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user manual - Arkansas Home Visiting Network

1. Group Family Participant Step 3 Check the next to the primary caregivers that have been invited to the group meeting Step 4 Click Submit WU wee E Full Name Case Number y Fake James 11409 El Fake Jamie 11161 Mm Fake Jim 10824 Step 5 Select Staff Family Map Mailed from the drop down AHVN MIECHV ETO Manual V3 01 06 2015 30 Record Multiple Participant Efforts Select a Participant Outcome Activity EcuiAlclulIAE MENE Step 6 Select Mailed Letter for the location Step 7 Enter the number of family maps Step 8 Enter the tracking number Step 9 Enter time it took to complete the mailing in minutes Step 10 Check all of the boxes that apply for each participant Record Multiple Participant Efforts Participant From Selected Participants Contact Location Method MailedLetter Y Date of Contact Ot vw 12 v 2012 v E Number of Family Maps Mailed 3 E Tracking Number 123456 AM staff Family Map Mailed AM Time Spent on Contact 30 minutes Participants Last Value Assigned New Value Select All Fake James No values have been set Y Fake Jamie No values have been set El Notes Step 11 Click Record Effort Record Home Visitor Supervision This link will allow you to search for the home visitor and record the time spent on their supervision NOTE Remember to type in the home visitors name here If you leave this search blank the system will pull up
2. Contact Location Method Date of Contact Oct will jj 2012 w Date of Next Contact Month v Day v Year v 1 7 30 90 5 Name of Training Ej Core Competency Area s L Child Development Diversity in Family Systems Health and Safety E Relationships among Family School and Community 5 Model Specific Training Select v E Sponsored by Arkansas Home Visiting Network Select vr AM Staff Home Visitor Training Time Spent on Contact minutes Last Value Assigned In Attendance No values have been set Notes AHVN MIECHV ETO Manual V3 01 06 2015 29 Coordinator Information Add Home Visitor This should be completed at the initial MIECHV ETO required training Contact ETO Administrator for more information Call 501 364 5464 View Edit Entity Home Visitor This Link allows you to search for an entity home visitor and make edits Click the link type in the home visitor s name and click Search Choose the home visitor from the list provided At this point you will be able to edit the original information entered for the home visitor Record Family Map Mailings Choose Participant on following Screen This is a point of service POS that will record the mailing of Family Maps into the AHVN Step 1 Click the link on the home page Step 2 Choose Participant NOT Group Family Create Message Read Message Record Multiple Participant Efforts
3. Add Cody Fake Staff Completing Referral Cody Burnett Reason for dismissal unknown Reason for Referral Parenting School Readiness Suppt Participant Information Yes Details gt Add Date 9 12 2012 gt Delete Status Referred Date 9 12 2012 gt Delete Status Receiving service Cody Fake AHVN MIECHV ETO Manual V3 01 06 2015 27 Step 7 Update the referral by change the status and entering the date of the new status Step 8 Click Add Details Details Referral Status Select i v Status Date Sep vv 27 v 2012 v Date of Next Contact Month Y Day Y Year v 1 7 30 90 Time Spent on Contact minutes Add Details Dismiss Family from Model This link allows you to dismiss a single participant or an entire family at once Step 1 Click the link on the Home Page Dismiss Family from Model Step 2 Search for a Participant or a family 4 Family Name Search by primary caregiver s last name Last Name SSN Case fake First Name to find all family amily Name Search for clients participants SEARCH e To see all Participants leave the boxes empty e To search for Participants by partial Last Name use the text box to the le e To further define your search use the text box to the right Select all of Showing all Pariticpants matching fake who are currently enrolled in Paragould Sct the individuals Select All Particip
4. Stronger Families AN Brighter Futures ARKANSAS HOME VISITING NETWORK ARKANSAS DEPARTMENT OF HEALTH and ARKANSAS CHILDREN S HOSPITAL EFFORTS TO OUTCOMES ETO USER MANUAL FOR MIECHV FUNDED HOME VISITORS All funding for this project is provided by the Maternal Infant and Early Childhood Home Visiting Program of the Health Resources and Services Administration of the U S Department of Health and Human Services through the Arkansas Department of Health RECRUITMENT PROGRAM HOME PAGE LINKS ccsccsssssssestesseessesseeneeesesseesenenesseessneseeesesseesseeseneneessaessnenaes 3 Add New Family aida cada dd AA 3 Add Rellable Contact 4 VICWLEGIE NN A e iaouln Taa 5 Edit Family Do not add children to family in recruitMent cccccsccssccsscccsccnsccesccecccesccecccsccsccesccesccesccescceccesccusccusccusscesscesceeccesces 6 View Edit Participant DEMO IPOIOS diaria a AR AAA Aaa Acad 7 Record Recruitment Efforts ON Pared 7 Record Point of Service for Time Spent Recruiting Participants NOT Entered into ETO ccccssccsccesccsccsccecccscceccescesccscceccesccnccecees 8 Referral to Home Visiting PropraMesicciasiniotinianic cloro ia iaa 8 Dismiss Family from Recruitment ProrrIMicaiin ii A A A A AAA A di 10 MODEL PROGRAM HOME PAGE LINKS visi 11 Accept Client Referrals cess cscccstivsccsaspsscmetconsacaccotcapasensuamansoancuanasase ces aeanesen EE a pase weutenneoanconienese 11 AdGing Participants to Casellas Aaa
