Projects Update 6/29/2018

Here’s an update on the latest happenings and what to look forward to.

SUGGESTIONS FROM THE FIELD 

Requests that have come in through the Help Desk, email or phone calls. Keep submitting your suggestions. We’re listening. submit suggestion

  • Family Service Record is continuously being updated to report the new assessments being entered
  • Household – Siblings Age will allow you type in the additional text to indicate whether the age is in weeks, months, years

PROJECTS SCHEDULED FOR RELEASE THIS WEEKEND


STATUS HISTORY IMPROVEMENTS

  • Improvements are being made to the Enrollment and Status History for all children and guardians.
  • Tutorials will be embedded into Visit Tracker to further explain these new features and help you understand how to correct any issues.
  • Enrollment Info tutorial
  • Status History tutorial

MIECHV PRIORITY POPULATIONS

  • Yes / No / N/A choices have been added
  • N/A is the default when entering a new guardian.
  • The 3 auto-calculated fields have been updated to report based on these 3 options
  • Form 1 is updated to report based on these 3 fields. N/A = Unknown / Did not report

 

CHILD LITERACY ACTIVITIES SURVEY & PAT PVR

  • When answering the PAT PVR question “A family member read, told stories, and/or sang songs every day during the past week?”, an additional section to record the # days for each child will appear when the question is set to “Yes” or “No”.
  • When saving the PAT PVR, the # of days will be added to the child’s Literacy Activity Survey located in the Child Health Info section
  • This feature can be turned on or off from the Main Admin > Setup > Preferences section

APR ISSUES REPORTED

  • Sections II #13, X #3 and X #4 corrections will be released this weekend.

 


PROJECTS IN THE TEST PHASE – SOON TO BE RELEASED


HIPPY ASSESSMENT REPORTS

  • A new Assessment Reports section will be added to the HIPPY Reports column
  • ASQ/Bracken & PFS/PII reports are being upgraded
  • A new PICCOLO compliance report is being added
  • Additionally, there will be direct links from the Assessments Reports under the Service Reports column to assessments known to be used by HIPPY programs

PROJECTS IN DEVELOPMENT


FORM 2 CORRECTION FOR ILLINOIS

  • Issues and updates to the Form 2 IL report

PAT PVR UPDATES

  • The PAT PVR is being reordered to match the PAT Personal Visit Record
  • Additional style and feature improvements are being made as well

IMMUNIZATIONS

  • Immunizations tracking is being added as a section in the Child Health Info section
  • This is specific to Illinois and will be turned on for all Illinois programs
  • It will be added to all programs in the Setup > Preferences. The Main Admin can turn this on if desired.

ASSESSMENT PREFERENCES

  • With the growing list of Assessments, a new section is being added to Preferences in Setup allowing programs to only show those Assessments being used

“ON DECK”


These projects are ready and waiting to get started.

  • West Virginia – Updates specific to WV Programs are being added. This will help get those programs up and running for the 18-19 program year. Welcome to Visit Tracker!
  • Report updates – Reports will be updated and improved during the 3rd quarter (July – September)

IN DESIGN


  • HFA Programs – CHEERS will be added and Family Levels will be updated
  • A new program model will be added to Visit Tracker – Right From The Start. 

Projects Update 4/25/2018

Here’s an update on the latest happenings and what to look forward to.


PROJECTS RECENTLY RELEASED


Planning Guide Improvements and other items


PROJECTS IN THE TEST PHASE – SOON TO BE RELEASED


Site/Fund Code Tracking

  • History tracking is being added to Site/Fund Codes
  • There will be a history table added to the Guardian Data page just below Status History

PROJECTS IN DEVELOPMENT


On Hold Updates – With the release of history tracking recently, there have been some corrections and fine-tuning needed to make this work better for you. These changes will apply to both the guardian and child

  • Enroll Dates – An enroll date will only be assigned to a participant when they are first made Active  (new guardians/children) or when they are first made Active following an Exited status.
  • Mailing Only – There will no longer be an Enroll Date associated with Mailing only. With all statuses now, there will be Start and End Dates assigned.
  • Editing –
    • The current status will now be able to be fully edited – changed to a different status, different start date, etc
    • All statuses will be editable from the History Table. Only the current status can be fully edited
  • Deleting
    • Only the current status can be deleted from the History Table.
    • When the current status is deleted, then the next status becomes the “current status” and then becomes editable.
  • Start and End Dates will not be able to overlap.
    • Start Dates will be designated by the user
    • End Dates will be assigned to the last status as the day before the Start Date of the current status
  • When a guardian/child is in Active status, the only statuses that will be available to change to is Inactive/On Hold or Exited.

Child Health Record – This record is being added to the Child Screenings section. The original Screening Record will still be available for programs not using the longer Child Health Record form

Resource Connections

  • “Pertains to” is a field being added so that you can select who the connection is for. NOTE: Resource Connections related to the child due to a screening will still be recorded on the child’s screening record.
  • “Connection Type” is being updated
  • “Progress Notes” are being added to the Follow Up section

“ON DECK”


These projects are ready and waiting to get started.

