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.

You asked… PAT ISR Report

We received a request a while back to update the PAT ISR Report for PAT Approved User programs. We finally have been able to update and release the report this week.

The PAT ISR is updated according to PAT National’s 2018-2019 requirements. This report is available in the Admin / State / National reports column.

Thank you very much, Jamestown for your request and for your patience.

New Feature: HIPPY Site Funding

We’ve added Site Funding to all HIPPY programs. This section can be accessed by the Main Admin under the Setup tab underneath Profile.

In the Site Funding section, add program budget information for the following:

  • Government Funding Sources
  • Private Funding Sources
  • In-Kind Donations
  • Volunteers

When a Government, Private or In-Kind source ends, simply go to that item, edit the entry and enter an end date.

The Site Funding report can be found in the Reports > HIPPY Reports section.

  • HUSA Quarterly Reports has been added to the top of the HIPPY Reports column
  • Click on Site Funding and enter the date range to report all funding sources received at any point in the date range
  • Note: There are 4 HUSA Quarterly Reports listed but only Group Meetings and Site Funding are currently live. The other 2 will be coming soon.

Report example:

New – HFA Site Profile Report

We recently added the HFA Site Profile Report to the list of Admin reports for Healthy Families America programs.

Here are a few details about the report:

  • Reports data on primary guardians and the target child(ren)
  • The target child is defined as the first child enrolled OR the youngest child enrolled in the family if there is more than 1. In the case of twins, both would be reported.
  • The numbers reported are also links to a pop-up list of the individuals counted in that number
  • There is a feature at the top to “Export details to excel”. This will list all guardians with the target children that are included in the report along with the related data.


  • Ready to view / Pending – This is a complex report which at times could take some time to calculate. This feature will allow you to run the report move on to other things and return to check when it’s ready to view
  • Run the report for Program or Home Visitors – Admins can either get the overall program numbers or can run a check of each home visitor’s data.
  • Date Range – Filters for families that have received a PVR within the date range
  • Site/Fund Code – Will report families that are assigned the site that is selected and whether that code is current at the time of the report
  • MIECHV Target Child – If selected “Yes”, Will report the children marked as Target and their guardians. “No” will report all children and their guardians.

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

Report Upgrades

The following reports were upgraded and released this week.

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

Also upon requests from the field, we added the option of running these reports as a CSV file in addition to the standard HTML file. In the CSV file format, you will be able to open the report in Excel.

Keep the suggestions coming. We’re working hard to make Visit Tracker as easy as possible for you.

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


Recent Releases 1/16/2018


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.


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

REPORTS: Service Counts Edited

Recently we heard that the Service Counts report was possibly not reporting correctly. It was more about having an expectation of how it will report versus what it was actually reporting. So the questions are, “Why is it reporting this way?” and “Should it?”

The issue: The report for Quarter 1 and Quarter 2 was not adding up to the same total when running the report for both quarters combined. The combined report was showing more contacts than when running separately.

Why is it reporting this way? So I’ll focus on one guardian example to explain why. In Quarter 1, the guardian had contacts but no enroll date. Let’s assume the guardian had a Status of “Recruit” in Q1. In Q2, the guardian was enrolled – “Active” – and had an enroll date in Q2. The report is being run on a date after Q2. When running the report for Q1, the guardian wasn’t seen as existing yet because the logic of the report was that an “Active” guardian will have an enroll date on or before the last day in the report date range. And even if you have “Recruit” checked in the report filters, this guardian is also no longer a “Recruit” at the time of the report is being run. The guardian is “Active”.

Should it report this way? The logic of the report wasn’t completely off, but we decided to correct it to better reflect service counts regardless of the enroll date. So now you can expect Q1 + Q2 to equal Q1 and Q2 combined.

There is one thing to note about the Status filter. This report will count all contacts in the date range for the guardians that match the Status(es) selected at the time you are running the report. Taking the same guardian in “Why was it reporting this way?”, you cannot run the Q1 report for “Recruit” guardians and expect to see that guardian listed in the report. But you can expect to run the Q1 report for “Active” guardians and see that guardian in the counts.

I expect there may be a 3rd question to answer for any of you reading this, “Why the long explanation?” Basically when I was on the client side of Visit Tracker, I was always interested finding out the “why”. It helped my work with the sites I was supporting too. So maybe some of you might like to read about the “why”. Also, I wanted to illustrate the process of answering the most important question, “Is it correct?” We never assume something is easy and straightforward. We investigate what you tell us, work with you to understand how you want things to work and make the necessary correction.

Thank you to the program that emailed about this report. It gave us a chance to look into this report and make an improvement.