5. Year consent participant agreement to receive services AHVN MIECHV ETO Manual V3 01 06 2015 12 Adding Participants to Caseload All participants must be added to the home visitor s caseload This can be done on the home visitor s dashboard HIPPY Coordinator MUST do this for their staff Coordinators from other organizations may also choose to do this for staff but staff other than HIPPY will have the ability to do it for themselves The first method shown below is for home visitors The second method is for coordinators Staff Adding Caseload Step 1 Click on the My Dashboard tab at the top of the screen ETOSOFTWARE i Welcome Cody Burnett Arkansas Children s Hospital Template Site HIPPY Change Program To Do List Messages My Favorites Enter Search Term s HIPPY y Search eo _ ARKANSAS Step 2 Find the My Caseload tile on the dashboard and click Add My Caseload JO Add Take Action Participant poo A ee Relationship Status Step 3 Use the filter in the Name column to locate the participant Use this filter to refine your search of participants Type the name in the blank and click on the filter Then select an option to best filter the results AHVN MIECHV ETO Manual V3 01 06 2015 13 Step 4 Place a check next to the participant s name and change the start date to match the date of consent Scrolling the screen to the right should show the Start Da
6. 1 Click the link on the Home Page Step 2 Search for the participant Step 3 Choose the participant Step 4 Select to Program and click submit Add Referral for Stanley Fake to Entity Service Providers AHVN MIECHV ETO Manual V3 01 06 2015 8 Step 5 Choose your model program the reason for the referral Home Visiting Services the date of the referral the consent date and the status of the referral Receiving Services Add Referral for diana g fake Select your home Participant Name visiting location Program program in ETO here You can refer people to all non confidential programs in your site and confidential programs to which you have access Reason for referral Referral Date Sep 7 7 2012 1 7 30 90 Pending Drop Off Date Oct 7 2012 itr re Do NOT change Date Referral Status Referral Status Release Participant Information Date of Next Contact Month Day Near 1 7 30 90 Reason for Referral Time Spent on Contact minutes Referral Notes Step 6 Participants can also be dismissed from the Recruitment program at this time Check the box next to Dismiss From Program dd Referral for diana g fake Referral Information Participant Hanra diana g faka Program Select 0 You can refer people Lo all non conbdentlal programa m your sita and confidential programs to which you hawe access Reason for Referral
7. Group Family To Do List Messages Participant Enter Search Term s Record Multiple Participant Efforts Group Family 0 Participant AHVN MIECHV ETO Manual V3 01 06 2015 24 Step 3 Next select all the primary caregivers who should have attended the group session and click Submit Full Name Check the box next to each E Baldwin Fake primary caregiver who Baldwin Fake should have attended the m Carter Fake Group meeting m Carter Fake Y Fake Amanda Fake Brooklyn Y Fake Grant T Fake Jennifer E Fake Sadie a Fake Vicki T Keys Fake Step 4 In the drop down choose the Parent Record Group Activity point of service and click Submit Step 5 Answer the question while remembering to record time in minutes and be sure to check all of the boxes next to the participants who attended the group meeting Leave the boxes in this section blank for clients participants who did not attend the meeting Record Multiple Participant Efforts Participant From Selected Participants Contact Location Method Select Y Date of Contact Sep v 27 v 2012 v E Educational Content Select v AM Parent Record Group Activity AM Time Spent on Contact minutes cola Last Value Assigned New Value Select All L Fake Amanda Yes v Fake Grant Yes Y Fake Vicki No E Notes Note Remember that you must record any educational content o
8. Home visting Seracer Relerral Date See 7 m1 1 7 10 90 Pending Drop OM Date Ot 7 22 1 47 30 00 Referral Status Becering service Release Participant Information Date of Next Contact Momh Oey Tear 1 400 90 Time Spent on Contact minutas Referral Moles Dismiss From Program check box AHVN MIECHV ETO Manual V3 01 06 2015 9 Step 7 Choose Accepted into Home Visiting Program Step 8 Set the Program Dismissal Date matches the referral date and consent date Dismiss From ram a oe a ee Note the referral date from above and Reason for Dismissal y the dismissal date will be the same Program Dismissal Date Sep v 27 v 2012 v Successfully Completed Dismiss Family from Recruitment Program This feature will dismiss the participant from the Recruitment program Use this process if a potential participant is lost to contact refuses services or is not enrolled into the model program for other reasons Step 1 Click the link on the Home Page search for the participant by their Family Name or last name and first name Then choose the potential participant by checking the box next to their name Step 2 Click Dismiss Same Date Reason New To Do List Messages My Favorites My Dashboard Reporting Dashboard Marketplace fate li Persa gt IN HFA Recruiment Program Search Dismiss a Participant from HFA Recruitment Program Search for Parti
9. Specific Training Sponsored by Arkansas Home Visiting Network AM Staff Home Visitor Training Time Spent on Contact Last Value Assigned AM in Attendance Notes Fake Candace Sowell 1 7 30 90 Child Development _ Diversity in Family Systems Health and Safety L Relationships among Family School and Community Select v Select minutes No values have been set E AHVN MIECHV ETO Manual V3 01 06 2015 33 Administer Entity Assessment for Home Visitor Here you can record two different assessments Home visitors and coordinators can record a brief assessment on some of their required trainings Coordinators can record a dismissal form on a home visitor Step 1 Click the link Step 2 Search for the home visitor Coordinator on which the assessment will be recorded Search by partial Entity Name Entity Type Sub Type or Contact Last Name Burnett To see all Entities leave the box empty Quick Search Results Matches for ContactName Fake Burnett Fake Burnett Home Visitor Matches for EntityName Fake Burnett Home Visitor Step 3 Choose an entity it will show up twice just choose one Step 4 Select Take New Assessment Step 5 From the assessment drop down select Staff Training Assessment or Staff Home Visitor Dismissal Form Step 6 Staff Training Assessment Fill out the required dates Staff Home Visitor Dismissal Form an
