APR Milestones Updates

We had several questions regarding the Milestones question on the APR. We have updated our APR to include some additional calculations that we think you will find helpful. Also remember, you can click on the number to see the list of children/visits included in each number.

2 different calculations are now being offered for Milestones:

  1. Based on the PVR – Milestones Updated or Milestones Reviewed is marked as “Yes” for every child on every PVR.
  2. Based on Milestones Records – All children have an updated Milestones record at any point in the reporting period

VI 10 Milestones

Milestones: Did ALL (100%) parent educators review and document updates to the PAT Milestones Record for each enrolled child after visits? (Yes/No) *Note – Visit Tracker results for each will be reported as a percentage instead of a “Yes/No”. 

PVR Calculations:

  • VI 10a # PVR marked Yes for Milestones Reviewed or Updated for every child on the PVR
  • VI 10b # PVR marked No for Milestones Reviewed or Updated for any child on the PVR
  • Percentage of PVR where Milestones are Reviewed/Updated for all children 

Milestones Record Calculations:

  • VI 10c # Children with an updated Milestones Record in the date range. Of the children reported in II 10, Reports all children that have an Emerging or Achieved Milestone in the date range.
  • VI 10d # Children with no updated Milestones Record in the date range. Of the children reported in II 10, Reports all children that do not have an Emerging or Achieved Milestone in the date range.
  • Percentage of children with an updated Milestones Record in the date range.

Exclusion: prenatal only children.

These additional calculations are also available on the PMR.

Frequently Asked Questions about the APR Report

Happy APR season!  Our goal is to make submitting your APR easy and painless! Here are a few frequently asked questions about the APR. If you have any additional questions about your APR, please feel free to contact us. You can email help@data-keeper.com, call 1-800-532-7148 or submit a ticket under the Support tab.

How do I know what families or children are being counted on my APR?

  • Anywhere you see a blue number on your APR, you can click the number to see who is counted in that question. Click the number and a pop up will open with the list of Guardians/Children.

Why is the number of families and children so low?

  • Check to make sure all of your home visitors are listed as PAT Affiliated. Only those home visitors that are designated as Affiliates will count on your PAT report. Go to the Home Visitor tab and select a home visitor in the dropdown list. Make sure the dropdown option is set to “PAT Affiliate Home Visitor”.

There are children being counted on my APR that have been exited for several years. Why are they being counted?

  • Check the Contacts for the Child. When adding a contact, exited children will show on the list. If the home visitor accidentally added an exited child to a contact, that child will count on the APR. Any child with a contact in the date range will be counted. To fix this, pull up the Contact History for the Family and click the “pencil” icon on the right side of the contact. You can unselect the exited child.

There are families that we have been seeing for a long time that are showing up as newly enrolled. Why is this, they are not new?

  • Check the status history of the family. We have seen situations where a home visitor may have forgotten to enter some data so they will reactivate the family. Once they have entered the data, they exit the family again. By re-enrolling the family, this will cause the family to look as though they are newly enrolled. Visit Tracker will look at the last enrollment date. The last Exit and Active status can be deleted to take the family to the original exit status. * In the future, when you need to reactivate a family or child, just delete the Active status from the Enrollment History table, instead of exiting again. This will just take the family back to the previous status.

Our Annual Health Review is really low.  I know that Home Visitors are checking off that the Health Review has been completed in the screening section.

  • The Hearing and Vision are part of the health screening and do need to be completed as well.  So for the Health Screening to be counted as completed, the Health, Hearing and Vision section of the screening needs to be marked as completed.

How are Immunizations counted on the APR?

  • The immunization field from the Health Record and Screening will auto-populate to the Child Data page (unless the date on the child data page is more recent, then it will leave the most recent date). This will be the date that is used. For the APR, it is specific to children 19-35 months of age at the end of the date range or at the time of exit. So you will also need to look at any children that were exited while in that age range.

Reports related to High Needs have been updated!

Here are the reports that have been updated to calculate based on the start and end dates for Family Strengths and Stressors.


  • Located in the General Reports column.
  • This report replaces the High Needs report.
  • Stressors are counted based on the start date of the report (existing families) or on the enroll date (new families). This follows the same logic as the 18-19 APR


  • The report calculations have been updated to count the actual # of Stressors each month to determine overall visit frequency expectations
  • Details have been added to the report to help you understand how this report works
  • The report columns have changed to give you each piece of data used to determine whether the benchmark is being met.


