A new report has been released today – MIECHV Form 2 Data Tracking IL report. This report is designed to assist the programs and home visitors to keep track of their MIECHV Benchmark (Form 2) data collection. This report is specifically designed based on Illinois’ benchmark reporting plan but may be a useful for programs outside Illinois.
- Purpose – Provide home visitors and admins a way to track data entered and be aware of upcoming deadlines for each family being served
- Content – 2 parts to this report for each family member enrolled
- Data Collection Summary – This section will summarize the data collected for each individual that relates to the benchmark requirements
- Data Collection Schedule – This section will display the dates when collection is due, the dates when the data was entered, and indicate whether that item complies with the requirements
UNDERSTANDING THE REPORT
- This filter will allow you to select the reporting year that you want to review for each family.
- The start and end dates will always be 10/1 – 9/30 to line up with federal reporting requirements
- Currently, 2016-2017 is the only selection. On 10/1/2017, 2017-2018 will be added to the selection list.
- Data Collection Summary – not all items in the summary are dependent on this filter. For example if guardian was enrolled 10/1/2015, the Summary will display enrollment entries from when the guardian was first enrolled such as tobacco use. But other items such as Home Visits, Health Insurance Continuity, and Child Emergency Room will reflect data collected within the reporting period.
- Data Collection Schedule – The Date Range (explained next) will work along with Reporting Period. Only items with due dates that fall within the reporting period will show.
- This filter allows you to filter the Collection Schedule.
- Only the items that have due dates that fall inside the date range, OR are prior to the start date of the date range, will show on the report for the guardian and child(ren).
- This filter allows you to reduce how many items you want to look at in the schedule. You may choose a date range that falls before and after the date of your next home visit to help you prepare for that visit. NOTE – Don’t select too small a date range. You may want to set the end date of the range to be a month or so after the home visit just in case there are due dates that fall in between visits.
- If you are a home visitor logged in, you will only see your name.
- For program admins, you will be able to select the home visitor you want to review.
- Click “Inactive” to include the names of any home visitors that were deactivated but may have been serving families during the reporting period you are viewing
- Only the guardians that have a child assigned to the home visitor selected in the Home Visitor filter will be shown in the drop-down list
- The Guardians list will default to only showing the guardians whose current Status = Active
- Click “All” to also include the guardians whose Status is other than Active
- For the guardian selected, the report will show the guardian and all children enrolled under that guardian
DATA COLLECTION SUMMARY & SCHEDULE
The Summary section is going to display the data entered that relates to your required Form 2 (benchmark) reporting.
“No Data” – This will display if there is no entry recorded OR, in the case of the screenings, the date the screening was conducted is out of compliance as seen in the Data Collection Schedule for this report illustrated.
In the HOME VISITS IN REPORTING PERIOD, the information displayed is only for the reporting period selected in the filters. Click on the number for “# PVR with behavior questions unanswered” to get an excel file listing the visit records.
The HEALTH INSURANCE CONTINUITY section is not going to be seen in the Collection Schedule but will show the quarter schedule for collection requirements in the Summary section. This will also be similar to how Well Child and Child Medical Visits work in the Summary section for the child.
Here’s an example of the Child section for this report. There are many more items to specifically pay attention to with Well Child Visits and Developmental Screenings having very specific requirements and age ranges for collection.
This a complex report with many moving parts. It’s also not like any other report in Visit Tracker. As you become familiar with it, let us know how well it is working. If you see anything that doesn’t make sense or data not reporting as expected, tell us. It’s important – as everything we do – that it’s valuable to your work and makes things a little easier.
Health Info reports are now available in the Reports tab > Service Reports column. There is a report for all entries in each of the Health Info sections both for guardians and children. Select the report you want to run and then set the Date Range to get an excel file for all entries within the date range.
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.
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
SCREENING COMPLIANCE – NEW ENROLLS
- 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
FAMILY ASSESSMENT COMPLIANCE
- ‘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.
The MIECHV software, Visit Tracker Web, was used by all Early Head Start and Parents As Teachers MIECHV programs in Texas last week to submitt their HRSA report on time. State leaders say that the report was submitted on time and “looked good”. The consulting company overseeing the MIECHV texas project stated they “very much appreciate all of the good, hard work and support you guys have provided” when reporting to Visit Tracker support how well the process is going. Visit Tracker has made considerable modifications to their product to track MIECHV benchmarks and constructs and users from all MIECHV grantees are benefiting from the new data tracking elements. If you are in need of a tracking system for your home visiting program or MIECHV home visiting program, please contact Visit Tracker Web support/sales at 1-800-532-7148 . Visit Tracker is extremely fairly priced and has been identified as the least cost and most user friendly system on the market. Support is considered the best in the software industry with free training, toll free support, and immediate responses for support needs.