10. The easiest way to add a target child is through the demographics page of the Primary Caregiver However you should never enter a child if they have not yet been born Step 1 Click on the family icon in the top right of the demographics page Step 2 Click Add New Participant to Family Scott Fake Family Work With Family Add New Participant to Family Add New Participant to Family Work With Family Edit Family Name Record Family Effort Edit Family Name Make Family Referral Bare Lk ee e Record Family Effort Family Member s Make Family Referral Family Members b Step 3 Choose the type of target child to be entered Primary Caregiver Target Child 1 Target Child 2 Target Child 3 Target Child 4 Step 4 Fill out all of the demographics There will not be extra demographics here just target child demographics AHVN MIECHV ETO Manual V3 01 06 2015 18 Add Edit Family update parent demographics and add children to family Use this link to edit the family name as shown earlier in the Recruitment Program section of the manual If you have already updated the primary caregiver s demographics and did not add a target child you can do it here A primary caregiver can also be made Head of Household here if it was missed while filling out the original demographics Adding a Target Child option 2 Step 1 Step 2 Step 3 Step 4 Edit Family Name Click Add Edit Family Search for the famil
11. occur in other location besides the home Consult you model regulation These Records will always be filled out for the primary caregiver parent in the system Parent Record Home Visit This MUST BE FILLED OUT FOR EVERY HOME VISIT or other contacts where educational content is provided including the enrollment visit and visits to complete ASQs or Family Maps Step 1 Click the link on the Home Page Record a Home Visit or Group Activity on Parent Record a Home Visit or Group Activity on Parent Step 2 Search for and select the participant Step 3 Choose Take New Assessments on the following screen Take New Assessment Step 4 Choose Parent Record Home Visit from the dropdown ake Assessment For Fake Allen Select Assessment Step 5 Click Continue Step 6 Fill out the entire assessment Step 7 On the third and last page click Submit Save Draft will not fully submit the document but will save what is completed if there is an interruption in the data entry process AHVN MIECHV ETO Manual V3 01 06 2015 20 Parent Record Group Meeting This assessment is recorded on the primary caregiver participant This assessment MUST BE FILLED OUT for each Primary Caregiver attending a group meeting Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Click the link on the Home Page Record a Home Visit or Group Activity on Parent Search for and select the participant On the next screen choose Take
12. of non educational contact that was made during the effort Record Family Assessment on Parent All information contained in this section is recorded on the primary caregiver parent however the assessments are to be given based on each of the children s individual ages Examples Enrollment Assessment Parent Record Enroll Target Child 1 Prenatal Infant Toddler or Early Childhood Repeat as needed for sibling forms using target child 2 3 and 4 ETO assessments This will be the first Family Assessment completed on the parent Follow up Assessment Parent Record Target Child 1 XX Months Child s birthday or half birthday Repeat as needed for sibling forms using target child 2 3 and 4 ETO assessments These assessments will be completed as follow ups to the enrollment version SEE CHART FOR DETAILS ON THE TIMING OF THE ASSESSMENTS BASED ON CHILD S AGE BIRTHDAYS AND HALF BIRTHDAYS See Appendix Step 1 Click the link Record Family Assessments on Parent Step 2 Search for the participant Step 3 Choose the parent s name Step 4 On the following screen choose Take New Assessments to view the assessment drop down list Take New Assessment Select Assessment Y Step 5 From the list of assessment choose an assessment Step 6 Click Continue Record Child Assessments ASQ ASQ SE on Child All information in this section is recorded on the Target Child Children Two different types of assessments a
13. 1 rows 1 to 1of1 Step 5 Change the start date to match the date of consent Scrolling the screen to the right should show the Start Date Column Caseworker Start Date lr Cody Burnett 10 19 2012 HH Edit Participant Demographics This function allows you to edit or update a client s participant s demographics All participants accepted from the Recruitment Program will need there demographics updated due to the additional question ask once the participant is enrolled Step 1 Click the Edit Participant Demographics link on the home page Edit Participant Demographics Step 2 Search for the participant by last name or case number and click on the participants name AHVN MIECHV ETO Manual V3 01 06 2015 15 Edit Address While editing participant demographics you may need to make a correction to the address or enter one for the first time This function operates different than the rest of the demographics Therefore this should be done first otherwise you will lose all of the previous correction or entries you have performed prior to editing the address You will not be able to enter the information into the yellow shaded box Instead you will have to click the Edit Address History link next to the address box Step 1 Click Edit Participant Address History Click Here Edit Participant Address History Address 1 123 North st Step 2 Click on the pencil under Take Action to edit the address
