|For many of you, July/August starts a new program year! We are looking forward to the 2021-2022 year and have some exciting new features on the horizon! As you move into the new program year, here are a few reminders of items you may want to take a look at!|
Exit any Family that is no longer receiving service. It’s important to keep your active list clean and only show families that are still active in your program. Just a reminder, if you exit a Family, all guardians and children will also be exited. If you exit a child, then only that child will be exited. The family, guardians and any siblings will remain active. If you have families that are receiving partial services (maybe they are just attending groups, or the child just is getting a screening), there are other Status options for those families. You will still need to exit them, but then they can be moved to “Recruit” or “Mailing Only”. If you have additional questions about how to use these other options, please let us know!
Check each Family’s Demographics page. You will want to update any Stressors that have changed. Also, be sure to update the Income History, Education History, etc. Even if the information hasn’t changed, we recommend that you add a new entry. This way, the data is clean and you know you have checked this and there haven’t been any changes.
Set your Reminders so you don’t forget! Use the reminders feature to set all your deadlines now, so you don’t miss one later! You can enter reminders for Assessments, Child Screenings, etc. If you have questions about using the reminders feature, check out the tutorial here.
MAIN ADMIN – Check the Settings under the Set Up tab. Go to the Set Up tab and check all your settings. This list has changed, and as we continue to make Visit Tracker more customizable to your program’s needs, this list will continue to be updated. You will want to show only the fields that you need for your program. You can turn the others off.
MAIN ADMIN – Update your Program Year Start Date. This can be updated on the top of the Reports page. This will set the default start date for reports and will help to reduce reporting errors.
MAIN ADMIN – Check your Users! Has someone left your organization? Be sure to either Deactivate or Disable their login under the Home Visitor tab. Also, look for any Helper Admin that may have left as well. A list of active users can be found under the Set Up tab and then “User Management” on the left.
If you have any additional questions please let us know! We are happy to answer any questions you may have.
We wish you a successful 2021-2022 program year!
Main Admin – Did you know that under User Managment, you have the ability to grant additional permissions to Helper Admins and Home Visitors?
Home Visitors can be given “Full access – Data entry” which is equivalent to Helper Admin permissions allowing them to enter data on all families and children in the system. NOTE – Home Visitors that are also in a data management role in the program no longer have to have a separate Helper Admin login.
Record Management – Main Admins can assign certain users to manage specific records like Reminders and Supervision Records. Also the Main Admin can control who can delete families and contacts.
Setup – Certain users can now be granted the ability to manage sections under SET UP. Typically this section has been limited to only the Main Admin. Now the Main Admin can grant access to this section – all or portions – to any user
As the main administrator, it is your responsibility to set up your Visit Tracker. Under the Set Up tab, you will find different links on the left. Be sure to explore each link thoroughly.
Profile – This is where you will find your program name, program address, and your contact information. If you need to change the program name or address, do that here. You will also find the “Current Year Start Date“. This will be the default start date for your reports. Updating this date will help save time, and also ensure accuracy when you are running reports.
File Upload – This is something fairly new to Visit Tracker. This link will allow for uploading any hard copy files. Programs moving to “paperless” files will find this useful! To learn more about file uploads, please see this tutorial: https://help.data-keeper.com/knowledgebase.php?article=42
Invoices – This is where you will find your current open invoice, as well as past paid invoices. About 60 days before your subscription is due, an invoice will be created. When you log in, there will be a notification that you have an open invoice. From here, you can print or email your invoice using the icons on the right.
Add’l Admin – If you need to add an admin to your account, you will do that here. Full access Helper Admin and Read Only Admin can be added here. To see the different user types, look here: https://help.data-keeper.com/knowledgebase.php?article=48&suggest=1
Preferences – Under the Preferences link is where you will find most of your set up options for Visit Tracker. When you first open the link, you will find some default options. The following sections are drop-down menus. The “Home Page – Up Coming Events” will allow you some control over what you and your users will see on the Welcome screen. The “Child Fields to Display” and “Guardian Fields to Display” will allow you to show or not show fields on the Child or Guardian data page. On the “Demographic Fields to Display“, you can select to show any additional high needs characteristics that your program would like to track. Please note that by showing these high needs characteristics, they will not count toward PAT stressors. Only the characteristics in the first box are counted for PAT. This is also where you would turn on MIECHV tracking if you are a MIECHV funded program. Finally, the “Family/Guardian Assessments to Display” will allow you to show only the assessments that your program gives. These are the Assessments listed under the “Assessments” link under the guardian.
Exit Reasons – Here, you can create, edit or, in some cases, delete exit reasons. If delete is not an option, this is because there is a guardian with that exit reason. You can select to not show the exit reason if you no longer want home visitors selecting that reason. If you edit a reason, this does change all guardians that have this exit reason listed, so be careful about changing the status. If it’s just a wording change, such as changing “Moved” to “Moved from Service Area”, that would be ok. You can also add new exit reasons if your program needs them.
Screen Types – These are the Developmental screenings that will show under the Child Screening section. If your program gives any screenings other than the PAT National recommended screenings, you can add them here. You can also select to not show any screenings that may have been previously entered. If you do enter another screening type, this will not change the scoring section of the screening.
Ethnic Categories – No changes can be made on this screen. It will give you the Federal Race categories.
Site Codes – Site Codes are used for programs that need to run a report for different funding sources, school districts, etc. You can enter your site codes here, and then under each report, there is a filter option to run by Site Code. If you use the site code field, you will want to be sure that each guardian has a site code selected on the Guardian Data page.
PVR Templates – PVR Templates can be used to help home visitors save some time when entering a PVR. The template will allow you to enter a few fields that will then populate for the home visitor when that template is selected. For example, when a screening visit is conducted, there may be some standard handouts that are given. You could create a “Screening Visit” template. ** More options for templates are coming soon!
User Fields – You can the option of adding an additional 4 fields to the guardian data page and 4 fields to the child data page if there is additional data that you collect and there isn’t a place to record it in Visit Tracker. The user fields will show on the guardian/child page as you enter them here. These fields can be filled in with numbers or letters. Be sure your home visitors know what you want to be entered. Is it a date, or a “yes” “no” answer, or text? An example of a user field might be “Is there smoke detectors in the home?”. This can be answered with a yes or no answer. Another example might be “Home Elementary School”, and the name of the school can be entered. These fields will show on the Family List Report, Child List Report and the Guardian or Child data exports.
Referral Sources – Referral Sources would be the list of agencies, people or places that refer families to your program. Referral Sources can be found on the Guardian and/or Child data pages. This is a field that can be turned on or off under the Preferences link.
Mass Exit – This will allow you to exit children in mass. Mass exit will exit children according to their date of birth. This is most often used at the end of the program year to exit all children that have aged out.
Data Sharing – If your State Lead has a State account, you will need to accept that you allow data to be shared with the person/program requesting permission.