Category Archives: News from Support

APR Milestones Updates

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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:

  1. Based on the PVR – Milestones Updated or Milestones Reviewed is marked as “Yes” for every child on every PVR.
  2. 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.

Frequently Asked Questions about the APR Report

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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.


Understanding Report Filters

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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.


Screenings, PAT Health Record, APR, and PMR, Oh My!

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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

  1. Developmental Screenings
  2. 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.

Indicators of performanceNumeratorDenominator
NewFCAIII 2a + III 3III 2 + III 3
ComFCAIII 1 + III 3II 1 – II 2a + III 3
GoalsIII 6II 1
VisitFreq1IV 1II 4a + II 4b
VisitFreq2IV 2II 4c + II 4d + II 4e
Initial Health ReviewVI 3a + VI 4a + VI 5bVI 3 + VI 4 + VI 5b
Annual Health ReviewVI 1aVI 1
Initial Dev ScreeningVI 2a + VI 5aVI 2 + VI 5a
Annual Dev ScreeningVI 1bVI 1
MilestonesVI 10N/A
ResourcesVII 1II 1

We apologize for any confusion.

Waiting too long for report downloads?

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Last week there were several times where a large number of reports were requested at nearly the same time. When this happens, the reports are put into a queue in the order in which they were requested. This resulted in reports taking up to – in some cases – 5 hours to process and deliver.

We’re aware of this issue and apologize for the delays you are experiencing.  We are actively working on a solution to decrease your waiting times for your reports.

Thank you for your patience

Would you like a sneak peek​?

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We are offering 2 free webinars to give you a sneak peek of the new Visit Tracker set up with multiple guardians. Each webinar will last about 30 minutes and will be limited to 25 people, so please only register one person per site and share a computer to view. If you would like to register, please send an email to help@data-keeper.com. Include your name, program name, and webinar date you would like to attend. You will be sent a confirmation and link to view the webinar.

Webinar dates:

4/03/19 at 1:00 CST

4/10/19 at 2:00 CST

Wouldn’t it be nice?

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When you are working in Visit Tracker have you ever thought to yourself “wouldn’t it be nice if Visit Tracker could do …… “? We want to hear from you!  We are dedicated to making Visit Tracker YOUR data collection system. Let us know what features would make this system work best for YOU!

When you have an idea or suggestion, first click on the Support tab in Visit Tracker and then click “Submit a Ticket”. You can also click here for the Support page. Select “Suggestion” and let us know what you think!  We will do our best to evaluate all suggestions that come into us.

We look forward to hearing from you!

Blank Forms needed for PAT QEIP

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For those programs that are going through the Quality Endorsement and Improvement Process (QEIP) for PAT, you may be asked to provide examples of blank forms you are using to collect data.  To support you through the process, we have those forms ready for you to print.

Visit our Support page to view and print the blank documents for your QEIP review here.

For more information regarding quality endorsement, you can visit the PAT website.

If there are any additional documents you need, please let us know!  You can email help@data-keeper.com for those requests.

 

 

How to make Site Code changes

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Review the Site Code History at the bottom of the guardian data page. If you see incorrect data, you can edit the history to make changes.

As an example, a family may have “No  Code” listed as the site code with a start date of 6/28/18. The Guardian has an enrollment date of 2/28/18.  The home visitor would like to add a specific site code that began at enrollment.

To make changes to a site code, click the “edit” icon on the right-hand side and this will open the edit screen.

Make the necessary changes to the site code and/or date.

Don’t forget to click Save!

Once changes have been saved, you will see the updates right away in the site code history.

The correct site code has now been entered and the start date matched the enrollment date.

 

An incorrect Site Code can also be deleted if it was entered in error.  Simply click the Trash can icon to delete a site code.

 

2019 Subscription Price Increase

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Effective 4/1/2019, 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 4/1/19.
If you would like to prepay or have questions about it, click on the following link and complete the form with subject “Prepay”.