Family Home Visiting MIECHV Forms Application Instructions UPDATED JULY 2018

Transcription

1 Family Home Visiting MIECHV Forms Application Instructions UPDATED JULY 2018

2 Table of Contents Family Home Visiting MIECHV Forms Application Instructions... 1 Overview... 3 System Requirements and Installation... 4 System Requirements... 4 Installation and Set Up... 5 Using the MIECHV Forms Application... 6 Definitions... 6 File Menu Options... 6 Opening the MIECHV Forms Application... 7 Creating a Form Set... 7 Opening an existing Form Set... 8 Entering Data... 8 Saving Data... 9 Exporting your records for FHV Reporting Exiting the MIECHV Forms Application Keyboard Shortcuts Informed Consent for Data Sharing and Client Opt-Out How to get help MIECHV Forms Application Version History... 14

3 Overview FHV MIECHV FORMS APPLICATION INSTRUCTIONS VERSION 3.0 The MIECHV Forms Application is a data collection tool used by family home visiting providers to record data required by the State of Minnesota for EBHV 1 and MIECHV 2 grant requirements. It is intended for use by FHV grantees who do not have an electronic health record system or other data collection system for recording FHV evaluation data. The MIECHV Forms Application is an offline, Java-based application that does not require an internet connection or any internet browser application like Internet Explorer to use 3. The application saves data as extensible Markup Language (XML) files on the local computer or other network location specified by the user. Users enter FHV evaluation data into the data collection forms within the application, as well as use the application to read data files for individual FHV clients. When users are ready to send FHV evaluation data to MDH, the application will validate the data and generate a bundled export file, which can be sent to MDH via a secure upload website. XML files created by the MIECHV Forms Application are encrypted and password protected so that client data can only be viewed if you are using the MIECHV Forms Application and have provided the correct password. This provides an extra layer of security if the data storage device FHV records are saved on is stolen or compromised. 1 MN State Evidence-Based Home Visiting grant 2 Maternal, Infant, & Early Childhood Home Visiting grant 3 Submitting data to MDH will still require an internet connection and internet browser 3

4 System Requirements and Installation Please consult with your organization s IT department if you need approval before installing any software applications on your computer. System Requirements Java JRE version 8 is required on the computer running the MIECHV Forms Application 4. This can be obtained for free from Oracle: Java Downloads: Prior to installing Java, you will need to know the version of the Operating System your computer is using. If using Microsoft Windows, follow these steps to find out the Operating System information: 1. Right Click My Computer or Computer Name icon 2. Choose Properties from the drop-down menu If the shortcut for My Computer or Computer Name has been removed from the desktop, this information can also be viewed in the Control Panel under System. In the example below, the computer is running Windows version 8.1 with a 64-bit Operating System. 4 Later versions of Java (Java 10) run-time environment (JRE) or Java development kit (JDK) will not work with the MIECHV Forms Application. Updates or patches to Java 8 are okay. 4

5 To check if your computer has the most up-to-date version of Java installed, you can run the following utility from Oracle: Verify Java Version: Note: this utility may not work with MS Edge, Chrome, or other non-java compatible browsers. Installation and Set Up The MIECHV Forms Application does not require the user to run an installation program. The application file only needs to be saved in a folder or directory on the user s computer network, or on the user s computer hard drive. We recommend saving the MIECHV Forms Application in a secured network drive, and creating a shortcut to place on the computer s desktop. The application can then be used by clicking on the shortcut. Multiple users should not use the same copy of the MIECHV Forms Application, as this may cause data integrity issues if two users attempt to work on two different files at the same time with the same copy of the application. Therefore, we STRONGLY recommend that each user have their own copy of the MIECHV Forms Application. In addition, users should avoid working on the same client files at the same time to avoid saving over another user s work. If you have trouble running the MIECHV Forms Application.jar file, make sure your computer is set up set up to open files with the extension.jar with javaw (location in JAVA_HOME\bin\javaw.exe, where JAVA_HOME is the path to the root folder for the Java Runtime Environment, or JRE. Most commonly C:\Program Files\Java\jre<version>, or C:\Program Files (x86)\java\jre<version> on Windows machines, may be different for Mac or Linux). This will allow the user to double click to open the application. Most likely this will already be set up on installation of JRE. 5

