PAT APR 18-19 Updates

We updated and released APR updates this past week on 5/15. Here’s a summary of what those updates are.

Section VI – Screening and Surveillance

The child health review sections were updated to count either the Screening Record or the Child Health Record (PAT). Details on this update are posted here. The post also includes details on how the PMR calculates as well,

Section IX – Family Feedback and Retention

This section has been updated to report both the PAT National Exit Reasons and any exit reasons you are using as well. The mapping feature that was released is now included on the APR. So if you have mapped reasons, the APR is now reporting those in the PAT National Exit Reason list. For any exit reasons that are not mapped but are assigned to a family, those will also be shown below PAT’s reasons.

Read more about Exit Reason Mapping

Sections X and XI – Parent Outcomes and Pick Two

The APR now includes parent outcomes and pick 2 reporting. These are brand new sections. We’ve included “Visit Tracker notes” to give you details of how Visit Tracker is calculating certain sections. Please contact us if you have any questions about this.

Projects Update

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

REPORTS

The APR is being updated to include Parent Outcomes and Pick 2 reporting. Additionally, we’re updating the Screening and Surveillance section, specifically the Health Review items. Read more about this update here. These updates are being released 5/15/2019 (that’s tonight!).

HIPPYUSA Quarterly Report – Families and Home Visits Report. This report is currently in development and is scheduled to be released 5/24/2019.

  • What to look forward to with this report? Validations will be built into the report along with details on the individuals being reported. You’ll be able to see who’s behind any missing numbers and export everyone into an Excel file.

PAT Record Reports are about to enter the testing phase and soon to be released the end of this month. You’ll be able to run PAT Record reports on your families or simply just view the data grouped by specific records.

MIECHV Form 2 Illinois – This report is currently in development. It’s being updated according to 18-19 requirements. Scheduled to be released by the end of May. Additionally, we’ll be working on a data tracking section inside the family tab that will summarize Form 2 data collection and allow you to see upcoming due dates. This was previously available as a report but we’re moving it to a live page within the family section. You’ll be able to set reminders from the upcoming items. More to come on this in June.

Report Updates coming soon

  • MIECHV Form 2 Colorado
  • Kansas Assessments exports (new)
  • PAT ISR

FEATURE UPDATES

Reminders – We have a lot of suggestions on how to improve Reminders. This project is currently in the initial Requirements phase and is scheduled to be developed in June

Contacts “Other” – We have a request to add more fields to the “Other” contact type. This will be in the Requirements phase in June and is scheduled to begin in July.

Duplicate entries – We’re taking a look at how to prevent duplicate entries by alerting you to new family entries that may be duplicating an already existing family. More to come on this in July and August.

These are just some main highlights of what is going on over the next couple of months. We’ll continue to post information about specific projects as they get released.

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

You asked…KS KIDS Updates, Languages, Group Connection Attendance

Over this past weekend, we released the following items you requested:

KS KIDS Exports

The exports were updated to meet the new specifications from the state. Additionally, we received a request for a program to add the Site/Fund Code filter to the exports.

New Language Selection – Creole

Creole was added to the list of languages you can select from the Primary and Secondary drop-down lists.

Group Connection Attendance – Alphabetical Order

The Group Connection Record now lists attendance in alphabetical order.

You asked…Planning Guide & PVR Preferences

In the “You asked…” series, we’ll be highlighting those suggestions we’ve added to Visit Tracker. Keep asking and we’ll keep delivering.

With all the changes and additions in Visit Tracker, we received requests about hiding and showing fields on the Planning Guide and PAT PVR. You may have already noticed a PVR section in Preferences (Main Admins). Here are some settings being released this weekend addressing your requests. View the screenshot of the Preferences section at the end.

Secondary Curriculum and Other Plan

Recently, we separated Curriculum, Secondary Curriculum and Other Plan on the Planning Guide and PVR. This was a result of requests that came in due to some issues with Parent Handouts getting overwritten. But that also resulted in a longer Planning Guide and PVR.

Beginning next week, you’ll be able to control whether the Secondary Curriculum and Other Plan fields show on the Planning Guide and PVR (see screenshot below). Set them to “No” if you do not want to see them on your Planning Guide and PVR.

Child PVR Link

On the Contacts page, the child’s name has always linked to the Child PVR which is an older PVR. Some programs may still be using this PVR. But this has also created confusion when home visitors accidentally click on the child’s name.

Now you can control whether the child’s name is a link to the PVR or not. For HIPPY, PAT Affiliates and HFA programs, the child link is already disabled in your settings. So if you are using that PVR and the link is disabled, simply have your Main Admin go into Preferences and set “Disable Child PVR Link?” to “No”. And the link will be turned on.