  • Sections related to Family Stressors and Visit Frequency have been updated
  • Section II #3 a-p – aligns with Family Strengths and Stressors report
  • Section II #4 – aligns with Family Strengths and Stressors report
  • Section IV #1-2 – aligns with Family Strengths and Stressors and Visit Frequency reports


  • Freq 1 and Freq 2 have been updated

MO Invoice

  • This report was updated to consider the start and end dates for Family Stressors and Additional Characteristics
  • Any Family Stressor or Additional Characteristic that has an end date before the reporting period will not be counted in the MO Invoice
  • Families may go from “low” to “high” needs in the reporting period, but never from “high” to “low”.

And finally….we updated the Demographics page.


  • Due to the length of each section, we now have Stressors, Characteristics and MIECHV Priority Population as expandable and collapsible sections.
  • Open each section, update, save and collapse


  • Click on “definitions” to see each Stressors definition as defined by PAT National

New Feature and Fixes Released 8/3/2018


We’ve made some improvements to the Preferences section under the Main Admin’s Setup


  • We’ve received some requests to make the email verification a function that can be turned on or off so that guardians aren’t receiving automated messages when you first enter their information.
  • In “Guardian Fields to Display”, the first in the list is Email verification where you can now control.
  • Everyone’s account has the function turned on. So if you no longer want email verifications to be sent, then set it to ‘No’.
  • IMPORTANT: If you are using the “Send email” feature at all, email verifications should be set to ‘Yes’.


  • The list of assessments has been growing. You can now control which ones you want to see in that list.
  • In Preferences, we’ve added “Family / Guardian Assessments to Display”. Only have those assessments you are using set to “Yes”.
  • NOTE: Only the assessments set to “Yes” will show in the list when adding a new assessment and the Assessment Reports section.

Each section in Preferences is now expandable and collapsable. Hopefully, this will help reduce the amount of scrolling as we continue to add more controls for you.


HFA LEVELS – The new levels and weights have been updated for all HFA programs.

CUSTOM REPORT ACCOUNTS – The start date default can now be set by you! Go to Profile > Set Start Date for Reports. The end date will now default to the current date.

SITE/FUND CODE – The Site/Fund Code is now fully editable. Any incorrect entries can be fully edited or deleted in the history table at the bottom of the Guardian Data page.


APR Section II #12 – The issue with prenatals being counted in this section has been corrected.

Child Health Record Immunizations – “Immunizations Current as of” field on the Child Data page is now updated by the “Immunizations up to date” information on the Child Health Record.

Child Exit Report – The Exit Report for exited children is now functioning correctly.


New Family Intake Record Inputs & APR Updates


The APR has been updated.

Section VI #10: Did ALL (100%) parent educators review and document updates to the PAT Milestones Record for each enrolled child after each visit?

  • How Visit Tracker is defining “Yes” and “No”
    • No” if any PVR in the date range is marked “No” for “Milestones Reviewed” for any child on the PVR
    • Yes” if ALL PVR’s in the date range are marked “Yes”  for “Milestones Reviewed” for each child on the PVR


We’ve recently added new fields to allow for all data required on PAT’s Family Intake Record to be entered.

  • Note: The Pre-enrollment section is being included in the On Hold project which is currently being developed.


  • New section in the Guardian tab
  • Add Siblings and Residents not enrolled in the program

Referral Date

  • Insert the date for when the Referral Source referred the family to your program
  • This field can be set to show or not show from the Preferences section in Setup

Speaks English

  • Indicate whether the guardian speaks English
  • This field functions independent of the Primary and Secondary Language selections
  • This field can be set to show or not show from the Preferences section in Setup

Ethnic Category

  • This field has been changed to default to blank.
  • Click on the drop-down to select Hispanic and not Hispanic
  • This change has been applied to both the Guardian and Child


Latest Additions 12/19/2017

First of all we wish you all a Merry Christmas, Happy Holidays and Happy New Year. We hope you all have a very festive holiday season.

Here the latest updates we released this week.


PAT Data In Motion

We’re working our way through the Data In Motion document to get Visit Tracker up-to-date with the latest PAT Model Requirements. Here’s the latest additions

  • Case Weight: We have updated Case Weight to include families with multiple children. Here’s the tutorial with more details about this update. (view Case Weight article)
  • Family Synthesis Record: For those programs that are not using 1 of the PAT approved Family Centered Assessment tools, you can now access the Family Synthesis Record in the Guardian Assessments section. Click on “Family Synthesis” in the “+ Add New” list.

