EXCEPTIONAL FAMILY MEMBER PROGRAM RESPITE CARE: DATA MANUAL WHY COLLECT DATA? To make your job easier by giving you the information you need at your fingertips. An electronic data system allows you to list and sort the information in a variety of ways and easily create reports that will be useful to you for running the program. To evaluate the program. Effective programs demonstrate the achievement of goals. But programs need good data to assess if they are meeting their goals. Collecting data and maintaining data systems will allow you to assess if your program is effectively carrying out planned activities and the extent to which it is achieving its stated objective and goals. WHAT SYSTEM IS IT? This is a web-based database programmed using various software. With a username and password you can log in from anywhere to add, edit or just to see your data. WILL MY DATA BE SECURE AND CAN OTHERS SEE IT? You cannot access the database without a username and password. Make sure that you share this information only with people who need it. Only people who have your username and password can see your data. Other sites will not be able to see your data. ACCESSING THE DATABASE Click on www.naccrra.org/militaryprograms/efmp/myinfo/ to see the first screen of the database.
If you have trouble opening this link, then copy the link, open your Web surfing program (Internet Explorer, Mosaic, Netscape Navigator, etc.), paste the link the address bar and hit ENTER. You will see the above screen that asks you for a Username and Password. Enter your assigned Username and Password and then click on login. You should now see the following screen that will have links to Data Entry and Lists/Reports. You will also see links to PDF documents for all the forms that you will need to collect data for this project, as well as this Instruction Manual. Page 2 of 11
ENTERING DATA Click on the drop down Data Entry menu (see circled section above) on your screen after you have logged in. Click on the name of the form for which you want to enter data. Provider Intake: When a provider is recruited to the program, administer the PROVIDER INTAKE or CENTER INTAKE form. Make sure that the provider completes the entire FCC Provider Intake form. When the provider completes the Provider Intake form, check the following: 1. Provider type has been checked. 2. Questions 4a, 4b and 4c have been answered. 3. Question 5 has been answered. Be sure to follow-up and ask for documentation for the certifications. 4. Note all providers will be tagged as Active by default. i.e., the Currently Active field will be Yes. If someone drops out of the program, please, change this field to No for that provider. 5. For question 11, please enter the EFM rate. To enter the information into the database, click on Provider Intake (picture below shows what the screen will look like). Enter the information in the forms. <<TAB>> through to go from one field to the next. Click on insert at the bottom of the form to add the provider s intake data. To edit any of the records, click on Records in the appropriate form and select the name of the provider you want to edit and click on go. Make the necessary changes to the record and then click on update. To add another new record, click on create new in the Records drop down box and click on the go button next to it. NOTE None of the other provider forms listed can be entered without the Provider Intake being completed. This forms MUST be entered FIRST. Page 3 of 11
Provider Rate Information: This form allows you to enter and update the provider s hourly rate information (this is question 11 in the Provider Intake form). Click on Provider Rate Information. You will see the following screen. Click on the arrow next to Providers and select the provider for whom you want to enter rate information please enter the EFM rate. Next click on go. You will next see the following screen. In the space provided for Hourly Rate, please enter the rate of that provider. Next click on the update button on the lower right-hand corner. Page 4 of 11
Background Check Status: This form allows you to enter and update the provider s background check status. Click on Background Check Status. You will see a screen similar to the one shown in the second picture above. Click on the arrow next to Providers and select the provider for whom you want to enter background check information. Next click on go. You will then see a screen similar to the one used to enter/update hourly rate information. In the drop-down box next to Background check status select Not Yet in Process, In Process, Passed or Failed. Training Tracking: This form is used to track the training that each provider completes. It can be used to track the completion of pre-service and on-going training that the provider must complete to be part of the program. Create a form for every provider in the program. As providers begin the training schedule, note the date of completion of each training module. If a provider enters the program with the requisite training, enter the intake date for Data Completed next to the appropriate module. Record and update expiration dates for first aid, CPR, and dispensing medication certifications as necessary. To enter the form in the database, click on TRAINING TRACKING. Select the provider by clicking on the Providers drop-down list and click on go. (It is a screen similar to the second picture shown above.) This will take you to another screen, where you will see only the record for the provider whom you have selected in the drop down box (see picture of screen below). Page 5 of 11
Next, enter the date completed for specific training modules and certification expiration dates (enter or update) as appropriate. Make changes to the dates as necessary. Next, type in the dates and additional comments that have been recorded on the form and click on update (see circled above). Be sure to track and enter this information on a regular basis. This will allow lists of the training completed by each provider to be generated and help with mentoring them. On-Site Visit Log: Track all the on-site visits using this form. Create a form for each provider and make new ones as needed. For each on-site visit, make sure that the information (date, start and end time, primary type of on-site visit, type, if a EFM child was present during visit, and any additional comments) is recorded for each visit to each provider in this log form. To enter the information in the database, click on ON-SITE VISIT LOG. Select the provider/center by clicking on the Providers drop-down list and click on go (screen will be similar to second picture shown in this document). This will take you to another screen, where you can enter on-site visit information for the provider whom you have selected in the drop down box (see picture of screen below). Enter the date of visit, start time, end time, the primary type of visit (technical assistance or monitoring), the visit type (announced or unannounced) and indicate if an EFM child was present during the visit by selecting Yes or No. Next add any comments you have and click on insert (see circled above). Page 6 of 11