Screenshot

Here’s a screenshot of what this section will look like beginning Monday. The items discussed here are highlighted.

Key Points about the Multiple Guardians release

NAVIGATION

FAMILIES – Much of the navigation your used to for guardians remains the same for the family. Here are the highlights for the left sidebar:

  • Family Home – New link that takes you to an overview of the family enrollment information and a list of the guardians and children in that family.
  • Guardians & Children – This link will take you back to the Family Home page. Here you can navigate to each guardian and child. You can also add guardians and children from this page.
  • Contacts – “Add Contact” and “Contact History” have been consolidated to just “Contacts”. Add and manage contacts from the 1 page.

GUARDIANS – The Guardians tab is a list of all enrolled guardians for all active families. Selecting a guardian will take you to that guardian’s data page inside that family’s section.

CHILDREN – The navigation for the child remains pretty much the same as well. Here are the highlights:

  • Family Home – This link is above the child navigation items on the left sidebar. Will take you back to that child’s family home page. (The Guardians & Children link below Family Home does the same)
  • Child Data – takes you to the child’s data page
  • All other links remain the same

Primary Guardian designation

  • When entering a new family, the first guardian entered for the family is set as the primary guardian.
  • All existing guardians (currently in Visit Tracker before the update) will become the primary guardian
  • For existing guardians where 2 names are currently entered in the “Combined First Names” field, both will still be present as the first name of the primary guardian. Example “John and Jane” entered as Combined First Names will now be the first name for the primary guardian. Simply edit to either John or Jane according to who should be set as the primary guardian for that family.

Guardian and Child relationships

  • The relationship designation has changed to the guardian’s relationship to the child. This is to allow the relationship of each guardian enrolled in the family to be indicated for each child enrolled in the family.
  • The relationship field remains on the Child Data page. Each guardian enrolled will be listed on the child’s data page to indicate the relationship.

Page Header and Icons

Each page header has new icons that serve as action buttons or provide information about the page. Here’s an example of the Contacts page. The icons on this page are explained here:

  • When you see a “+” sign, that indicates that you can add a new item. In this case, you’ll add a new contact.
  • The “eye” indicates that there are items on this page that can be managed in the Preferences section under the main admin’s Setup.
  • The “?” indicates additional information to support your understanding of that page like a tip, definition, tutorial, etc
  • Not in this image but on some pages, you will see a “bell“. This indicates the ability to set a Reminder

Some additional quick mentions that are covered in more depth on tutorials or other support material

  • Preferences have expanded for the Main Admin. Each page that can be customized is listed in the Preferences section. Expand each page title to view all manageable items.
  • Guardian specific data items will now have a guardian selection field. All data entered in the Health Info and Assessments would be an example of where you now will indicate which guardian the entry applies to.
  • Private contacts in the Contacts page will now show as blue, red or green.
    • BLUE = no PVR has been created. Only a private contact has been scheduled.
    • RED = a PVR has been created and is saved as not complete
    • GREEN = a PVR has been created and saved as complete
  • Adjusted Age will now appear on pages such as Planning Guide, PVR, Milestones, and Screenings
  • Goals – Print each goal from the Goals page

Updates currently under development that are coming very soon!

  • PVR Preferences – Additional control over what you want to see or not see on the PVR and/or Planning Guide are coming to Preferences. One request to specifically note is the ability to turn on/off Secondary Curriculum and Other Curriculum
  • Resource Connections – We’ve had a lot of requests to improve Resource Connections both on the Resource Connections page and on the PVR. You’ll be able to update progress notes without having to update the status overall. Additionally, you’ll be able to manage which connections you want showing on the PVR and which to stop showing on the PVR.
    • And print the Resource Connections for the family in either the format shown on the connections page or in the PAT record format
  • PAT Record Reports – From the Family Home page, click on PAT Records to be able to view/print the following records – Family Intake, Family Information, Guardians Information and Child Information
  • HIPPY Quarterly Reports – The Families & Home Visits report is coming complete with data validations and features to see individuals reported as missing data.

Requests & Suggestions

We’ve been asking for your suggestions and wish list. And you all have answered us. There’s a lot of great suggestions coming in through the Help Desk ticketing system. But we’ve also had our head down working hard on the Multiple Guardians project. So it may seem like those suggestions are getting sucked into a black hole!

We are listening and those suggestions are being worked on. Here’s a list of the suggestions that will be included with the Multiple Guardians release and those that will follow afterwards. This isn’t a 100% of everything going on. If your suggestion isn’t listed here, we’ll be getting to it.

