TUTORIAL: Resource Connections for Child Screenings

TUTORIAL – Resource Connections for Child Screenings (link to Knowledgebase article)


RECORDING A RESOURCE CONNECTION FOR A CHILD SCREENING


From the child’s Screenings page, there is a list of all screenings conducted. In this example, the latest screening is an ASQ-3 conducted on 10/1/2017. There is a Developmental Delay indicated but no referral made.

To record a referral for this screening, click on the “edit” icon to open the screening record.

NOTE: It’s important to note that when recording a Resource Connection for a child’s screening, you need to record the connection on the record where the delay is indicated. And the connection should be directly related to the delay indicated on that screening

TIP: Although you can record all screenings on 1 record, you may want to consider recording screenings on separate records especially in cases where the child may have a delay for more than 1 screening.


RESOURCE CONNECTION SECTION ON THE SCREENING RECORD


The Resource Connection section is located at the bottom of each Screening record. The section defaults to “No” for “Was a resource connection made as a result of a concern found during this screening?”

So step 1 is to change the answer to “Yes” and check each type of screening on that record that relates to the resource connection. In this example, this is a developmental screening where a delay was found.

Next, indicate the date you made the referral, to what agency and the reason. There are 3 possible entries as to where you are making the referral in case you are making more than 1 referral for various screening delays.

After saving the Resource Connection entry, the record will close returning you to the Screenings page. The green bar indicates that your information was saved and the record is updated.

You’ll notice that under the Referral column on the Screenings page, the “Ref” shows “Y”. The next step will be to record a follow up.


RECORDING A FOLLOW UP


To record a follow up, return to the Screening record by clicking on the “edit” icon.

Scroll to the bottom of the record where you will find your referral information and enter the follow up information.

In this example, you followed up with the family about this referral on 10/30/2017.

  • Enter the date you followed up
  • Did the family receive services? Click on the drop-down and select the family’s answer. Shown below are the various responses that can be recorded. In this example, the response is “No – waitlist”

Anytime you are selecting a “No” response, there is no more data to enter.

However when selecting “Yes, received services”, more fields will open up for you to complete referral entry.

  • Date Family first received services – The date you are following up with the family is most likely after the the family actually received services.
  • Services received related to Developmental Screening – This field will only show if the referral relates to a Developmental screening and “Developmental” is checked. The 3 selections allow you to indicate more detail as to what additional services the family is receiving. These choices relate specifically to MIECHV Form 2 reporting.


REPORTS


The reports that specifically relate to Screenings and related Resource Connections are:

  • Service Reports > Screening
  • Admin / State / National
    • MIECHV Form 2 Colorado
    • MIECHV Form 2 Illinois (new)
    • MIECHV Form 2 Data Tracking IL

This a screenshot of the Reports section for all program models other than HIPPY.

This a screenshot of the Reports section for all HIPPY programs.

Tutorial: Resource Connections

RECORDING A RESOURCE CONNECTION 

(download a pdf version of this post from our Knowledgebase article.)

Note: Resource Connections recorded as a result of a child screening are recorded directly on the Child Screening record. Not in the guardian tab as demonstrated here.


RECORDING A RESOURCE CONNECTION FROM THE GUARDIAN TAB


The “Resource Connection” section is located in the Guardian tab in the left navigation bar

  • When you click on Resource Connection, you are brought to the page where you can
    • Record a new Resource Connection
    • View and record a Follow Up for previously recorded Connections


RECORDING A RESOURCE CONNECTION FROM THE PVR


Resource Connections can also be recorded from the Family Well-Being section on the Personal Visit Record (PVR)

  • Select “CR” for the Category that fits the reason you are making a referral
  • A pop-up window will open where you record a new Resource Connection. Click “Create” to save.
  • You can refer to the Resource Connection section in the Guardian tab to review and record a follow up to this connection

 


RECORDING A FOLLOW UP TO A RESOURCE CONNECTION


To record a follow up to a Resource Connection

  • Go to the Resource Connection section in the Guardian tab
  • Click on the Edit icon for the Connection you want to record a Follow Up for

