Family Enrollment Status

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!

Adding a Virtual Visit

Due to current events, your organization may decide to implement Virtual Visits. Before you do this, please be sure to check with your Curriculum National Center for guidance.

We have just added the option to selectVideo Conference” or  “Telecommunication on the PVR.

Currently, there are two places where you can document a “Virtual Visit”.

First, when you add your “Private” contact, you can add “virtual visit” or more specific information to the location.

Second, on the PVR, you can now select “Video Conference” or “Telecommunication”.

Once the location has been added, you can then document the rest of your visit on the PVR.

If you have additional questions about this, please let us know!

Stay safe everyone!

New Screening page

Here are a few frequently asked questions regarding the new screening page.

How does a screening get marked as “Completed”? This is a large part of the reason for the update.  The system can now tell when all 5 components are completed and will go off the dates of the screenings rather than one button. For a screening to be considered completed, there will need to be a Development, Social Emotional, Health, Hearing and Vision screening. Each screening needs to be dated and marked as completed for the program year.

Health, Hearing and Vision Screens – The best way to enter the Health, Hearing an Vision screenings, is to do that from the PAT Health Record.  You don’t have to fill out the entire form. You can just put in a Form Completion Date (at the top of the record) and that will auto-populate the date for the Health, Hearing and Vision.  If there is a concern or referral, be sure to open that section of the record and get that entered. 

Screening Reports – There are now 2 different types of reports under the Screening Reports. You can run a Screening Report or a Screening Review. The Screening Review will have similar filters to the old screening report. For example, Show Active Children without a Completed Screening. These reports are also now available in HTML or CSV formats. The CSV will kick your data into an Excel Spreadsheet. This will make it easier to filter and sort your data.

We are continuing to make improvements as we receive your feedback. Please let us know if you have any questions or suggestions! Thank you for your patience as we work to get updates made.

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

Screening Consolidation

Screening page update is coming soon! We are excited about the upcoming change to the screening page and want to be sure you’re ready!

Any admin that has access to the Screenings under the Set Up options, needs to be sure that your “National” type screenings have been consolidated correctly. If you are an admin with Set Up options, please take a look at your screening types.

Go to the Set Up tab and then to Screen Types/Instr on the left. Here, you will have National types and User-Defined Types. The User-Defined types are any screening that the admin has added. You will see options to Show, Consolidate, Edit and some cases, Delete. You can only delete screening types that have never been selected. We would suggest you delete any screening type that your organization has never used. You also want to show only the screenings your organization currently uses.

In your User Defined types, you may see some overlap with your National types. This is where you will want to Consolidate. For example, you may have a version of the Ages and Stages Questionnaire in your user-defined types. You will want to consolidate that user-defined ASQ with the National ASQ. By consolidating, this will list the ASQ one time. It will also convert any screening under a child that has your User Defined ASQ, to the National ASQ. Not only will this clean up your data, but it will also ensure that your ASQ screenings are being counted on your PAT reports. Only National Types are counted on the reports.

Here’s how to consolidate. Go to the Set Up tab and then to Screen Types/Instr on the left. Under the User-Defined Types, click on the Consolidate link for the screening. A box will open asking you which screening you want to consolidate. Select the National Screening type under “New Type” and then “Save”.

Once you have saved, the old screening type will no longer be in your User-Defined list. Any child screening will now have the National type under their Screening History.

If you have questions about the consolidation of screenings, please let us know! We are happy to walk you through the process.

Look for the New Screening page coming soon!

Processing Invoices and Payment. Updating Tax-Exempt Status

When it comes to processing payments, we only update accounts once a week. This does include checks 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 taxexempt, 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

MO Invoice and High Needs

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!

Visit Tracker Invoices and Purchase Orders

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.

Please note price changes that went into effect April 1, 2019.  Please visit our pricing page:  https://data-keeper.com/pricing/

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.

You can also pay your invoice with a credit card online: https://data-keeper.com/pay.html

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

Happy New Year!

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.

We wish you a successful 2019-2020 program year!