Guardian Assessments

  • Survey of Parenting Practice: Another new assessment has been added to the Guardian Assessments list


PAT Data In Motion

  • APR 17-18 Updates
  • Placing a family on hold
  • PVR and Planning Guide updates
  • LSP Child Scales

Other Features and Additions

  • Reminders (new feature)
  • Resource Connection & Information Shared reports
  • Group Connections updated for HIPPYUSA reporting

APR: Calculating the 90 day deadline for new families and children

On a previous post announcing the updated APR, it was noted that “Newly enrolled” is defined by the very first Personal Visit Record (PVR) falling inside the reporting period – items II2 and II12. This first private contact determines the 90 day compliance timeline for family centered assessments and completed screenings. There has been some questions raised recently that warrants a more detailed explanation.

In the past, the Visit Tracker APR has used the enroll date as defining a new participant. The APR from PAT specifically refers to the first visit as defining a new participant. So the APR in Visit Tracker has been updated to align better with PAT guidance.

So what does this all mean in terms of enroll dates and first private contact? Well, it depends on how your program conducts its intake and enrollment of families.

Enroll date occurs before first private contact

  • If your program conducts family intake and assigns an enroll date prior to the first private contact, then the time period between the enroll date and the first visit does not count toward 90 day timeline.

Enroll date is the same date as the first private contact

  • The 90 day timeline aligns with both the date of enrollment and the date of the first private contact.

Enroll date occurs after the first private visit

  • Here’s where the questions have been raised. Some programs schedule a private contact to conduct intake. This then sets the 90 day timeline even if you still have not determined the families eligibility and therefore have not enrolled them yet.
  • Possible solutions are to schedule a different type of contact such as “Other” as your intake visit
  • Use the date of the first private contact as the enroll date once eligibility is determined

A specific note about new screenings conducted prior to enrolling a family

  • These screenings conducted before enrolling a child now count in the 90 day compliance
  • The 90 days prior to enrollment is determined by the enroll date, not the first private visit.
  • So the enroll date sets the timeline for the 90 days prior to enrollment and the first private contact sets the 90 day timeline after services have started.


  •  A program’s process in screening, assessing and enrolling families varies throughout the country. These variances are due to many things such as the needs of the community, what makes best sense for the program to identify and serve the families most in need and requirements from funders, and all the while, operating with model fidelity.
  • Visit Tracker is committed to providing you with the necessary tools to manage your program, adhere to model fidelity and demonstrate your impact in the community.
  • We’re learning. And as we learn from you about these variances in your process and implementation, we’ll do our best to incorporate that into our system and the tools we provide you.

Updated Reports: APR, PMR, Screening and Family Assessment

The APR, PMR, Screening Compliance – new enrolls and Family Assessment Compliance reports have been updated. Here are the key updates for each.


  • Children with “Current Education Status” marked as “Kindergarten” will be excluded from items II.11 and II12 and all items related to them. Important – When completing your final APR report, remind your home visitors not to update any children entering into kindergarten for the next program year until after the APR has been completed for the previous program year.
  • Screening compliance for newly enrolled children: Children that received a completed screening 90 days before their enroll date will be included in items VI.3a and VI.4a.
  • Newly enrolled” is defined by the very first PVR falling inside the reporting period.


  • The PMR Numerator and Denominator calculations come directly from certain APR items shown here



  • A ‘Due by‘ column was added which is day 90 from the date of the 1st PVR. If the child has not been enrolled longer than 90 days from the 1st PVR date, then this column will just show blank.
  • PAT Compliance‘ was updated to also count completed screenings within 90 days prior to the child’s enroll date


  • Date of 1st PVR‘ – The report will now show the date of the 1st PVR that occurs on, or after, the guardian’s enroll date
  • Due by‘ – This column was added and will display either day 90 from the 1st PVR for new guardians or day 90 from the 1st day in the report date range for guardians whose 1st PVR was before the report date range
  • The date the assessment is now separated into 2 columns
    • Date LSP, PFS, NCFAS Conducted‘ – Will display the date of the assessment entered in Visit Tracker.
    • Date of PVR with “Family Assessment” Checked‘ – For those programs that use an assessment not in Visit Tracker, the report will display the date of the PVR where the assessment was conducted
  • The compliance column will now show blank if the ‘Due by‘ date has not passed.

Let us know if you have any questions regarding these reports.