  • The “Modify Resource Connection” page opens up. You can edit the Connection or record a Follow Up
  • Click “+Add Connection Follow UP”
  • Enter the date you followed up with the Family.
  • Select from a list of responses to the question “Did family receive services as a result of this connection?”
    • There are 2 screenshots showing a “No” response and a “Yes” response
    • When recording a “Yes” response, a date field also opens up for you to record when the family received services
  • Finally, you’ll notice that there is a Follow Up History section. Each time you follow up with the family regarding a specific Resource Connection, record those here. Each follow up is saved in the history table

NEW REPORT: MIECHV Form 2 Data Tracking IL

A new report has been released today – MIECHV Form 2 Data Tracking IL report. This report is designed to assist the programs and home visitors to keep track of their MIECHV Benchmark (Form 2) data collection. This report is specifically designed based on Illinois’ benchmark reporting plan but may be a useful for programs outside Illinois.

REPORT SUMMARY

  • Purpose – Provide home visitors and admins a way to track data entered and be aware of upcoming deadlines for each family being served
  • Content – 2 parts to this report for each family member enrolled
    • Data Collection Summary – This section will summarize the data collected for each individual that relates to the benchmark requirements
    • Data Collection Schedule – This section will display the dates when collection is due, the dates when the data was entered, and indicate whether that item complies with the requirements

UNDERSTANDING THE REPORT

REPORT FILTERS


Reporting Period 

  • This filter will allow you to select the reporting year that you want to review for each family.
  • The start and end dates will always be 10/1 – 9/30 to line up with federal reporting requirements
  • Currently, 2016-2017 is the only selection. On 10/1/2017, 2017-2018 will be added to the selection list.
  • Data Collection Summary – not all items in the summary are dependent on this filter. For example if guardian was enrolled 10/1/2015, the Summary will display enrollment entries from when the guardian was first enrolled such as tobacco use. But other items such as Home Visits, Health Insurance Continuity, and Child Emergency Room will reflect data collected within the reporting period.
  • Data Collection Schedule – The Date Range (explained next) will work along with Reporting Period. Only items with due dates that fall within the reporting period will show.

Date Range

  • This filter allows you to filter the Collection Schedule.
  • Only the items that have due dates that fall inside the date range, OR are prior to the start date of the date range, will show on the report for the guardian and child(ren).
  • This filter allows you to reduce how many items you want to look at in the schedule. You may choose a date range that falls before and after the date of your next home visit to help you prepare for that visit. NOTE – Don’t select too small a date range. You may want to set the end date of the range to be a month or so after the home visit just in case there are due dates that fall in between visits.

Home Visitor

  • If you are a home visitor logged in, you will only see your name.
  • For program admins, you will be able to select the home visitor you want to review.
    • Click “Inactive” to include the names of any home visitors that were deactivated but may have been serving families during the reporting period you are viewing

Guardians

  • Only the guardians that have a child assigned to the home visitor selected in the Home Visitor filter will be shown in the drop-down list
  • The Guardians list will default to only showing the guardians whose current Status = Active
  • Click “All” to also include the guardians whose Status is other than Active
  • For the guardian selected, the report will show the guardian and all children enrolled under that guardian

 

DATA COLLECTION SUMMARY & SCHEDULE 


The Summary section is going to display the data entered that relates to your required Form 2 (benchmark) reporting.

“No Data” – This will display if there is no entry recorded OR, in the case of the screenings, the date the screening was conducted is out of compliance as seen in the Data Collection Schedule for this report illustrated.

In the HOME VISITS IN REPORTING PERIOD, the information displayed is only for the reporting period selected in the filters. Click on the number for “# PVR with behavior questions unanswered” to get an excel file listing the visit records.

The HEALTH INSURANCE CONTINUITY section is not going to be seen in the Collection Schedule but will show the quarter schedule for collection requirements in the Summary section. This will also be similar to how Well Child and Child Medical Visits work in the Summary section for the child.

Here’s an example of the Child section for this report. There are many more items to specifically pay attention to with Well Child Visits and Developmental Screenings having very specific requirements and age ranges for collection.

This a complex report with many moving parts. It’s also not like any other report in Visit Tracker. As you become familiar with it, let us know how well it is working. If you see anything that doesn’t make sense or data not reporting as expected, tell us. It’s important – as everything we do – that it’s valuable to your work and makes things a little easier.