Projects Update 06-25-2019

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


  • Protective Factors Survey 2 – Version 2 of the PFS is now available.
  • APR & PMR Milestones Update – When “No” appears for Milestones, it will link to the list of PVRs where Milestones was not reviewed for a child on the PVR.
  • HIPPYUSA Quarterly Report – Families & Home Visits – This report was released a few weeks ago. Hopefully, it’s improved your end of year reporting.


  • Coordinated Intake Referral Report – The Case Status Summary report is being updated so Coordinated Intake agencies can complete their state reports.
  • MIECHV Form 2 Data Tracking – A data tracking page is being added to the Illinois programs’ family section. This page will display what data has been collected and what is upcoming as of the current date for each family.


  • Report Processing Improvements – More improvements are being made to decrease the loading time for these larger reports. We appreciate your patience.
  • Form 2 Colorado Updates – Updates to the Colorado report are being made so that report will properly report on the primary guardian.
  • Kansas Assessment Exports – We’re working with the Kansas State Department of Education to have exports available for the I/T HOME, ASQ and ASQ-SE. Once available, KS programs will be able to upload these files into the Kansas State database.


  • PAT ISR Updates – The latest ISR for the 18-19 program is about to start development.
  • Reminder Improvements – We’ve received suggestions on how to improve Reminders and will be updating soon.
  • HIPPY Age 2 Curriculum – The Age 2 Curriculum will be added to Visit Tracker and available in August.
  • More Print Options – More printing features will be added to Contacts, Goals and Resource Connections.

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.

Multiple Guardians Project – New Family

Creating a New Family (view tutorial).

Update on the Multiple Guardians project – target release is late March.

As mentioned on the 1st Multiple Guardians post, we’ll be posting more details and tutorials to help this transition to be as smooth as possible. Rather than an in-depth post to the blog, we’ll be creating tutorials and adding to the Knowledgebase. When each tutorial is created and uploaded to the Knowledgebase, a short blog will be posted to bring it to your attention.

There is a specific section for Multiple Guardian Tutorials in the Knowledgebase where you can view each tutorial and/or download as a PDF.

Click here to view the entire Knowledgebase

Projects Update 8/9/2018

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


Requests that have come in through the Help Desk, email or phone calls. Keep submitting your suggestions. We’re listening. submit suggestion

  • Email verifications – We added the ability to turn on/off email verifications when enrolling a new guardian. This feature is in Preferences under Guardian Fields to Display
  • Assessments list – Also in Preferences, you can now decide which assessments to be displayed. No more long list!



  • A new program model in West Virginia has joined the Visit Tracker family. We are currently adding the RFTS Client Tracking Sheet.

REPORT UPGRADES – The following reports are being upgraded and we’re adding the CSV format so you can also open in Excel

  • Service Counts
  • Personal Visit Record Report
  • Visit Frequency
  • Exit Summary




  • We’re updating the information that will transfer from the Planning Guide to the Personal Visit Record


  • The PAT PVR is being reordered to match the PAT Personal Visit Record
  • Additional style and feature improvements are being made as well


  • A new assessment is being added to the list directly related to HFA programs.
  • With this project, we’ll be improving the Next Due Date functionality for all assessments and allowing you to easily have a Reminder added based on the Next Due Date.


  • It was brought to our attention that with Reminders showing up on the calendar, it can get a little overwhelming for Admins seeing all Reminders set by home visitors. Glad to hear that the new feature is being used. We’re adding some improvements to better control this.


These projects are ready and waiting to get started.

  • HFA Reports – We’ll be adding a new HFA report reporting model and benchmark performance measures


  • HIPPY – We’re working on Program Funding and Additional Staff inputs to allow HIPPY programs the ability to enter all required data for the quarterly report.

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.


Projects Update 6/4/2018

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


Requests that have come in through the Help Desk, email or phone calls. Keep submitting your suggestions. We’re listening. submit suggestion

  • Released – Kansas KIDS Exports (released)
  • In Development – Allowing text to be entered for the age of siblings in the Household section. This will allow you to indicate if the age is in days, weeks, months, or years.


Child Health Record (PAT Affiliate)

  • This screening is located in the Child > Screenings section.

Kansas KIDS Exports

  • The exports have been added to the Reports > Admin column for all Kansas programs to send in their exports to the state.

Site/Fund History Tracking

  • Now when you are updating Site/Fund Codes, previous codes will be saved and tracked.
  • View the Site/Fund Code history table at the bottom of guardian data page



  • This feature will allow you to set reminders that will appear on the home page.
  • Set reminders specific to guardians, children or just a general reminder


Mid-America Head Start Family Assessment

Parents’ Assessment of Protective Factors (PAPF)

Status History Updates

  • Editing and deleting capabilities will be added to existing entries
  • Enhancements to date selection


These projects are ready and waiting to get started.

  • HIPPY Assessment Reports
  • Parent Outcomes Assessments – AAPI, HFPI and Parenting Stress Scale
  • Family-Centered Assessments – Family Map


  • PVR Improvements

Project Updates 2/14/2018

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


New guardian Assessment – Family Literacy Experience

The following projects were announced on previously posts. Here’s a recap

  • Family Intake Record – Updated fields and new fields related to the PAT Family Intake Record
  • APR Updates – Section VI #10 Milestones will be added. As we complete other PAT records, we’ll continue to update the APR. For instance, the Parent Outcomes section will be added to the APR later in the spring once we have the tools added.
  • LSP Child Scales – The child portion of the LSP is being added.
    • New Health Info Report for child services being received noted at the top of the Child Health Info section
    • showing the Guardian Site Code next to “MIECHV Target Child” on the Child’s data page
    • Adding “Both” to the HIPPY Curriculum Language selections
    • View the rest of the items here.


Group Connections – This project will both address the new PAT Group Connection Record and HIPPY Group Meeting requirements (view tutorial)

On Hold Period – Ability to define the period of time when a family is inactive or “on hold”. Related reports will be updated such as Visit Frequency and the APR.

Child Enrollment – We’ll be adding some data quality function when enrolling a prenatal child and born child. This will be prompts and guidance on the relationship between the Enroll Date and Due Date / Birth Date.


Reminders – We’re adding the ability to set reminders. These could be general reminders or specific to guardians or children

Form 2 Updates for Illinois

Coordinated Intake updates for Home Visiting Agencies in Illinois

PAT Family Information Record


We have reviewed the following PAT Records, identified the needed updates and are planned for development during the February and March. Updates needed related to all PAT Records are scheduled to completed by the end of March.


  • Guardian Information Record
  • PVR and Planning Guide improvements


  • Child Information Record
  • Child Health Record
  • Parent Outcome Assessments