Recent Releases 1/16/2018


PROJECTS RELEASED


Resource Connections Reports

  • Resource Connections” in the Service Reports columns replaces “Resource Referrals”
  • There are 3 reports now available to provide you with Resource Connection and Information Shared data
    • “Resource Connections” – This report will display all connections made within the date range specified. The connections displayed will be for those families that are assigned to the home visitor. So you may see connections entered by a different home visitor for a family that has been reassigned to a new home visitor
    • “Resource Information Shared” – This report will display the items where “I” is selected on each PVR in the date range.
    • “Guardians with no Resource Connection” – This report will list all guardians that have received private contacts in the date range but do not have any recorded Resource Connections in the date range.
  • These 3 reports are available to download in CSV format which can opened in Excel.

Re-assigning Families and Deactivating Home Visitors

  • Improvements have been made to deactivating home visitors and reassigning families.
  • You can now choose to deactivate a home visitor that has a current caseload. In this situation, you will be given the option to reassign the entire caseload to an existing home visitor or enter a new home visitor into the system.
  • Here’s a tutorial posted to the Knowledgebase: https://help.data-keeper.com/knowledgebase.php?article=31

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.


LATEST ADDITIONS


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

UPCOMING


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

TUTORIAL: Resource Connections for Child Screenings

TUTORIAL – Resource Connections for Child Screenings (link to Knowledgebase article)


RECORDING A RESOURCE CONNECTION FOR A CHILD SCREENING


From the child’s Screenings page, there is a list of all screenings conducted. In this example, the latest screening is an ASQ-3 conducted on 10/1/2017. There is a Developmental Delay indicated but no referral made.

To record a referral for this screening, click on the “edit” icon to open the screening record.

NOTE: It’s important to note that when recording a Resource Connection for a child’s screening, you need to record the connection on the record where the delay is indicated. And the connection should be directly related to the delay indicated on that screening

TIP: Although you can record all screenings on 1 record, you may want to consider recording screenings on separate records especially in cases where the child may have a delay for more than 1 screening.


RESOURCE CONNECTION SECTION ON THE SCREENING RECORD


The Resource Connection section is located at the bottom of each Screening record. The section defaults to “No” for “Was a resource connection made as a result of a concern found during this screening?”

So step 1 is to change the answer to “Yes” and check each type of screening on that record that relates to the resource connection. In this example, this is a developmental screening where a delay was found.

Next, indicate the date you made the referral, to what agency and the reason. There are 3 possible entries as to where you are making the referral in case you are making more than 1 referral for various screening delays.

After saving the Resource Connection entry, the record will close returning you to the Screenings page. The green bar indicates that your information was saved and the record is updated.

You’ll notice that under the Referral column on the Screenings page, the “Ref” shows “Y”. The next step will be to record a follow up.


RECORDING A FOLLOW UP


To record a follow up, return to the Screening record by clicking on the “edit” icon.

Scroll to the bottom of the record where you will find your referral information and enter the follow up information.

In this example, you followed up with the family about this referral on 10/30/2017.

  • Enter the date you followed up
  • Did the family receive services? Click on the drop-down and select the family’s answer. Shown below are the various responses that can be recorded. In this example, the response is “No – waitlist”

Anytime you are selecting a “No” response, there is no more data to enter.

However when selecting “Yes, received services”, more fields will open up for you to complete referral entry.

  • Date Family first received services – The date you are following up with the family is most likely after the the family actually received services.
  • Services received related to Developmental Screening – This field will only show if the referral relates to a Developmental screening and “Developmental” is checked. The 3 selections allow you to indicate more detail as to what additional services the family is receiving. These choices relate specifically to MIECHV Form 2 reporting.


REPORTS


The reports that specifically relate to Screenings and related Resource Connections are:

  • Service Reports > Screening
  • Admin / State / National
    • MIECHV Form 2 Colorado
    • MIECHV Form 2 Illinois (new)
    • MIECHV Form 2 Data Tracking IL

This a screenshot of the Reports section for all program models other than HIPPY.

This a screenshot of the Reports section for all HIPPY programs.

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