14. 13 e nn o y nn o 5 13 Cooralimator adding Stal CaSO siii N E E ae 14 Edit Participant Demographics aiii AAA ASA SN 15 EIA ES aa ds 16 Special RULE for Editing DeMOPTaADIICS idas 17 Addie a Taree Child COD UO Dira 18 Add Edit Family update parent demographics and add children to fammilly cccsscccsssccssscccssscccessccnsscccecsccusssecesesecsscecesesecessesecs 19 AGI Ba AT SC Gini ODON pisses reek ad 19 Ada Rela ble COntaci Senenin NINA AEAEE 19 View Edit Reliable CONCE A A A A a eR aa 20 Record a Home Visit or Group Activity on Pareado 20 Parent RECON GS HOME VIE aaa 20 Parent RECOlGsGLOUD Mec Eisner isos 21 Record Missed Visits Locating Transportation amp Miscellaneous Contacts on Parent sccsccsccsccsccsccsccscescescescescecceccecceccecceccncs 21 Missed VAS ads 21 Locating Transportation Miscellaneous CONTACT ensins rannin r E r E E T N EE I EAE IEE N E it 22 Record Family Assessment on Parent sessssssesecesscsesececececsssesecececessesecececeesesecececscsesecececscsesecececsesesecececscsesesecececsesesecececseseseseceeseee 23 AHVN MIECHV ETO Manual V3 01 06 2015 1 Record Child Assessments ASQ ASQ SE on Child ccssccossccsssccnscccssccnsscccsccnsssccscecescccscecescenssecescencssecscenssseuscesesseussesessenssssescenes 23 Record Group Activity on Parent Choose Participant on the following Screen ccssccssssesccscccscccsccnsccnsccesccesscescceccesccesccesccuscees 24
15. Carol Fake Family Edit family name here Save Edits 1 Carol Fake 32 03 17 1982 AHVN MIECHV ETO Manual V3 01 06 2015 6 View Edit Participant Demographics This link allows you to correct any of the client s participant s demographics Step 1 Click the link on the home page View Edit Participant Demographics Step 2 Search for the participant Step 3 Click on the participant s name Step 4 Edit demographics as needed Record Recruitment Efforts on Parent This process will record any time and effort the home visitor has spent recruiting the potential participant to the home visiting model Record your time here for each new effort you make to recruit the potential participant Step 1 Click on the link Step 2 Search for the participant Step 3 Choose the only participant point of service in the Recruitment program Record Participant Effort Participant fake diana g Point of Service Activity Parent Record Scheduling Contact Contact Location Method Click here to learn more about any of Date of Last Contact Recorded on 8 20 2012 Date of Contact the points of Date of Next Contact service Always record Time ent i i an time in minutes Yes No A value of Yes was recorded for 8 20 2012 Notes Note Mark Yes in the value section to show that the participant was involved in the effort Mark No if the participant clie
16. New Assessments Select Parent Record Group Activity Click Continue Answer Yes or No to each section If Yes is selected for a section mark all other items covered during the meeting At the bottom of the page click Submit Save Draft will not fully submit the document but will save what is completed if there is an interruption in the data entry process Repeat these steps for each individual at the group meeting Record Missed Visits Locating Transportation amp Miscellaneous Contacts on Parent All information contained in this section is recorded on the enrolled primary caregiver You can record missed or cancelled visits and non educational contact with the participant This may consist of scheduling calls help finding services any transportation trips where NO education was provided and any other non educational contact If a referral to a service provider is made the referral will need to be recorded See page 24 Remember if education is provided a Home Visit record should be recorded Missed Visit Step 1 Click on the link Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Search for and select the participant Select the Parent Record Missed Visit point of service from the dropdown Select the best option for Contact Location Method Enter the Date of Contact Skip the Date of Next Contact Enter the amount of time spent on the contact Select the best option from the value dropdown that describes why the vis
17. R cord Referral to Service Provider n Parent cscs sc ccee se cesetecun vecceneowasieeesk a oc scewsesshcoacsiceecexwuntvencs EA a E 25 Referral Updates tora Partit 27 Dismiss Familh from A A A 28 HOME Visitors Record MY own Training iia 29 COORDINA TOR INFORMA DION osados 30 pa No lo HOME ido AE o OO sey cateactecenenccesanestussunectueceeectancuvedesevencsiuceuncceueaspectancass 30 View Edit Entity Home VISOR 30 Record Family Map Mailings Choose Participant on following SCreen ccsccsscsscceccesccscceccesccscceccesccncceccesccncceccescesccescescessceccess 30 Record Home Visitor SUDELVISIONN iras 31 Record Home Visitor Efforts Outside of Client Contact esesssosssessscosesosssosesosesosssossscosecosecosesosesosssosssossseosesosesosesosssosssosssesssessee 32 Coordinator Record my own Training anar AAN 33 Administer Entity Assessment for Home Visitor ccscssccsccssccsccecccsccncceccesccncceccesccnccesccsccnccesccsccncceccesccncceccesccncceccescceccescssonccesees 34 AHVN MIECHV ETO Manual V3 01 06 2015 2 ETO Participant Data Entry Recruitment Program Home Page Links The Recruitment Program is used for entering in potential participants If a participant comes in and signs up right away they will still need to be entered into the Recruitment Program Only one primary caregiver will be entered into ETO That primary caregiver will be the Head of Household in ETO not matter their physical living situation T
