VisitTracker Help Desk > Help Desk > Knowledgebase

Search help:

» Subcategories:

Family Tutorials
Tutorial 03 - Family Home Page
Tutorial 04 - Demographics and Health Info
Tutorial 01 - Overview
» More topics
Planning Guide and PVR - Templates and Customization
Reminder Rules
Enrollment Info
» More topics
Family and Child Summary Reports
APR, PMR and Related Report Updates
Manual: Getting Started
Manual: Coordinated Intake
Parents as Teachers QEIP - blank forms
Blank Forms - PVR and Planning Guide
Blank Forms - Assessments
Blank Forms - Child Exit Summary and Child Screening Record
» More topics

» Articles in this category:

REPORT: MIECHV Form 2 IL Data Tracking Article rated 2.8/5.0
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 col...
Demographics: High Needs Article rated 3.1/5.0
Please explain / define the demographic categories (High Needs)The Visit Tracker Demographics screen has the items that make a family "high needs" according to National definitions at the top as well ...
Where is the Family Visit Record (PVR) form? Article rated 3.0/5.0
 1.  First, you will need to add the contact Go to Guardian tab, choose the guardian from the drop-down list, click "Add Contact" on the left.  The Contact screen will open and you can add the date...
How do I add a Screening? Article rated 3.3/5.0
To record a screening, the guardian and child must first be enrolled.  Once they are enrolled, you look up the child you screened and enter their screening data. First, go to the Children tab and sel...
I just hired a new Home Visitor (educator). How do I put them in the system? Article rated 3.9/5.0
To add a new Home Visitor **Only the Main Admin for the program can add a new Home Visitor** 1. Click the Home Visitor tab and then click "New Home Visitor" over on the left. At the top,
Manual - Is there a printed manual? Article rated 3.9/5.0
You can print a copy of our user manual from the attachment added below. 
Can I export data? Article rated 3.4/5.0
You can export your raw data and create a report inside Microsoft Excel or any other program that can open a text file.  It's quick, give it a try!
Exit Guardian or Child Article rated 3.6/5.0
To exit a Guardian or Child, you will first need to go to the Guardian or Child tab and pull up the guardian/child from the drop down list.  On the main data page, under the Enrollment Info, select t...
MOSIS Numbers Article rated 3.5/5.0
We have a State ID export that you will be able to send to DESE.   First, you will need to get to the Export Data area in Visit T
Change in Main Administrator Article rated 3.2/5.0
If you are needing to change the person currently listed as the main admin, log in, go to Setup tab, click Profile on the left.  Change all the information to the new admin information.  You can ch...
Clearing out browser History Article rated 3.0/5.0
Here are instructions to clear your browser history and clear cache memory.    IE: 
User Defined Fields Article rated 3.0/5.0
The main Administrator can add user defined fields which are fields that you name to track items Visit Tracker does not already track.  
Caseload Summary and Family List reports Article rated 2.6/5.0
Issue reported: Family List is reporting 31 families Active families. Caseload Summary is reporting 29 families.Reason:In this issue, the home visitor has 2 guardians in Active status but their childr...
Group Connections Article rated 4.1/5.0
Where do you go to put in a group connection that a family attended?First, you will need to enter the Group Connection on the Calendar. Click on the date of the group, and in the upper right hand corn...
Can I make a family Inactive and how is the visit frequency affected? Article rated 3.3/5.0
Yes, you can make a family inactive if they are going to be gone for awhile. Once they come back, you can reactivate them and then update the enrollment date to when they came back. By updating the en...
Counting Teen Group Connections - MO only Article rated 4.0/5.0
For your teen groups to count on your invoice report, you will need to be sure that on the demographics of the guardian, that they are marked as a "Teen Parent". Only those guardians that are marked a...
Adding Staff Trainings / Professional Development / Supervision Article rated 3.9/5.0
You can record your staff professional development (this includes trainings, meetings, observations, files review and supervision) in Visit Tracker.  You can do this for individual staff, or group ev...
Transferring a family to new home visitor Article rated 2.6/5.0
How do I transfer an existing family to a different Home Visitor?You can do this one of two ways: 1. If you have just one family that needs to be reassigned, you can pull up the child from the Childre...
Deleting duplication goals Article rated 2.7/5.0
When I am writing in my family goals, somehow I am getting two or three of the same goal in writing. How can I remove or edit this mistake?When entering goal, be sure not to double click the save butt...
Immunization Record Article rated 3.4/5.0
Is there still a place to complete the immunization records?Yes, there is! Under the child screening, under the Health section, you will see a pencil next to the immunization field. Click this pencil,...
How do I record child Medical Visits? Article rated 3.4/5.0
For Medical visits, the main admin will need to turn these fields "on" under the Set Up tab. Go to Preferences on the left. Under the Child Fields to Display, you will see the question "Does your agen...
Printing individual exit reports Article rated 3.7/5.0
How do I print INDIVIDUAL exit reports?For the child exit summary report, you will go to the Child tab, and then click on "non-Actives" on the left. Next, click on "Exited Children". You can sort the ...
0% on Performance Measures Report Article rated 3.5/5.0
When I try to generate a performance measures report by parent educator on my two most recent staff members, there is no information, everything says 0%. Why is that? Check to see if that home visitor...
Setting Default Date for Reports Article rated 2.6/5.0
