You asked… Reminders Improvements

Last night, Reminders was updated based on input we’ve received from the field. Here’s a summary of those updates:

  • Reminders assigned to home visitors can be managed by other users that have permission to mange Reminder records (see User Permissions).
  • Labels can be assigned to Reminders. The labels can added and managed from the Reminders page in the Setup section. Labels can then be assigned to Reminders in order for additional grouping and organizing of the Reminders from the pages that are displaying Reminders.
  • Family Reminders – A new Reminders page has been added to the Family and Child links. This page will show all Reminders assigned to the family and children
  • Calendar viewing options have been added for all users. Users can now select which events they want to view on the calendar and specify which home visitors (Admins). These viewing options have been added to the left sidebar on the Calendar page.

Let us know if you have any questions.

You asked… “Other” Contacts

Over the weekend, we released an update to Contacts based on requests we’ve received from you. Here’s a summary of that update.

New Contact Type

  • Text – When adding new contacts, “Text” will be an option in the drop-down menu.

“Other” Contacts

You’ll now be able to better specify what “Other” is and run a report on these “other” contacts!

  • When selecting “Other” as the Contact Type, you’ll get an Other specify field
  • Main Admins can manage the Other specify selection list from the Setup section. Contacts has been added to the list of Setup options. It’s the next link under Preferences.
  • New “Other Contacts” report. Select the Service Counts report. Other Contacts is below the Service Counts filters.

New Family Contacts Export

  • A new export – Family Contacts – has been added to the Data Exports list.
  • Data Exports are available to all admins from the home page.

You asked… MO Invoice Update

We recently updated the MO Invoice sections II and III based on a request we received from the MO DESE office. Included in that update was a request we received from the field to have the Child Screenings section updated with pop-links.

Here’s a summary of all the updates.

Section II – Child Screenings

  • Social-Emotional specific screenings and delays were added to the list.
  • Each number reported in this section is also a pop-up link listing the children included in that number.

Section III – High Needs

  • This section was updated to be alphabetical and be the same text as MO DESE.
  • There was no change in calculations.

You asked… More print options!

Over the weekend, we released a package focused on several requests we’ve received regarding more print options and an additional request about entering medical visits.

Here’s a summary of what we released.

PRINT OPTIONS

  • Goals/Plans – You can now print the Goals Overview table. Click on the print button in the page’s header bar. Select the date range to get a print version of the Goals Overview table for that time period.
  • Contacts – You can now print each individual contact from the Contacts page. AND you can also choose to print the Contacts history table from the print button in the header bar.
  • Resource Connections – Individual Resource Connections can now be printed complete with follow-ups and progress notes.
  • Group Connections – On the Group Connections page, we’ve updated your print options when clicking on the print button. Now you can choose to print the plan by itself or the complete record.

GUARDIAN AND CHILD MEDICAL VISITS

When recording medical visits, you can now record more than 1 medical visit for the same date.

You asked… PAT ISR Report

We received a request a while back to update the PAT ISR Report for PAT Approved User programs. We finally have been able to update and release the report this week.

The PAT ISR is updated according to PAT National’s 2018-2019 requirements. This report is available in the Admin / State / National reports column.

Thank you very much, Jamestown for your request and for your patience.

You asked… Exit Summary Report

With the updates to Enrollment History and Statuses, we received a request recently to have the Exit Summary report be updated on how it reports the various enrollment periods. Here’s a summary of the updates.

The Exit Summary will now sum up all enrollment periods and report on the latest enrollment period.

  • Total months enrolled (all enrollment periods) – New column. If a family has more than 1 Active/Exited period, this column will sum up the total # of months within each.
  • Total private visits (all enrollment periods) – New column. This column sums up all private contacts within each enrollment period.
  • # Months enrolled (latest enrollment) – Updated column. Reports the total number of months enrolled in the latest enrollment period.
  • Total private visits – Since latest enroll date – Updated column. Reports the total number of private visits in the latest enrollment period.
  • Total Private Visits – This Date Range – Updated column. This column will report the number of private visits in the date range for all enrollment periods within the date range. So if for some reason a family exits, enrolls and exits again in the date range, this column will sum up all visits in the date range between each active/exited status.

This report is also now available in both HTML and CSV (excel) formats.

You asked… HUSA Quarterly Report

We’ve made a couple updates specifically for the HIPPY programs.

HUSA Quarterly Reports > HUSA Families & Home Visits

This report can now be accessed under HUSA Quarterly Reports located in the Reports > HIPPY Reports column. HIPPY USA validations have been added to this report. We’ve also included pop-ups for Unknown and No Data numbers to show you the list of those guardians or children reported in that number. You can also export the families (primary guardians) and children into an excel spreadsheet so that you can get a detail list of everyone reported along with their data used for the report.

Note: The Staff & Training report will be coming later this year.