To edit another record for that same provider, click on Records and select the record you want to edit (the date of the visit you want edit information on will be listed) and click on go. If you want to enter information on another provider, click on the Providers list above, select another provider and click on go to enter information on another provider. Be sure to track and enter this information on a regular basis. This will allow lists of the on-site visit provided to each provider to be generated and help with mentoring them. Family Enrollment: This form must be completed for all families enrolled in the program. To enter information, click on FAMILY ENROLLMENT. See picture of form below. Enter all the information on the FAMILY that is requested and then click on insert (see circled on the bottom right-hand corner of the form). IGNORE FOR YOUR INFORMATION ONLY Page 7 of 11
You can also edit information for a family by clicking on the arrow next to Records (top left-hand corner), select the name of the family for whom you want to edit information and click on go. After editing, click on update (button on bottom right-hand corner). Child Enrollment: The child s enrollment information is collected in the Family Enrollment form. The form must be completed for all families enrolled in the program and must include information on all their children who may be eligible to receive respite care. To enter information on the children, click on CHILD ENROLLMENT. You will next see the following screen asking you to select for the family. Click on the arrow to select the family for whom you want to enter children s information and then click on the go button. You will next see a screen (see next page) that will ask you to enter the child s name, date of birth and if the child is EFM. Enter the requested information and click on insert (see circled on the bottom right-hand corner). If you need to edit a child who already exits, then click on the arrow next to Records (see enclosed in a rectangle on the screen shot below on the left-hand corner) and click on the arrow next to it. Click on the go button next to it and you can see the record for that child make your edits and click on update (button on bottom right-hand corner). You can also add children for another family by clicking on the arrow next to Families (see enclosed in an octagon on the top left-hand corner), select the name of the family for whom you want to add children or whose children s information you want to edit and click on go. After adding children as described above or editing the children s information, click on insert/update (button on bottom righthand corner). Page 8 of 11
Log of Services Provided: This form must be completed on a monthly basis. It records the actual services provided to families and children. To enter this information, click on LOG OF SERVICES PROVIDED. You will see a screen that will ask you to select for the family. From the drop-down box select the name of the family. In the next screen, select the name of the child who received services. You will now be taken to a screen where you can select the name of the provider who provided those services, the date the service was provided and the number of hours of service provided (see screen on the next page). If a child received services on different dates, then select the name of the child again, enter the new date, then select the name of the provider and the hours of services provided. Then click on insert (see circled on the screen shot s bottom right-hand corner). If another child in the household also received care, then select the name of that child (see enclosed in a rectangle on the screen shot below on the left-hand corner), the date the service was provided, select the name of the provider and record the hours. Note that each child can receive up to 40 hours of care per month regardless of who is providing the care. You can also select for another family (see enclosed in an octagon on the top left-hand corner) and enter information for their children as described above. To edit existing records, select for the family, the child and the service date of the record which you want to edit (to select service date click on the arrow enclosed in the pentagon), make your changes and then click on update (button on your bottom right-hand corner). Page 9 of 11
Monthly Referrals and Clients Served: This form must be completed on a monthly basis. To enter the information, click on OTHER MONTHLY DATA (see picture of data entry screen below). Enter the month and year for which you are entering this information and the numbers that you served with enhanced referrals, number for those waitlisted and anything noteworthy that might have happened in the program that month. Then click on insert. Note, please take a moment to double check that the number you are entering Beginning of Program Until End of Month equals the number you entered in that field the previous month PLUS the number you are entering under This Month. Page 10 of 11
LISTS/REPORTS This set of lists and reports are designed to help manage the work you have to do on this project. Click on the drop down Lists/Reports menu on your screen after you have logged in. Click on the name of the report you want to see. Provider List: Click on LISTS/REPORTS and then click on PROVIDER LIST to obtain the list of all the providers in the program. This list will show Provider Name, Provider Type, Hours of Care Per Month Provider is Willing to Provide, Address, Home, Work and Cell Phone numbers, and Active status. Provider Certification: List of Active providers shows Name of Provider and all information on First Aid and CPR certification and expiration dates. The report also lists if the provider is certified to dispense medication. Background Check: List of providers shows Name of Provider, background check status and if the provider is active in the program or not. First Aid Expiring: You will be asked to select a month and year. You will then get a list of all providers whose first aid certification is expiring that month. CPR Expiring: You will be asked to select a month and year. You will then get a list of all providers whose CPR certification is expiring that month. Training Tracking: Report shows list of all providers (provider name) and the date each training was completed. This report also displays expiration dates of certifications for first-aid, CPR, and dispensing medication. Provider Pre-Service Requirement: The report lists all providers who have not completed all pre-service training requirements. It also lists the pre-service training each provider still needs to complete. On-Site Visit Log: Select provider and see all information on all on-site visits on that provider (will display all fields in On-site Visit Log form). Providers To Be Visited This Month: Visits are required to each licensed provider once every month, and to in-home providers once every 2 months when a EFM child is present. This report will generate a list of providers who have not received such a visit. Families Enrolled ALL: This report will show the unduplicated count of families and children enrolled in the program each month with a total at the bottom. Hours of Services Provided to Children: This report will ask you to select for month and year and display a list of families and children receiving services and the total number of hours of services each child has received during that time period. If you have questions, please call the EFM Reporting Specialist (to be announced) at 703-341-4100. Page 11 of 11