18. Take Action Date From Date To da 10 5 2012 9 Cancel New Step 3 Click Save on the right side of the screen once the address has been edited Step 4 Click Cancel to return to the demographics page Entering an Address due to a Family Moving This will allow you to keep a history of the participant s housing moves throughout their enrollment Step 1 Click Edit on next to the current address Step 2 Change the Date To date to the day the participant client moved out of the current housing location Date From Date To Address 1 123 North St Address 2 Zip Code 72205 o AHVN MIECHV ETO Manual V3 01 06 2015 16 Step 3 Click Save on the right side of the screen Step 4 Click New on the address list screen Address History for Fake James Take Action Date From Date To Value From Edit 10 1 2012 123 North St Little Rock AR 72205 cancel Step 5 In the Date From date enter the move in date of the new residence the new address and the zip code Add Address History Date To Loj Address 1 Address 2 Zip Code Step 6 The Date To date should be left blank until this residence is vacated Step 7 Click Save on the right side of the screen Step 8 On the Address list screen click Cancel to return to the demographics page Step 9 Submit all updates on a regular basis to keep from losing any data Spec
19. all 4 600 plus service entities home visitors and coordinators in the system Step 1 Click the link on the home page Step 2 Search for a home visitor Step 3 Select the home visitor Step 4 Select Staff Home Visitor Supervision from the point of service drop down Step 5 Click Submit AHVN MIECHV ETO Manual V3 01 06 2015 31 Record Entity Efforts Entity s Name Fake Burnett Select Entity Point of Service Element Staff Home Visitor Supervision Step 6 Complete the form shown on the following page and remember to check the attendance box Click Save Effort amp Close Record Entity Efforts Entity Fake Burnett Contact Location Method Office Date of Contact Ot vw 12 v 2012 v Date of Next Contact Month Y Day v Year v 1 7 30 90 AM Staff Home Visitor Supervision AM Time Spent on Contact 30 minutes AM Last Value Assigned No values have been set AM in Attendance a Notes Record Home Visitor Efforts Outside of Client Contact This link will allow you to record all of the time you spent on administrative duties or office work This includes time entering information into ETO preparing files MOU work fundraising and any other time not already recorded through another home page link Step 1 Click the link the link Step 2 Search for yourself Step 3 Select your name Step 4 Select Staff Efforts Outside of Client Contact Record Entity Effor
20. ants that need to 1 Fake Amanda DOB 2 6 1991 Case 10744 be dismissed 7 2 Fake Brooklyn DOB 9 12 2011 Case 10756 3 Fake Grant Case 10755 4 Fake Jennifer DOB 1 22 1988 Case 10747 5 Fake Sadie DOB 7 9 2012 Case 10754 6 E Fake Vicki DOB 9 20 1991 Case 10748 Step 3 Choose the individuals you wish to dismiss AHVN MIECHV ETO Manual V3 01 06 2015 28 Step 4 Then click Dismiss Same date Reason LI Fake Sadie DOE 19 2812 Case 10 54 6 Fake Vicki DOB 9 20 1991 Case 10748 DISMISS DIFFERENT DATES REASON DISMISS SAME DATE REASON Step 5 On the last screen select the dismissal date and reason for the dismissal End Date Sep 27 v 2012 v yesterday Dismissal Reason Select Y Successfully Completed Home Visitors Record my own Training This link allows you to record current trainings that you attend during employment as a MIECHV funded home visitor Step 6 Click the link on the Home Page Home Visitors Record my own Training Step 7 Type in your name on the following screen Step 8 Then select your name from the list provided Remember this effort is connected to you as a home visitor NOT the participant Client Step 9 Choose the Staff Home Visitor Training point of service from the drop down list Step 10 Fill out all of the information needed Record Entity Efforts Entity Fake Candace Sowell
21. cipants in HFA Recruitment Program by 1 partial Last Name 2 SSN 3 Case 4 Family Name Last Name SSN Case First Name Family Name SEARCH Search e To see all Participants leave the boxes empty resu Its a nd e To search for Participants by partial Last Name use the te e To further define your search use the text box to the right check boxe S Showing all Participants currently enrolled in HFA4 fecruitment Program with a Family Name like Fake Dawn Family Select All Participants 1 Y Dawn Fake Family Fake Dawn Family DOB 8 10 1993 Case 10392 Dismiss button DISMISS DIFFERENT DATES REASON DISMISS SAME DATE REASON AHVN MIECHV ETO Manual V3 01 06 2015 10 Step 3 Correct the date on the screen shown below if applicable and select the best Dismissal Reason from the drop down Step 4 Then click Dismiss End Date Sep 14 v 2012 v yesterday Dismissal Reason y Successfully Completed DISMISS Please do not click this button Model Program Home Page Links The Model Program is strictly for collecting data of participants that have consented to be served by your local organization All curriculum assessment benchmark and referrals will be recorded in this section Supervision and training data for home visitors and coordinators will also be recorded in this program Accept Client Referrals Step 1 Change from the Recruitment program to a location speci
