Screenings and APR FAQs

Since the Screening update in February, there are been some questions in regards to how screenings are counted on the APR. Here are some frequently asked questions regarding screenings and the APR.

Question: On the Screening page-why do we have Health screening listed along with the PAT Health Record.  The Health asks if the Health Record is complete and for the immunizations updates which also is in the PAT Health Record.  So why do we need both?  Answer: Either one is ok to fill out.  If you are all doing the PAT Health Record, then the admin, can “turn off” the independent Health Record, and then only the PAT Health record will show.  We have both because not all programs are filling out the PAT record.

Question: Under the “Add Screenings”, we have Developmental and Social-Emotional, then there’s a Dev/Social Emo that are together.  Is there a reason that we would choose the combo vs. the individual screenings? Answer: There are a few screening tools (such as the DIAL, PEDS and the Brigance) where the tool includes both the Development and Social-Emotional components.  If you are using the ASQ, then the ASQ and the ASQ-SE need to be entered separately since each screening is it’s own tool.

Question: In the 1st table, it has 5 rows listed, is the Hearing and Vision based on the Hearing and Vision Review in the PAT Health Record or when we select Hearing and Vision independently?  Answer: The dates that show in the first table will show the most recent screening entered.  This could be from either the PAT Health record, or an individual hearing or vision screening were entered. 

Question: When we add a Vision Screening, a tool is not listed and it says to add in the set up section?  Answer:  As the admin, go to the Set Up tab and then to “Screen Type/Inst”.  Under the User Defined types, you can enter the Vision tool by clicking on the “+” icon in the upper right corner of the page.

Question: My question is regarding the screenings listed on the Screening page and where the APR is pulling information from.  Answer: The APR will pull the first date the screening was “completed”.  For Development to be completed, both Development and SocialEmotional need to be entered and completed.  For Health, Health, Hearing and Vision need to be entered and completed.  This can come from the PAT Health Record, or each individual screening.

New Screening page

Here are a few frequently asked questions regarding the new screening page.

How does a screening get marked as “Completed”? This is a large part of the reason for the update.  The system can now tell when all 5 components are completed and will go off the dates of the screenings rather than one button. For a screening to be considered completed, there will need to be a Development, Social Emotional, Health, Hearing and Vision screening. Each screening needs to be dated and marked as completed for the program year.

Health, Hearing and Vision Screens – The best way to enter the Health, Hearing an Vision screenings, is to do that from the PAT Health Record.  You don’t have to fill out the entire form. You can just put in a Form Completion Date (at the top of the record) and that will auto-populate the date for the Health, Hearing and Vision.  If there is a concern or referral, be sure to open that section of the record and get that entered. 

Screening Reports – There are now 2 different types of reports under the Screening Reports. You can run a Screening Report or a Screening Review. The Screening Review will have similar filters to the old screening report. For example, Show Active Children without a Completed Screening. These reports are also now available in HTML or CSV formats. The CSV will kick your data into an Excel Spreadsheet. This will make it easier to filter and sort your data.

We are continuing to make improvements as we receive your feedback. Please let us know if you have any questions or suggestions! Thank you for your patience as we work to get updates made.

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.

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.

APR

  • 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.

PMR

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

pmr

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.