ALSO for HIPPY – PVR Preferences

With the recent Resource Connections update, you’ve probably noticed some changes to the Personal Visit Record. The Resource Connections section has expanded. Below that section is the “Family Resource Referrals during this Home Visit ” that has several items where you can indicate Information Shared (I) or also record Connections to Resources (CR).

Now in the Main Admin > Setup > Preferences section, you can set the
Family Resource Referrals during this Home Visit ” show or not show.


If set to “No”, here’s how the PVR will look:

You asked… PAT Record Reports

As you know, we’ve been updating Visit Tracker according to all the PAT Records in the Data In Motion manual. But the fields in Visit Tracker aren’t grouped 100% by how the data is grouped on the PAT Record forms. Many of you have asked for the records to be available in Visit Tracker to more easily demonstrate model fidelity and complete the Quality Endorsement Process.

Last night we released a PAT Records page linked directly from the Family Home page. On this page, data is grouped by PAT Record so that you can review, save, and print. You’ll find the PAT Records button at the top right of the Family Home page in the header bar.

Click on the button to view the 4 records that are listed on the PAT File Review Tool.

  • Family Intake
  • Family Information
  • Child Information
  • Guardian Information

Page features

  • Expand / collapse – Click on the record title to expand the section and view all data for that record
  • Print – Each record can be printed individually or chose the print button in the header bar to print all. TIP: If you want to save the records as a PDF document, change your printer selection to “Save as pdf”.

What about the other PAT Records?

The other PAT Records can be printed from the section where those records are created. An example would be Resource Connections and Goals, print these records from the Resource Connections and Goals sections.

You asked…Exit Reason Mapping

Note: The mapping feature discussed here is only seen by programs that are PAT Affiliates. There has been no change to other program models and the exit reasons being used.

With the PAT Record updates, Exit Reasons needed to change listing only those reasons required by PAT National. But what about the list of reasons you created not listed as an official PAT reason? How could you continue to keep those for your own reporting needs? We had a suggestion to add a mapping feature for Main Admins in the the Exit Reasons section of Setup. (Thanks for the suggestion Tom!)

Please note that the Exit Reasons section on the APR is still being updated to report mapped reasons.

Why is Exit Reason mapping needed?

On the APR, you are required to report exited families according to the list of PAT National Exit Reasons as seen on the Family Information Record. However, if you have a specific set of reasons that are needed to report to a funder or other local/state agency, you need to continue selecting that reason when it applies. So the solution is to map your reason to the PAT National reason that it best fits into.

What to expect in reporting.

As noted above, the APR is currently being updated to report mapped reasons. This is in progress now and scheduled to be ready by May 17. In the meantime, you can begin to map reasons now.

Once the APR is updated, the Family Retention section IX will report all of your mapped reasons as the PAT National Exit Reason it is mapped to. Any reasons not mapped will also be reported in that section, if applicable, below the PAT National exit reasons list.

Reports like the Exit Summary will continue to show the exit reason you selected and not the mapped reason.

Do you have to map all, or any, of your exit reasons?

No.

The main admin for your subscription, currently, has the ability to consolidate any reason to the PAT National Exit Reason list. Consolidation will convert your reason to the PAT reason. For example, you have 10 families with the exit reason of “Aged out” and you choose to consolidate to “Aged out” to “Child(ren) aged out or graduated.”. Then all 10 of those families will be converted to “Child(ren) aged out or graduated.” and the “Aged out” reason will be removed from the list of reasons that can be selected.

If you don’t map or consolidate, you will still be able to see your reasons on the APR reported underneath PAT’s reasons. You will just have to transfer the numbers manually on your final APR submission.

Once the APR is updated, we’ll let you know so that you can see how your mapped reasons are reported on the APR.

You asked…Resource Connections

Resource Connections was updated over the weekend. Here are the updates we’ve made as a result of your requests.

Choose whether the connection shows on the PVR.

Edit the record and select “Completed” which will remove that connection from the PVR. It does not change the latest status of the connection. It’s just a selection allowing you to choose whether it’s a connection you are still working with the family on or not.

Add a progress note without adding a new status

Now when opening the connection in edit mode, choose to either add a new status or only record a progress note.

Improve the Resource Connections section on the PVR

The PVR has been updated to be PAT compliant. So recording connections will be done from the Resource Connections section of the PVR. Additionally, you can simply add a progress note without opening the entire record. You’ll notice a change to the Family Well-Being section as a result of this update. If you still want to see the complete list of connection types, the Main Admin can choose to turn those back on.

Print a family’s connections

We’ve added a printing option giving you the ability to either print the connections in the format listed on the Resource Connections page or in the PAT Record format.

PAT Compliance update

2 new status selections were added to the follow-up list

  1. Family attempted contact
  2. Family made contact

The “As of” date field will apply to each new status.

Updated tutorial:
https://help.data-keeper.com/knowledgebase.php?article=20