22. ecklist to help choose Pending Drop Off Date Oct 27 2012 1 7 30 90 the correct reason Referral Status Select y Release Participant Information Date of Next Contact onth ea 1 7 30 90 Time Spent on Contact minutes Referral Notes Note Child services are recorded on the primary caregiver record using the Child Health and Development Reason for Referral AHVN MIECHV ETO Manual V3 01 06 2015 26 Referral Updates for a Parent This link allows you to update the status of any referral This link will also allow you to view all referrals for a participant Step 1 Click the link on the Home Page Referral Updates for a Parent Step 2 Choose Single Participant and click Search View Edit Referral Select type of Referral to view Show Single Participant Show Single Family O Show only Participant enrolled in Program Paragould School District School of 21st Century O Show all Participants across site Healthy Families Arkansas gt Search Step 3 Search for your primary caregiver Step 4 Select them from the list of names Step 5 Find the referral to be updatedin the list of referrals and click Details To Dalist tty Favorites AM ad Rewew Partopant Referrals Nien st eas Bradioy Warren Head Start Entity F 9 12 2012 Edit Delete Print Cody Fake Warren SEACHEC Program C ByS 2012 Details MA Delete Prime Step 6 Click
23. fic program ETOSOFTWARE Click here Welcome Cody Burnett Following Baby Back Home FBBH Recruitment Program C to change programs Enter Search Term s Step 2 Click the first link on the home page HOME VISITORS Accept Client Referrals AHVN MIECHV ETO Manual V3 01 06 2015 11 Step 3 Click the second option and then click submit ETOSOFTWARE Welcome Cody Burnett HIPPY Arkansas River Education Service Coop Change Program New To Do List Messages My Favorites My Dashboard Re Enter Search Term s Participant v Arkansas River Education Service Coop View Pending Referrals Where did the referral s come from A different Site within my Enterprise Select this A different Program within my Site option to pr Step 4 Click Accept Then choose Yes to confirm the acceptance Pending Arkansas River Education Service Coop Referrals Reason Referral Pending Referring Program Participant Family Group o mc hcl Date Drop Off Date HIPPY Recruitment Program crystal fake Home Visiting Services 9 26 2012 9 26 2012 10 26 2012 Accepted Not accepted Step 5 On the next screen enter the Start Date Enrollment Date and leave the Project Completion Date blank Then click Add Participant to Program and click OK Stanley Fake This date should be the date the Sep 14 2012 yesterda Mi Y participant signed Month Day
24. his will be a check box in the demographics that will need to be marked Follow the steps and additional instruction listed under each step to complete your data entry for the Recruitment Program Remember to read all messages at the top of the Home Pages just under the AHVN logo Stronger Families Brighter Futures ARKANSAS HOME VISITING NETWORK Es Family Name First Name Last Name Family example Curtis Fake Family Add Parent information only Do NOT add children into the recruitment program Add New Family Step 1 Click the link on the Home Page Step 2 Enter the Family name Step 3 Choose Primary Caregiver from the dropdown Add Household Indicates Required Field Family Name Here e g Pam Smith Family Household Family Name Primary Caregiver This drop down lets you Target Child 1 choose which family Target Child 2 member you want to Target Child 3 Target Child 4 add Demographics will appear after the relationship is selected AHVIN IV HIV U Manua V3 01 06 2015 3 Step 4 Fill out the Demographics remember to check the Head of Household box Note A participant should never be entered into the system twice When searching for a participant it is best to only use a few of the first letter of the last name This will pull up participants with names that start with those letters This is helpful in cases where the name may have been put in incorrectly due to a simple mis
25. ial Rule for Editing Demographics All demographics will appear on the screen when editing an individuals demographics Caregiver demographics and target child demographics will appear regardless of the participant you are editing FILLOUT ALL DEMOGRAPHIC QUESTIONS PERTAINING TO THE PARTICIPANT Special labeling has been set in place to ease this process e Key Participant Demographics Parent and Child The information collected in this section should be entered for all participants e Parent specific Demographics This information should be completed for all primary caregivers Choose the N A Target Child response option from any drop down or type N A Target Child in any of the required text fields in this section when editing a target child record e Child specific Demographics This information should be completed for all target children Choose the N A Parent response option from any drop down or type N A Parent in any of the required text fields in this section when editing a parent record AHVN MIECHV ETO Manual V3 01 06 2015 17 Example The sample below shows a Parents Demographics page As you can see there is a question conserning information about a child and the answer shows that this is a parent s information C Unknown If other race specify child Primary language child NWA Parent F Other primary language please specify child Adding a Target Child option 1
26. ion after you have entered it Step 1 Click View Edit Reliable Contacts Step 2 Search for any participant Step 3 Then click on the name you are searching for View Edit Reliable Contacts for Pat Fake Person Name Robert Fake Emergency Contact Yes Relationship Brother Attribute Do not Text Click here to Click here to Click here to edit the delete the change the current current order of the information contact contacts AHVN MIECHV ETO Manual V3 01 06 2015 5 Edit Family Do not add children to family in recruitment This link can be used to correct or change a family name and make the primary caregiver the Head of Household if it was missed during the demographics step Step 1 Click the link on the home page Step 2 Search for the family name Step 3 Click on the family name Search by partial Family Name or partial Family Member Last Name To see all Families leave the box empty Plus or minus signs will show or hide the members in View Participants Not Currently in a Family the family J ell a Click here to select the family Family Members Fake Bill 2 Can Fake Family Step 4 Click Edit Family Name to edit View Edit Family Carol Fake Family Carol Fake Family Edit Family Name 1 Carol Fake 32 03 17 1982 Add New Members to Family Carol Fake Family Step 5 Edit the Family name and save the edits View Edit Family Carol Fake Family z A
