Family Home Visiting Unit
Maternal and Child Health Section
Community and Family Health
Division address: P.O. Box 64882, St. Paul, MN 55164
Phone: 651-201-3760 | email: [email protected]
December 2014
Reporting for the 2015 FHV Evaluation
In 2015, the Minnesota Department of Health (MDH) Family Home Visiting (FHV) Evaluation
will collect individual-level data on a quarterly basis. Local public health departments will
submit data into the Family Home Visiting Reporting and Evaluation System (FHVRES), which
uses the secure MEDSS (Minnesota Electronic Disease Surveillance System) to store public
health data.
As of January 1st, 2015, LPH FHV programs will collect data per the variables and questions on
the January 2015 Family Home Visiting Evaluation Forms. If a LPH’s data collection system is
still in the process of building the January 2015 FHV Evaluation into their data collection
system, the LPH’s FHV program will collect the data on the paper forms and enter the data into
their system when it is ready. If a LPH FHV program is using a data collection system that is
unable to implement the 2015 FHV Evaluation, the LPH FHV program will use MDH’s
Interactive HTML Forms.
What to submit
MDH is collecting data on FHV clients served in 2015 that meet the requirements of MN State
Statute 145A.17 (e.g., families at or below 200% of federal poverty guidelines, received a public
health nursing assessment by a public health nurse, services are offered for families to accept or
reject, etc.).
FHV Evaluation data submitted includes any caregiver-child sets1 that were open at any time in
2014 or 2015 (see exception of MIECHV clients below). This means, for example, if a client
had an intake in 2013 and was closed in 2014 we would need the entire set of visits.
EXCEPTION: For MIECHV sets, the data must always be submitted regardless of date of visit
to capture 2012-2013 data required by HRSA. Below are examples of FHV sets to include or not
include in 2015 data submissions:
Example Set
Intake
Closure
Client #1
Client #2
Client #3
March 1st 2014
January 1st, 2013
March 1st, 2013
N/A (still open)
December 31st, 2014
October 31st, 2013
Include in 2015 Data
Submissions
Yes
Yes
No
Only Set #3 is not included in the submission because it was closed before January 1st, 2014
1
A set is the FHV evaluation record for any Caregiver-child dyad from Caregiver Intake through closure.
1
Which Forms to Complete
Regardless of FHV Model, all Caregiver-child dyads require a Caregiver Intake, and eventually a
Child Intake and Closure form. For clients enrolled in NFP, HFA, or long term, ongoing FHV
models additional forms are required depending on whether the appropriate age interval for the
dyad is reached. Clients enrolled in short-term/limited FHV will only need to do the additional
forms if the visit(s) fall within the age interval for a form.
All forms, from Caregiver Intake to Closure, must be filled out for each child. In addition,
clients will need a new Caregiver & Child Intake form for the following situations:
-
Caregiver-Child dyad changes FHV model
-
Caregiver-Child dyad moves to another local health department’s jurisdiction (i.e.
changes Site)
-
Caregiver changes for a child
-
Caregiver-Child dyad restarts an FHV program for which they have already had a
closure form filled out.
For clients enrolled in NFP, HFA, or “other, ongoing” FHV services, all FHV evaluation forms
are completed for the time frame that the client/child received those services. Data should be
collected within two months before or two months after the specified interval. For example,
home visitors can complete the six month form two months before the child’s sixth month
birthday until two months after the child’s sixth month birthday. Exceptions are the two intake
forms. Also, consider the appropriate age of the child as required by the screening tools such as
the ASQ-3 and the ASQ: SE. If a child’s age is too young or too old to administer a particular
tool during the interval specified in the evaluation form, please still report data for the rest of the
form if the visit is within the two months before or two months after the specified interval.
For caregivers & children enrolled in NFP, the LPH agencies should complete all forms required
by the NFP model. IN ADDITION, the NFP Supplemental forms should be completed in ETO
when the Caregiver/Child reach the appropriate interval
For dyads enrolled in HFA, NFP, or Other, Ongoing FHV, MDH expects that all questions in the
2015 FHV Evaluation be answered if applicable. Short-term/limited dyads may not be required
to answer all the questions of the 2015 FHV Evaluation, but MDH expects the answers to be
reported if the home visitor does collect the data as part of their FHV intervention. For ease of
use, required questions for short-term/limited dyads are marked with an asterisk (*) on the 2015
FHV Evaluation forms.
Where to submit
In 2015, FHV Evaluation data will be uploaded into the Family Home Visiting Reporting and
Evaluation System (FHVRES). In order to upload files, users will need to be a registered user of
the Minnesota Electronic Disease Surveillance System (MEDSS), and have the appropriate
MEDSS credentials. This process will be described in another document at a later date.
2
For local public health users of the Metro Alliance for Healthy Families (MAHF) database, all
families with data entered into MAHF will be submitted directly to MDH by MAHF. For local
public health users of NFP-ETO, data entered into NFP-ETO will be submitted directly to MDH.
All other data files are to be submitted by the local health department or contracting agency to
FHVRES.
For technical assistance with extracting data from your data collection system for submission,
please contact your data collection system vendor (list below).
•
CareFacts: Amy Anderson: [email protected]
•
Metro Alliance for Healthy Families (MAHF): Scott Jara: [email protected]
•
MDH Interactive HTML Forms: Fred Radmer: [email protected]
•
Nightingale Notes: Stacy Coleman: [email protected]
•
Nurse-Family Partnership (NFP ETO): Not applicable as data from NFP ETO is
submitted directly to MDH by NFP.
•
PH-DOC: Support Team: [email protected]
When to submit
2015 Reporting Schedule:
Quarter
End of Quarter
Data submission deadline
1st
March 31, 2015
April 10, 2015
2nd
June 30, 2015
July 10, 2015
3rd
September 30, 2015
October 12, 2015
4th
December 31, 2015
January 11, 2016
Local health departments are encouraged to submit data monthly once FHVRES is operational and
local data systems can accommodate the upload of data to MDH to 1) take advantage of the
features that help identify missing and invalid data and 2) more frequently monitor benchmarks.
3
Collection of Name & Address Identifiers
LPH FHV programs will report name and address identifiers in their data submissions starting in
2015 when they have the appropriate data use and privacy agreements in place. All LPH FHV
programs will submit all identifiers on clients enrolled after October 1, 2015, at which time all
necessary data use and privacy agreements will be expected to be in use with clients. Clients
may still opt-out of allowing the local health department to submit some or all of their data to
MDH. Local public health departments should track clients who opt out so that annualized
aggregate totals of key demographics can be tabulated and submitted to MDH for reporting to
the legislature.
Questions
Please direct questions regarding the FHV Evaluation to the MDH Family Home Visiting
Epidemiologists at [email protected]
4