6 Using the MIECHV Forms Application Definitions Form Set = a file containing the forms data for one caregiver-child dyad served by home visiting. File Menu Options The File menu contains the following options: 1. Import XML a. Used to import previously saved form sets. Form sets saved with earlier versions of the MIECHV Forms application can also be imported. 5 See Opening an existing FHV record. 2. Validate & Save a. The user can save the family home visiting data for the form set they are currently working on by choosing this option. If there are any empty critical fields (critical fields are marked with an asterisk(*) at the beginning of the question in the Forms Application 6 ), the user will be notified and will be prompted to correct the missing or invalid data before the form set will be saved. See Saving a FHV Record. 3. Save w/o Validation a. This option can be used to save a form set, but will skip the validation process. This can be useful if you have to save and stop data entry before you complete entering all the data. See Saving a FHV Record. 4. Clear Forms a. This can be used to delete all data entered into the current record. See Removing data from the current forms view. 5. New Form Set a. Will open a new FHV set for a caregiver-child dyad. Doing this will close the currently open set and the user will be prompted if they want to save the currently open set or not. It is not necessary to open a New Form set when you first open the application. 6. Bundle a. This is used to combine one or more form set XML files into an encrypted XML file for submission to MDH. See Exporting your records for FHV Reporting. 7. Help a. Selecting this will open the MIECHV Forms Guidance document. 8. Close Application a. The user can close and exit the application be selecting this option. The application will prompt the user if they want to save the currently open form set. 5 It is possible to import XML files created with other systems if the XML file follows the XSD specifications for the MIECHV Forms Application. The XSD is available from the FHV program upon request. 6 Note that asterisks next to questions on the paper forms have a different meaning. 6

7 Opening the MIECHV Forms Application 1. Double-click or open the MIECHV Forms Application icon or shortcut. 2. Enter the password 3. A blank form will open up in a new window. Screenshot of MIECHV Forms Application Creating a Form Set There are three different ways a new Form Set can be created: A Form Set is created when the MIECHV Forms Application is initially opened and data is entered and saved. Users may also create a new Form Set by choosing New Form Set from under the file menu to create a new FHV record. This is useful when the user needs to enter data for more than one family during the same session. Users can choose Clear Forms and save a Form Set under a new file name. Form Sets will be saved as.xml files. 7

8 Opening an existing Form Set To open a previously created Form Set: 1. From the File menu, choose Import XML. 2. When the Choose File to Upload box appears, navigate to the folder/directory where the.xml file to be opened is saved. Click on the file and then click Select, or double-click the.xml file. The data from the.xml file should then be viewable in the MIECHV Forms Application. Entering Data Data Entry To edit data in a particular question or field, use the Tab key to advance from one field to the next, or use the mouse to click the field box or button. To move between different forms, click on appropriate tab at the top of the window. Below is the list of form names (as they appear in the printable version of the MIECHV data collection forms), and the corresponding tab label in the MIECHV Forms Application. Tab Name FHV-0-INT FHV-01-INT FHV-02-PPT FHV-03-INF FHV-06-INF FHV-09-INF FHV-12-INF FHV-18-TOD FHV-24-TOD FHV-30-TOD FHV-36-PRE FHV-42-PRE FHV-48-PRE FHV-54-PRE FHV-60-PRE FHV-66-PRE FHV-99-CLO Form Name Primary Caregiver Intake Child Intake 1 st postpartum visit 3 months infant 6 months infant 9 months infant 12 months infant 18 months toddler 24 months toddler 30 months toddler 36 months preschooler 42 months preschooler 48 months preschooler 54 months preschooler 60 months preschooler 66 months preschooler Primary caregiver closure 8

9 Some questions will be hidden from view and will only show up if a previous response requires the follow-up question. For example: the health insurance type will remain hidden if the response to whether a client had health insurance was No. Removing data from the current forms view There are three different options to clear data from a currently open form. 1. To remove data from all forms in the open set, choose Clear Forms from the File menu. If you want to retain the data for later use, be sure to save the data before choosing Clear Forms. In addition, be certain that when saving the new set you give the file a new name and do not overwrite the previous file. 2. Likewise, choosing New Form Set will clear the currently open set of forms and open a blank new set of forms. The user will be given the opportunity to save the current set. 3. The user can also use the Clear Form button located in the upper right-hand corner of every form to clear all data from only that particular form or interval. The user will be asked to confirm whether they want to clear all data from the form before the form is emptied. Saving Data Save Options To save a Form Set the user has two options to choose from under the File menu: 1. Validate and Save - Saves the current Form Set. If there are any critical fields missing (questions/fields marked with an asterisks in the MIECHV Forms application), the user will be prompted to correct the missing or invalid data before the Form Set will be saved. a. By clicking Validate and Save, users will be prompted to confirm if they want to save, and if they click Yes, a new window will open that will allow them to save the form set as a.xml file in a folder or directory of their choosing. A default file name will be suggested, but the user can give the file any name of their choosing. 2. Save without Validation - This option can be used to save a form set, but will skip the validation process (which can be useful if the user has to stop data entry before completely entering all the data on a particular form). a. By clicking Validate and Save, users will be prompted to confirm if they want to save, and if they click Yes, a new window will open that will allow them to save the form set as a.xml file in a folder or directory of their choosing. A default file name will be suggested, but the user can give the file any name of their choosing. IMPORTANT: In order for the MIECHV Forms Application to save a particular form, the Data Entry Staff Name field must be populated. 9