27. it was missed AHVN MIECHV ETO Manual V3 01 06 2015 21 Participant Fake Cody Point of Service Activity Parent Record Missed Visits Contact Location Method Date of Last Contact Date of Contact Date of Next Contact Skip the Date of Next Contact Locating Transportation Miscellaneous Contact Step 1 Click the link on the home page Step 2 Search for and select the participant Step 3 Select the Parent Record Locating Transportation amp Miscellaneous Contact from the dropdown Step 4 This POS captures contacts that DO NOT include educational content or referrals ecord Participant Effort Participant Fake Cody Pont of Semice Actrity Parent Record Locating Transportaton and Misc Contact Contact Location Method l Date of Last Contact Date of Contact Date of Next Contact Time Spent RAS Value ves No g Misc Details Y Select Phone Call without Educational Content Text without educational content Drop In Visit without educational content Transportation only Other AHVN MIECHV ETO Manual V3 01 06 2015 22 Value records if the participant was present during the effort Remember this record could be an effort for a participant who was not present in which case you would select No However if the participant is present you will make Yes Misc Details records the type
28. n a Parent Record Group Activity assessment for each participant who attended the group meeting This POS only records if a participant is present or absent Record Referral to Service Provider on Parent All of the information in this section will be recorded on the primary caregiver parent record This process will record the steps taken to get a family help through community based service providers Step 1 Click the link on the Home Page AHVN MIECHV ETO Manual V3 01 06 2015 25 Record Referral to Service Provider on Parent Step 2 Search for a primary caregiver Step 3 Select the participant Step 4 Select a type of referral Choose to Entity Service Providers Step 5 Select as many counties as you need and click Submit Add Referral for Grant Fake to Entity Service Providers to Program Check All Statewide C Arkansas County C Ashley County Baxter County Benton County Step 6 Choose a service provider from the drop down If you have referred a participant to the same service provider for multiple reasons this process will need to be repeated for each reason Step 7 Record the date of the referral and referral status Add Referral for Grant Fake Participant Name Grant Fake Service Providers Selectt 000000 ME omn You can refer people to entities designated as Service Providers Reason for Referral Selet Use the Benchmark Referral Date Sep Y 27 Y 2012 y 1 7 30 90 Ch
29. nt was not involved AHVN MIECHV ETO Manual V3 01 06 2015 7 Record Point of Service for Time Spent Recruiting Participants NOT Entered into ETO Any effort to recruit new participants to the home visiting model should be recorded here Examples of these efforts include setting up a booth at a health fair soeaking about your program at a school or visiting with a group at the local church Step 1 Click the link on the Home Page Step 2 Search for your name Step 3 Then select your name Step 4 Choose the on Entity Point of Service in the Recruitment program Step 5 Complete the point of service Record Entity Efforts Entity Fake Beth Massey Contact Location Method E Date of Contact Sep 7 7 v 2012 Remember to Date of Next Contact click here for AM staff Client Recruitment lt AM Time Spent on Contact more minutes Month Y Day v Year v 1 7 30 90 AM Last Value Assigned information A value of Yes was entered on 8 23 2012 AM New Value Did this effort Staff Client Recruitment Always Mark O Yes No Notes Yes in the value section of this Point of Service Referral to Home Visiting Program This referral system lets you refer a participant from the Recruitment Program to your model program The model program is where you will begin recording services provided Participants that do not consent to the program will not be referred to the model program Step
30. re available through this link ASQ and ASQ SE The timing for these assessments depends on each child s age including siblings AHVN MIECHV ETO Manual V3 01 06 2015 23 Enrollment example Child Record ASQ Enrollment and or Child Record ASQ SE Enrollment In this assessment you use a drop down to record the child s age This will be the first of ASQ or ASQ SE that is completed for a child Follow up example Child Record ASQ X Months and or Child Record ASQ SE X Months child s birthday or half birthday These assessments will be completed as follow ups to the enrollment version SEE CHART FOR DETAILS ON THE TIMING OF THE ASSESSMENTS BASED ON CHILD S AGE BIRTHDAYS AND HALF BIRTHDAYS See Appendix Step 1 Click the link Record Child Assessments ASQ A SQ SE on Child Step 2 Search for your target child Step 3 Choose the child s name Step 4 On the following screen choose Take New Assessments to view the assessment drop down list Take New Assessment Select Assessment A Step 5 Choose the correct ASQ or ASQ SE assessment that you are entering Step 6 Click Continue Record Group Activity on Parent Choose Participant on the following Screen This is a Group Point of Service POS link builds a roster for those who should have attended the meeting and allows them to be marked present or absent Step 1 Click the link Step 2 On the following screen choose Participant NOT