How do I reset the calendar for our new program year?Only the Main Admin can set the new program year.  Go to the Set Up tab, and then to Profile. Here, you will see a field marked "Current program y...
Enrollment Status Definitions Article rated 3.4/5.0
Recent changes to enrollment status have brought up some questions regarding the use and definitions of the different status. Active:  Families receiving home visits. Private contacts can only be add...
PO for Payment Article rated 4.0/5.0
How do I pay using a PO? If your school district/organization creates Purchase Orders for payment, the admin for the account can enter those PO numbers directly onto the invoice. There is no need to e...
User Types and Definitions Article rated 4.4/5.0
There are 4 different user types in Visit Tracker; Main Admin, Full Access Additional Admin, Read Only Admin and Home Visitor. Main Admin - There can only be one Main Administrator for each Visit Trac...
Email Verification link broken Article rated 3.0/5.0
I enrolled a family today and the email verification went to her and she replied that the link is broken. What can we do?Typically what happens, is the guardian double clicks the link. The first click...
Rescheduling a visit due to No Show or Cancelation Article rated 3.9/5.0
In contact history to access planning guides, if a parent no-shows/cancels how do we transfer that planning guide to the new scheduled date?   When a parent No Shows or Cancels, the home visitor w
How do I switch the main admin? Article rated 2.3/5.0
I am currently the main admin and I will be leaving the organization.  Do I have the ability to make someone else the account administer and remove me or do we need to request that through you?  
Family List Report Article rated 3.0/5.0
When we have a family who has exited children with one Parent Educator but then the family gets transferred to another Parent Educator for various reasons, the exited children still shows up on the or...
Admin is also a home visitor. Article rated 4.2/5.0
I am the main admin for our program, but I also do home visits.  How can I be added to the home visitor list?   If an admin is also a home visitor, that person will need to be added as a home visito...
How can I change my password on Visit Tracker? Article rated 3.0/5.0
Before you login on Visit Tracker, just under where you enter your username and password, there is a blue "Reset Password" link. Click the link and then enter your current username. You will receive a...
Reactivate a family Article rated 3.0/5.0
Question:  I had a family I exited from the program and they are now back in contact and we have an upcoming visit scheduled. How do I get them back into my system?    Answer:  If the guardian is ...
Set Up Options (Main Admin) Article rated 3.9/5.0
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 - T...
Making a child inactive Article rated 2.3/5.0
How do I change a child's status to inactive without changing the entire family's status to inactive? On Hold/Inactive as defined by PAT: " A family can be placed on “Hold” if they intend to retur...
Moving a guardian from Active to Wait List or Mailing Status Article rated 3.0/5.0
Question:  I would like to change the status to Waiting List, but the only options are Inactive/on Hold or Exited. Answer:You will just need to exit the family first. If you go straight from Active t...
Visit Frequency Report showing blank for a Home Visitor Article rated 3.0/5.0
The Visit Frequency report will not show for one of my home visitors. Please help! Check to see if that home visitor is listed as a "PAT Affiliate" Go to the Home Visitor tab, and pull that person up ...
How can I print a group connection plan? Article rated 3.7/5.0
Go to the Calendar, and on the left side click on "Group Connections". Enter your date range and then click to "Display Group Connections".On the right side of the group, click the printer icon to pri...
How do I run the APR or PMR? Article rated 3.0/5.0
You will need to run a new report each time you want to see current data. The reports listed under "Reports Ready to View" are old reports of the data from the date you ran the report (saves like a PD...
Why does the Contact Date/Private show in red? Article rated 3.7/5.0
Here is a key to the colors (you can also click the "?" icon in the upper right-hand corner and it will tell you what the colors mean):Private contacts in the Contacts page will now show as blue, red ...
Milestones question on PMR/APR Article rated 3.0/5.0
Milestones: Did ALL (100%) parent educators review and document updates to the PAT Milestones Record for each enrolled child after visits?* (Yes/No) Ho
Tobacco Cessation Article rated 3.0/5.0
Question: I ran my PAT APR report and Tobacco Cessation is coming up as: 0 Numerator0 Denominator Can you tell me where my staff enters this information or how it is being generated? I want to make su...
Add New Contact Article rated 3.0/5.0
Question: We are trying to enter new contacts for visits but do not see the tab. There is only a "contacts" button which leads us to all that have been recorded in the past.   Answer:There is a "+" i...
Deleting a family Article rated 2.6/5.0
Question:  We are needing to delete a family that was entered twice.Answer:  To delete a family, pull them up in the drop down. Double check that you are on the right file that you want to delete. G...
Race Article rated 3.0/5.0
Question:  Under Race, there isn't an option for Latino/Hispanic. Can this be corrected to included Latino/Hispanic in the race field? Answer:  We use the Federal definitions for Race as instructed ...
Home Visitor is also a Supervisor Article rated 3.0/5.0
Question:  I have a Home Visitor, but she is a supervisor. How can she have access to all the families and reports?   Answer:  If she needs access to all families, then you would need to set her u...

» Top Knowledgebase articles:
» Latest Knowledgebase articles: Date added
 Home Visitor is also a Supervisor 2019-08-29 12:32:30
 Race 2019-08-09 07:52:30
 Deleting a family 2019-08-07 09:27:58
 Add New Contact 2019-07-12 11:25:57
 Tobacco Cessation 2019-07-11 12:44:32
 Milestones question on PMR/APR 2019-06-12 11:34:07

Powered by Help Desk Software HESK, brought to you by SysAid