In the Multiple Guardians release:

  • Milestones – The date fields for Achieved and Emerging will be editable.
  • PVR – # weeks pregnant will auto-calculate based on the prenatal child Due Date
  • The Home Visitor assigned to the family and child will show on the Family home page rather than having to navigate to the Children page
  • Goals
    • The Goal and Steps/Resources Needed will show on the Goals page in the history table
    • Printing Goals – You’ll be able to print the goals from the family’s Goals section and not have to run a report from Reports. The printout will have the same fields as the PAT Goals Record
  • Printing Child Health Records – Each health record can be printed from the child’s Screenings page
  • Preferences – There’s a lot to being added and improved in the Main Admin’s Preferences section – so much that it will require it’s own promotion once Mutliple Guardians is released. Just know for now that we are expanding your control over what you want – and don’t want – to see in your Visit Tracker.

Reports

  • Kansas KIDS exports – The KS KIDS exports are being updated according to the Kansas requirements. This is scheduled to be released April 17
  • MO Invoice is being updated. This is scheduled to be released April 17
  • HIPPY Quarterly report – Families and Home Visits. This report is being updated to included the HUSA validations and more tools to investigate any missing data. This report is scheduled for mid May
  • PAT ISR – We’ll be updating the PAT ISR report for those programs that are Approved Users

Resource Connections –

We’re updating the Resource Connections which will be release immediately after Multiple Guardians. A couple notable requests will be addressed:

  • Adding a Progress Note – Notes can be recorded separate from a follow-up. We’re also improving how the Resource Connections appear on the PVR and you’ll be able to add a progress note without having to open up the connection at all.
  • Connections on the PVR – Which Connections do you want to show on the PVR? Now the answer will be, “You decide.” We’re adding the ability for you to indicate whether a connection will continue to show on the PVR or remove from the PVR

Some more suggestions in the works

  • Other Contacts – This request will increase the contact types scheduled and give you more fields to indicate the activities included in other contacts you are making with the families
  • Locked PVR – Ability to lock a PVR once completed
  • Group Connections – Attendance will be listed alphabetically
  • Languages – Creole will be added to the list of languages
  • Household – Age will be calculated from the birth date entered for siblings and other adults

Thank you for your suggestions.

Projects Update 3/6/2019

We’ve had our heads down working hard on the Multiple Guardians project. But that doesn’t mean that’s all we’re working on. Here’s an update of the big stuff and some of the smaller things too that matter just as much. Of course, I’ll start off with Multiple Guardians!…

Multiple Guardians

  • To be completed 3/31 and released the weekend of April 12. More announcements will come as that weekend nears.
  • Keep looking for more support tutorials about the changes taking place. Those are being posted in our Knowledgebase as well.

PAT Records

  • As you probably already know, we’ve been updating Visit Tracker so that PAT Affiliate programs can enter all required data as indicated in the Data In Motion manual. It doesn’t stop there.
  • We’ll be adding the ability to print your families’ data in the PAT Record format. This should help with the Quality Endorsement Process.
  • Going through Quality Endorsement now? Check out this post to help with submitting blank forms – PAT QEIP

HIPPY Quarterly Reports

  • Currently, HIPPY sites have access to Site Funding and Group Meeting reports
  • We’re working on the Families & Home Visits report complete with validations. This report is scheduled for mid May at the latest, if not sooner
  • HIPPY Staff and the related report are coming soon as well

More notable projects coming over the next few months

  • Child Screenings and Resource Connections – We’ll be updating the screenings and resource connections related to screenings. You’ll be able to better see all connections made as a result of screenings along with the rest of your family connections.
  • Data Quality Alerts – We’ve been getting great feedback on the Reminders and a lot of great suggestions on how to improve Visit Tracker’s data quality automation. We’ll be adding alerts related to model compliance and data collection requirements.
  • Other service providers – We’ve heard that many families are receiving support from home visiting programs not just by the home visitor but also by other types home visiting practitioners. We’ll be working on the ability for those “other service providers” to be assigned to a family and enter their service records.
  • Locking and unlocking records – Related to “Other service providers”, we’ll be working on the ability for PVRs and other records to be locked and unlocked.
  • Reports – And of course we’re always looking to upgrade and improve your ability to get your data out of Visit Tracker

Also please know that as we’re adding fields and updates to Visit Tracker, we’re working very hard to increase your ability to customize and control what you’re seeing and not seeing in Visit Tracker. Here’s a sneak peak at the Preferences section in the Main Admin’s Setup tab coming in the Multiple Guardians project. Compare this to what you currently have. Without expanding each section, hopefully you can tell that your control is growing.

Thanks for choosing Visit Tracker. We’re working hard to make it easy for you.