31. swer all question Staff Home Visitor Dismissal Form is confidential and password protected It should only be completed once a home visitor has left the program Once the form is completed only those who have the password or those who have unrestricted access to the system will be able to see this assessment Setting the password is done by simply typing in a password and then confirming that password at the end of the assessment This Assessment is Confidential Please provide a password Insert Password fi Confirm Password za 4 AHVN MIECHV ETO Manual V3 01 06 2015 34
32. take or misunderstanding upon receiving the participants information for the first time Add Reliable Contacts These are individuals that may be helpful when trying to locate a participant Step 1 Click the link on the home page Step 2 Enter the primary caregiver s last name ETOSOFTWARE Welcome Cody Burnett Healthy Families Arkansas HFA Recruitment Program C To Do List Messages My Favorites My Dashl Enter Search Term s HFA Recruitment Program Search for Participants in HFA Recruitment Program by partial Last Na C Include Dismissed Participants in results To see all Participants leave the box empty Step 3 Select the primary caregiver from the list provided Search for Participants in HFA Recruitment Program by partial Include Dismissed Participants in results To see all Participants leave the box empty Matches for Last Name 1 900 fake diana 2 060 Fake Stanley AHVN MIECHV ETO Manual V3 01 06 2015 4 Step 4 Enter contact information ee EA Emergency Contact Relationship Attribute pa Address Zip Code Home Phone fo Work Phone Je cellphone O i E Step 5 Click Add Reliable Contact at the bottom of the screen Step 6 Continue adding contacts as needed Step 7 Click the Home Page button at the top left of the screen once all contacts have been added View Edit Reliable Contacts This link on the Home Page allows you to see or edit contact informat
33. te Column Billy Fake Caseworker Start Date E E Cody Burnett 10 19 2012 E E eer Step 5 Click Save an then Click Return to Dashboard Return to Dashboard Coordinator Adding Staff Caseload Step 1 Click on the My Dashboard tab at the top of the screen ETOSOFTWARE 1 Welcome Cody Burnett Arkansas Children s Hospital Template Site HIPPY Change Program New To Do List Messages My Favorites My Dashboard Reporting Dashboard HIPPY Search o _ 7 ARKANSAS Step 2 Click on the Add button or on the pencil under take action if the staff member who s caseload that needs to be edited is shown Staff Caseloads aa Staff Caseloads Take Action Staff 2 Cody Burnett AHVN MIECHV ETO Manual V3 01 06 2015 14 Step 3 Use the Name column filter to search for the participant Step 4 Click the check box next to the Participants name Note Once there is an end date on a caseload the participant will no longer be visible to the caseworker if caseload security enabled regardless of if t This features allows for changing Cancel gt Save Staff sar cor ure Burnett form one staff member to another id 4 a gt Page size 10 y Page 1 of 1 rows 1 to 1 of 1 Name fens Name Family Relationship Caseworker column im mt mi di Filter EJ Cody Fake fil Check box 72205 Cody Fake Family Primary Caregiver Page size Page 1 of
34. ts Entity s Name Fake Burnett Select Entity Point of Service Element Esla eel Oe A Step 5 Click Submit Step 6 Choose the best fit location enter the date the time in minutes and select Yes for the value AHVN MIECHV ETO Manual V3 01 06 2015 32 Record Entity Efforts Entity Contact Location Method Date of Contact Date of Next Contact AM Staff Efforts Outside of Client Contact Time Spent on Contact Last Value Assigned New Value Fake Burnett Oct vr 12 7 2012 v Month vy Day v Year v 1 7 30 90 minutes No values have been set Did this effort Staff Efforts Outside of Client Contact O Yes O No Step 7 Enter notes if needed and click Save Effort amp Close Coordinator Record my own Training This link allows you to record trainings from the beginning of your MIECHV funding This includes any Model oriented training or Training Institute trainings Step 1 Step 2 Step 3 Step 4 Step 5 Search for yourself Select your name Click the link on the Home Page Fill out all of the information needed Select Staff Home Visitor Training from the drop down Note Training Institute training will list the core competencies on the agenda provided at the training Record Entity Efforts Entity Contact Location Method Date of Contact Date of Next Contact Name of Training E Core Competency Area s 5 Model
35. y Click on the family name Click on Add New Family Member Delete Family Disable Family Date of Birth Relationship 08 15 1990 Step 5 Primary Caregiver Search for Others Add New Family Member Choose the target child number being entered Full Name Cody Fake Date of Birth 11 10 1982 12 00 00 AM Relationship Primary Caregiver Household Family Name Cody Fake Family Primary Caregiver Target Child 1 Target Child 2 Target Child 3 Target Child 4 Everyone v Family Net Add Enrollment Step 6 Add Reliable Contacts Fill out all of the demographics This function allows you to add friends and family members who are helpful when trying to locate or contact a participant See Recruitment Program section for more information AHVN MIECHV ETO Manual V3 01 06 2015 19 View Edit Reliable Contacts From this link you can search for any participant to view their reliable contacts and edit them if needed See Recruitment Program section View Edit reliable Contacts page 3 for more information Record a Home Visit or Group Activity on Parent This link allows you to access assessments From here you can choose the Home Visit Record or the Group Meeting Record These assessments must be filled out every time you provide direct intervention educational content for a family In other words every time a visit is made to the home or a group meeting occurs Home visits may also

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