10 Default FHV Set File Names and Renaming FHV Files When initially opened, the default directory for saving a form set is the user s My Documents folder. To save the file in another location, the user will have to navigate to that folder in the Save window. The MIECHV Forms application will remember the user s chosen location until you change the location or close the application. The default file name that is created when saving a form set will use the Caregiver ID and the Child ID, connected by an underscore. If no Child ID has been entered, this will be omitted. Caregiver ID_Child ID Note that only the Caregiver ID is absolutely required to create a name for the Form Set. If Child ID is added at a later date, the default file name will not automatically change when saving the file. If the user wants to use the new information in the file name, they will need to save the set as a new file (since this will also be creating a duplicate file with a new name, the user will need to manually delete the old file). Alternatively, a file can be renamed outside of the MIECHV Forms Application by simply renaming the client s XML file as you would any file in the Windows operating system. Exporting your records for FHV Reporting The MIECHV Forms Application can generate a single.xml file containing all client records based upon the indicated level of consent. To generate this.xml file for reporting: 1. Open/run the MIECHV Forms Application 2. From the File menu, choose Bundle 3. A folder navigation screen will appear. Select the folder where the files to be included in the bundled reporting file are located. a. IMPORTANT: The folder selected should only contain.xml files created with the MIECHV Forms Application. If other files are present, the MIECHV Forms Application will generate an error. 4. The user will be prompted to save the bundled.xml file. The default directory for the bundled file is the user s My Documents folder. To save the file in another location, the user will have to navigate to the desired folder in the Save window. A default name for the bundled file will be given to the file, but the user may type in any name desired. Exiting the MIECHV Forms Application The user can exit the MIECHV Forms application by either selecting Close Application from the File menu or by clicking the x in the upper right hand corner of the application window. 10

11 Keyboard Shortcuts Users may notice that some functions associated with Windows applications are absent, including the ability to right-click on a text block and perform copy/cut/paste functions. The MIECHV Forms Application does support several keyboard short cuts that can help when completing data entry forms. Function Copy text Paste text Cut Advance to next field Advance to next form (cursor/focus must be on top tab list) Advance to previous form (cursor/focus must be on top tab list) Select all text in current field Keyboard Shortcut Control + C Control + V Control + X Tab Control + Page Down Control + Page Up Control + A Deselect text in current field Control + \ Delete selected text Open File menu Close Program (will open prompt to save current record) Clear all forms Import XML Create New form Bundle forms Verify and save form Save without verification Help file Control + H Alt + F Alt + F4 Alt + C Alt + I Alt + N Alt + B Alt + V Alt + S Alt + H 11

12 Informed Consent for Data Sharing and Client Opt-Out If a client does not want some or all of their information shared with MDH, the user can indicate this on the FHV-0-INT (Primary Caregiver Intake) form. Question 8, Indicate the level of informed consent to share data with the Minnesota Dept. of Heath for this caregiver? has three options: 1. Full Consent all data will be included in the bundled (upload) file for this client 2. Exclude personal identifiers identifiers not in the limited data set (see Reporting Guidance) will be excluded from the bundled (upload) file for this client 3. No Consent all data for this form set will be excluded in the bundled (upload) file When the second option, Exclude personal identifiers, is selected, the following fields are omitted from the upload file: Field FHV_0_INT_Address FHV_0_INT_City FHV_0_INT_Nfirst FHV_0_INT_Nlast FHV_0_INT_Nmiddle FHV_0_INT_Nmaiden FHV_01_INT_Nfirst FHV_01_INT_Nlast FHV_01_INT_Nmiddle Description Caregiver Address Caregiver City Caregiver First Name Caregiver Last Name Caregiver Middle Name Caregiver Maiden Name Child First Name Child Last Name Child Middle Name The exclusion of data based on the informed consent level only affects the bundled files generated for reporting data to MDH. It does not affect the individual Form Set files saved on the local computer or network. Therefore, local Family Home Visiting staff can view all data entered about a particular FHV client. 12

13 How to get help Contact the FHV Evaluation Unit by at with any questions related to the MIECHV Forms Application. Family Home Visiting Section Community and Family Health Division P.O. Box 64882, St. Paul, MN

14 MIECHV Forms Application Version History Version Number Version Date Changes Made /20/2016 Original Version /22/2016 Corrected a bug that prevented users from validating FHV sets that were closed before Child Intake /28/2016 Corrected language for Question 21 to match Paper Forms 3.0 7/1/2018 Added Close Application command to File menu; updated Site list to include additional grantees; added MN EBHV Grant to funding source question and removed MN DHS MFIP Teen Parent Grant; updated Home Visiting Model list to include PAT, EHS, and other EBHV model; changed valid value for caregiver and child gender questions from 03 Other to 03 Does not identify as male or female ; updated developmental screening and referral questions; added new value to Caregiver and Child health insurance questions "03 Client applied for coverage, application is pending" and updated related conditional logic; added breastfeeding question to Child Intake form; added question regarding children with disabilities or developmental delays to several forms 14