  • Child Information Record
  • Parent Outcomes Assessments – PAPF, AAPI-2, HFPI
  • Kansas KIDS Exports

IN DESIGN


  • Family Centered Assessments – Family Map and Mid America Health Start
  • PVR Improvements – Planning Guide improvements have just been released. Improvements to the PVR will be similar. In addition, we’ll be looking to improve how the Planning Guide “feeds” information to the PVR.

Error due to double-clicking save

For those of us who learned how to use computers in the 1990’s and early 2000’s, we were always taught to ‘double-click’ when saving or opening a file. Gone are the days of needing to double click and for Visit Tracker, double-clicking can actually cause some problems.  Whenever you are saving, please be sure to click the save button just once and give the system time to process your request. If you double-click or click the save button multiple times, this may result in an error message and loss of work. To help reduce errors, please resist the urge to double-click!

 

Project Updates 2/14/2018

Here’s an update on the latest happenings and what to look forward to.


PROJECTS RECENTLY RELEASED


New guardian Assessment – Family Literacy Experience

The following projects were announced on previously posts. Here’s a recap

  • Family Intake Record – Updated fields and new fields related to the PAT Family Intake Record
  • APR Updates – Section VI #10 Milestones will be added. As we complete other PAT records, we’ll continue to update the APR. For instance, the Parent Outcomes section will be added to the APR later in the spring once we have the tools added.
  • LSP Child Scales – The child portion of the LSP is being added.
    • New Health Info Report for child services being received noted at the top of the Child Health Info section
    • showing the Guardian Site Code next to “MIECHV Target Child” on the Child’s data page
    • Adding “Both” to the HIPPY Curriculum Language selections
    • View the rest of the items here.

PROJECTS IN THE TEST PHASE – ABOUT TO BE RELEASED


Group Connections – This project will both address the new PAT Group Connection Record and HIPPY Group Meeting requirements (view tutorial)

On Hold Period – Ability to define the period of time when a family is inactive or “on hold”. Related reports will be updated such as Visit Frequency and the APR.

Child Enrollment – We’ll be adding some data quality function when enrolling a prenatal child and born child. This will be prompts and guidance on the relationship between the Enroll Date and Due Date / Birth Date.


PROJECTS IN DEVELOPMENT DURING FEBRUARY


Reminders – We’re adding the ability to set reminders. These could be general reminders or specific to guardians or children

Form 2 Updates for Illinois

Coordinated Intake updates for Home Visiting Agencies in Illinois

PAT Family Information Record


PAT DATA IN MOTION


We have reviewed the following PAT Records, identified the needed updates and are planned for development during the February and March. Updates needed related to all PAT Records are scheduled to completed by the end of March.

March

  • Guardian Information Record
  • PVR and Planning Guide improvements

April

  • Child Information Record
  • Child Health Record
  • Parent Outcome Assessments

Latest Improvements & Fixes 11/27/2017

We hope you all had a good Thanksgiving break. Here’s the latest improvements added to Visit Tracker.


REPORTS and EXPORTS

  • Child Data Export – A new column was added “# of months enrolled”
  • State ID Export – This file has been updated based on the latest requriements.

DATA FIELDS and INPUTS

  • Guardian Data – Primary and Secondary Languages – Nepali was added to the selection list
  • Guardian Data – 2nd Email Address – You can enter a 2nd email address
  • Home Visitor Data – Home Visitor ID will now display at the top of the home visitor’s data page.

PERSONAL VISIT RECORD (PVR)

  • Milestones Reviewed – You can select Yes or No manually for Milestones. If you record an Emerging or Achieved milestone, “Milestones Reviewed” will automatically change to Yes. However, you now have manual control over the Yes/No selection.

FIXES

  • Calendar – Scheduling a private contact – Children that have exited the program will no longer appear in the list of children when scheduling a private contact

UPCOMING – Here are a few items we are working on and coming soon….

  • PAT Family Synthesis Record
  • Case weight update
  • New Resource Connection and Information Shared reports

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

Resource: TeacherSherpa

If you are looking for more resources and activities for your families, I came across this website the other day – TeacherSherpa.com. The activities are free and designed by teachers.  There looks to be a ton of cool activities for the kids you are serving and their older siblings. So if you are looking for activities to take to your families, check it out. And let us know how it works out for you.

 

End of Year reporting time! Visit Tracker Web Support is here for YOU!

Many programs have begun running all their end of year reports and  Visit Tracker Web home visiting software, helps you to get those reports done faster and more accurately than counting manually.  The support team is also here to help you when you have questions or difficulties with your reports.  The PAT National Center APR (Affiliate Performance Report) is now available for programs to run.  In addition to the APR, Visit Tracker Web home visiting software, has many reports that programs can run.  Check out our Demo at Visit Tracker Web to view all the reports available!