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FAMILY HOME VISITING SECTION
Family Home Visiting Reporting Requirements for 2017 Updated March 2, 2017
Minnesota Department of Health Family Home Visiting Section – Evaluation Unit PO Box 64882, St. Paul, MN 55164-0882 651-201-4090 [email protected] www.health.state.mn.us/fhv/
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Contents
Introduction ............................................................................................................................. 2
Reporting Requirements by Funding Source ........................................................................ 2
Informed Consent .................................................................................................................. 2
Collecting and Submitting FHV Data ........................................................................................ 3
TANF Home Visiting Grantees who are not MIECHV Grantees ........................................... 4
MIECHV Grantees ................................................................................................................... 4
State NFP Grantees ................................................................................................................ 5
Technical Assistance .............................................................................................................. 6
Reporting Due Dates ................................................................................................................ 7
Additional Guidance ................................................................................................................ 8
FHV Program Types ................................................................................................................ 8
When to Submit a New Intake Form (Create a New FHV Set) ............................................. 9
Collection of Name and Address Data Elements .................................................................. 9
Appendices ............................................................................................................................ 11
Appendix A: Summary of Required Data Submissions by Grant ....................................... 12
Appendix B: NFP Supplemental Forms ............................................................................... 13
Appendix C: MDH File Transfer Site .................................................................................... 14
Appendix D: Frequently Asked Questions .......................................................................... 16
Appendix E: Version History ................................................................................................ 18
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Introduction
In 2017, the Minnesota Department of Health (MDH) Family Home Visiting (FHV) Section will continue to collect individual-level data on public health family home visiting clients and services on a quarterly basis. This data is being collected for evaluation of the Minnesota FHV program, and to meet federal and state reporting requirements. MDH will use FHV evaluation data for:
▪ Reporting to the MN Legislature and communicating with stakeholders about the value of FHV services;
▪ Monitoring state, regional, and county performance; ▪ Identifying gaps and needs for training and technical assistance; and ▪ Prioritization of continuous quality improvement (CQI) projects.
Reporting Requirements by Funding Source
Agencies who have the following types of grant agreements with MDH are required to report FHV client data to the MDH FHV Section:
▪ Temporary Assistance for Needy Families (TANF) FHV grants; ▪ Maternal, Infant, and Early Childhood Home Visiting (MIECHV) grants; ▪ State-funded Nurse-Family Partnership (NFP) grants.
Clients served wholly or in part by funds from these grants should be reported to MDH. A summary of required data submissions for each grant is provided in Appendix A.
Local Public Health (LPH) agencies may also report data to MDH on FHV clients served entirely with funding sources other than the grants listed above, if the client has given the appropriate informed consent.
Informed Consent
Individual-level client data should be reported to MDH according to the level of informed consent given by the client to share their data with MDH. Details about identifying data elements associated with each level of informed consent are provided in the section “Collection of Name and Address Data Elements” on page 9.
Local FHV programs implementing the Nurse-Family Partnership (NFP) model and entering FHV client data into the NFP-Efforts-To-Outcomes (NFP-ETO) system must provide authorization to the NFP National Service Office (NSO) before the NSO will provide client data to MDH on behalf of the local FHV program. In addition, NFP programs should provide a list of clients who have opted out of sharing their data with MDH to the NSO each month in order to exclude those clients’ data from files received by MDH. MDH will accept data sent by the NSO on behalf of the
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LPH agency as fulfilling reporting duties as described in grant agreements for NFP programs funded by MIECHV, TANF, or State NFP Grant funds. For further information on authorization or the opt-out list process, contact the NFP NSO.
Collecting and Submitting FHV Data MIECHV grantees, non-MIECHV grantees, and NFP programs will have different data collection forms and reporting methods in 2017. Please refer to Table 1 below for a summary of changes to FHV reporting that were effective October 1st 2016.
Table 1. Summary of FHV reporting changes effective October 1, 2016.
Agency Type FHV Agencies that are NOT MIECHV Grantees
FHV Agencies that are MIECHV Grantees
Reporting on non-MIECHV FHV Clients (Excluding NFP Clients)
Continue to report in FHVRES.
Two reporting options:
1) Continue to report in FHVRES, OR
2) Report data for new MIECHV performance measures as described for MIECHV Clients.
Reporting on MIECHV Clients (Excluding NFP Clients)
NOT APPLICABLE Report data for new MIECHV performance measures.
Reporting on NFP Clients (includes both MIECHV and non-MIECHV Clients, and State NFP Grant Clients)
Continue to report all clients in the NFP-ETO system. Submit MN NFP Supplemental Forms in NFP-ETO.
Continue to report all clients in the NFP-ETO system. Submit MN NFP Supplemental Forms in NFP-ETO.
