.
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.
Since the Screening update in February, there are been some questions in regards to how screenings are counted on the APR. Here are some frequently asked questions regarding screenings and the APR.
Question: On the Screening page-why do we have Health screening listed along with the PAT Health Record. The Health asks if the Health Record is complete and for the immunizations updates which also is in the PAT Health Record. So why do we need both? Answer: Either one is ok to fill out. If you are all doing the PAT Health Record, then the admin, can “turn off” the independent Health Record, and then only the PAT Health record will show. We have both because not all programs are filling out the PAT record.
Question: Under the “Add Screenings”, we have Developmental and Social-Emotional, then there’s a Dev/Social Emo that are together. Is there a reason that we would choose the combo vs. the individual screenings? Answer: There are a few screening tools (such as the DIAL, PEDS and the Brigance) where the tool includes both the Development and Social-Emotional components. If you are using the ASQ, then the ASQ and the ASQ-SE need to be entered separately since each screening is it’s own tool.
Question: In the 1st table, it has 5 rows listed, is the Hearing and Vision based on the Hearing and Vision Review in the PAT Health Record or when we select Hearing and Vision independently? Answer: The dates that show in the first table will show the most recent screening entered. This could be from either the PAT Health record, or an individual hearing or vision screening were entered.
Question: When we add a Vision Screening, a tool is not listed and it says to add in the set up section? Answer: As the admin, go to the Set Up tab and then to “Screen Type/Inst”. Under the User Defined types, you can enter the Vision tool by clicking on the “+” icon in the upper right corner of the page.
Question: My question is regarding the screenings listed on the Screening page and where the APR is pulling information from. Answer: The APR will pull the first date the screening was “completed”. For Development to be completed, both Development and Social–Emotional need to be entered and completed. For Health, Health, Hearing and Vision need to be entered and completed. This can come from the PAT Health Record, or each individual screening.
We often get questions regarding mistakes made to the Family Enrollment status. Either a family is accidentally exited, or maybe a family needs to be reactivated to add some missed data. To resolve these issues, you can often delete the status that was added.
For example, if you exited a family accidentally, you can just delete that Exit status from the Family Enrollment History. That will take the family back to the Active Status. If you reactivated them, delete both the top active status and the exit status. Click on the Family Home link on the left and scroll to the bottom of the page to the Family Enrollment History. You will see the “delete” icon on the right-hand side.
As you can see, if you reactivate the family, this adds a new enrollment date. This will cause errors with your reports.
The same would be true if you have an exited family and forgot to enter some data, such as an Assessment. You will have to reactivate the family and the child to enter this data (click here to learn how to reactivate a family). Once the family/child is active, you can enter the data that was missed. Be sure to double-check your dates! Once the data has been entered, you can delete the Active status to take the family back to the original Exited status. Click on the Family Home link on the left and scroll to the bottom of the page to the Family Enrollment History. You will see the “delete” icon on the right-hand side. Do not create a new status and exit the family again!
Keep in mind, if you made changes to the Family/Guardian, you will want to check the child or children associated with the family to make sure their status are still correct.
If you have any questions regarding Family Enrollment status, please let us know! We are happy to help!