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

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?

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​?

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?

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

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

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

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”.   

Password Security

Throughout the day, you may have to log in to many different websites, and Visit Tracker is probably one of them. With so many different logins to maintain, the temptation is to have your computer save your password. This is a HIPAA violation. Visit Tracker stores confidential and private data so it is important that you follow HIPAA compliance.  Visit Tracker will never save your password. This is a setting on your computer and we recommend you turn this setting off.

Password Management

With so many passwords, the problem is trying to remember them all!  A password management program lets you store and organize passwords in a single spot, so a master password gives you access to your password database. You can pay a small monthly fee for a service like Dashlane, 1Password, LastPass, etc., to securely keep your passwords.

It is important to talk to your Supervisor and/or IT Department before you install one of these programs. They may or may not allow this, or they may have a preferred program. Do your research and use these programs wisely.

Creating Passwords

Your data will be more secure with passwords that are unique and strong. But what exactly makes a password strong? This list of Dos and Don’ts will help you create a strong password to keep your data safe.

Do:

  • Do use 10-15 characters for each password. The longer, the better.
  • Do consider using a phrase or sentence you can easily remember your password including numbers and special characters.
  • Do use special characters in atypical places. For instance, use a number in the middle of a word rather than before or after it.
  • Do consider length more than complexity. Studies show that a 15-character password with special characters is more secure than a short one of all unique characters like 5&Hq%.

Don’t:

  • Don’t use easily guessed passwords like family members’ names or birthdates.
  • Don’t use single words found in the dictionary such as watermelon or even watermelonseeds as standalone passwords.
  • Don’t reuse passwords at multiple sites.
  • Don’t share your passwords with anyone. If you have to, immediately change your password as soon as someone else has used it.
  • Don’t use passwords based on adjacent keys on the keyboard, like asdfjkl;

 

Stay HIPAA Compliant, Friends!

Set Up Options (Main Admin)

As the main administrator, it is your responsibility to set up your Visit Tracker. Under the Set Up tab, you will find different links on the left. Be sure to explore each link thoroughly.

Profile – This is where you will find your program name, program address, and your contact information.  If you need to change the program name or address, do that here.  You will also find the “Current Year Start Date“. This will be the default start date for your reports.  Updating this date will help save time, and also ensure accuracy when you are running reports.

File Upload – This is something fairly new to Visit Tracker.  This link will allow for uploading any hard copy files.  Programs moving to “paperless” files will find this useful!  To learn more about file uploads, please see this tutorial: https://help.data-keeper.com/knowledgebase.php?article=42

Invoices – This is where you will find your current open invoice, as well as past paid invoices. About 60 days before your subscription is due, an invoice will be created. When you log in, there will be a notification that you have an open invoice. From here, you can print or email your invoice using the icons on the right.

Add’l Admin – If you need to add an admin to your account, you will do that here.  Full access Helper Admin and Read Only Admin can be added here.  To see the different user types, look here: https://help.data-keeper.com/knowledgebase.php?article=48&suggest=1

Preferences – Under the Preferences link is where you will find most of your set up options for Visit Tracker.  When you first open the link, you will find some default options. The following sections are drop-down menus. The “Home Page – Up Coming Events” will allow you some control over what you and your users will see on the Welcome screen. The “Child Fields to Display” and “Guardian Fields to Display” will allow you to show or not show fields on the Child or Guardian data page. On the “Demographic Fields to Display“, you can select to show any additional high needs characteristics that your program would like to track.  Please note that by showing these high needs characteristics, they will not count toward PAT stressors.  Only the characteristics in the first box are counted for PAT. This is also where you would turn on MIECHV tracking if you are a MIECHV funded program. Finally, the “Family/Guardian Assessments to Display” will allow you to show only the assessments that your program gives. These are the Assessments listed under the “Assessments” link under the guardian.

Exit Reasons –  Here, you can create, edit or, in some cases, delete exit reasons.  If delete is not an option, this is because there is a guardian with that exit reason. You can select to not show the exit reason if you no longer want home visitors selecting that reason. If you edit a reason, this does change all guardians that have this exit reason listed, so be careful about changing the status.  If it’s just a wording change, such as changing “Moved” to “Moved from Service Area”, that would be ok. You can also add new exit reasons if your program needs them.

Screen Types – These are the Developmental screenings that will show under the Child Screening section.  If your program gives any screenings other than the PAT National recommended screenings, you can add them here.  You can also select to not show any screenings that may have been previously entered.  If you do enter another screening type, this will not change the scoring section of the screening.

Ethnic Categories – No changes can be made on this screen.  It will give you the Federal Race categories.

Site Codes – Site Codes are used for programs that need to run a report for different funding sources, school districts, etc.  You can enter your site codes here, and then under each report, there is a filter option to run by Site Code. If you use the site code field, you will want to be sure that each guardian has a site code selected on the Guardian Data page.

PVR Templates – PVR Templates can be used to help home visitors save some time when entering a PVR. The template will allow you to enter a few fields that will then populate for the home visitor when that template is selected.  For example, when a screening visit is conducted, there may be some standard handouts that are given.  You could create a “Screening Visit” template.  ** More options for templates are coming soon!

User Fields – You can the option of adding an additional 4 fields to the guardian data page and 4 fields to the child data page if there is additional data that you collect and there isn’t a place to record it in Visit Tracker.  The user fields will show on the guardian/child page as you enter them here. These fields can be filled in with numbers or letters. Be sure your home visitors know what you want to be entered.  Is it a date, or a “yes” “no” answer, or text? An example of a user field might be “Is there smoke detectors in the home?”. This can be answered with a yes or no answer. Another example might be “Home Elementary School”, and the name of the school can be entered.  These fields will show on the Family List Report, Child List Report and the Guardian or Child data exports.

Referral Sources – Referral Sources would be the list of agencies, people or places that refer families to your program. Referral Sources can be found on the Guardian and/or Child data pages.  This is a field that can be turned on or off under the Preferences link.

Mass Exit – This will allow you to exit children in mass. Mass exit will exit children according to their date of birth.  This is most often used at the end of the program year to exit all children that have aged out.

Data Sharing – If your State Lead has a State account, you will need to accept that you allow data to be shared with the person/program requesting permission.

Are you headed to Phoenix for the PAT Conference?

So are we!  Jen will be in Phoenix, so please stop by and say “Hello”! This is a great time to ask questions face-to-face. She will also have some exciting upcoming features to share with you.

Please keep in mind that since Jen will be at the conference, no one will answering the phones for the week.  Please either email help@data-keeper.com or submit a ticket from the Support tab in Visit Tracker.

Have a great week!