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TANF Home Visiting Grantees who are not MIECHV Grantees
LPH Agencies who have TANF Home Visiting grants, but are not MIECHV grantees, will continue to report data by the same methods used in 2016.
NFP Clients
Data for all clients served by the NFP model should be reported to the NFP-ETO system. Beginning with Quarter 4 2016 data, MN NFP Supplemental Forms must be completed in the NFP-ETO system. MDH will no longer accept the PDF/HTML versions of the NFP Supplemental Forms. See Appendix B, NFP Supplemental Forms, for additional details.
Non-NFP Clients
Non-MIECHV grantees should continue to use the FHV Evaluation Standard Forms Packet (FHV Evaluation Data Collection Forms Standard Packet January 2015 Update Version 3.0) for reporting on FHV clients, excluding NFP clients. Data should be collected in LPH data systems (PH-Doc, Nightingale Notes, or Metro Alliance for Healthy Families database), and submitted to the Family Home Visiting Reporting and Evaluation System (FHVRES). FHVRES access can be requested by sending an email to [email protected].
Local FHV programs using CareFacts can continue to submit their data to MDH through the MDH File Transfer Site. See Appendix C for instructions. Local FHV programs using other data collection systems that are not certified to submit data to FHVRES should request the FHV Evaluation Electronic Data Collection Forms Packet application that was made available by MDH in October 2015. For more information, contact [email protected].
MIECHV Grantees
MIECHV grantees began collecting data according to new requirements beginning October 1, 2016. The new requirements were implemented to collect data needed for new MIECHV performance measures as created by the federal Health Resources and Services Administration (HRSA).
NFP MIECHV Clients
Data for MIECHV clients served by the NFP model should be reported in the NFP-ETO system. The NFP NSO has updated this system and the NFP data collection forms to comply with the new MIECHV performance measures. See Appendix B, NFP Supplemental Forms, for additional details on MN Supplemental Forms requirements.
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Non-NFP MIECHV Clients
MIECHV grantees should collect data for non-NFP MIECHV clients using the MIECHV Evaluation Forms Packet (FHV Evaluation Data Collection Forms MIECHV Packet Version 2.01 September 2016). This data can be collected using the MIECHV Forms Application provided by MDH, or in forms available in the PH-Doc system (for agencies using that system as their electronic health record).
In addition to completing the new MIECHV Evaluation Forms for these clients, MIECHV grantees should also collect data for the Behavioral Concerns and Child Injury performance measures within their LPH data system (PH-Doc, Nightingale Notes, or Metro Alliance for Healthy Families database).
All files with data for the new MIECHV measures should be securely submitted to MDH via the MDH File Transfer Site. See Appendix C for information on how to access this site. Do not submit this data to FHVRES.
All MIECHV Clients
MDH will continue to require the completion of the MIECHV Quarterly Data Collection Form. This form is due at the end of the month following the completion of each calendar quarter. The MIECHV Quarterly Data Collection Form requests aggregate data on each grantee’s Program Capacity, Family Engagement, and Staff Recruitment and Retention, as well as the number of MIECHV households with no individual-level data reported to MDH (families who opted-out of sharing data with MDH).
MDH will develop an annual data collection form to collect data for the MIECHV Child Maltreatment measure. This data will consist of the aggregate number of children served by MIECHV who were involved with investigated (screened-in) child maltreatment cases. This reporting will be due in early October 2017, for children enrolled in MIECHV during the Federal Fiscal Year October 1, 2016 through September 30, 2017.
Non-MIECHV Clients
MIECHV grantees have the option to collect and submit data to MDH for their non-MIECHV FHV clients according to the new MIECHV requirements, rather than submitting data for these clients to FHVRES.
State NFP Grantees
Data for all clients served by the NFP model should be reported to the NFP-ETO system. MDH will provide instructions on how to indicate the funding source for these clients within the NFP-ETO system.
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Beginning with Quarter 4 2016 data, all MN NFP Supplemental Forms must be completed in the NFP-ETO system. MDH will no longer accept the PDF/HTML versions of the NFP Supplemental Forms. See Appendix B, NFP Supplemental Forms, for additional details.
In early 2017, MDH plans to develop a quarterly data collection form for State NFP grantees similar to the MIECHV Quarterly Data Collection Form. We anticipate that the first submission date will be in April 2017, for clients served by this grant during the 1st quarter of 2017.
Technical Assistance
Questions about MDH FHV data collection and submission can be directed to [email protected].
For technical assistance with extracting data from your LPH data collection system for submission to MDH, or other questions related to using the data system, please contact your data collection system vendor.
Data System Contact E-mail
CareFacts Amy Anderson [email protected]
Metro Alliance for Healthy Families (MAHF)
Scott Jara [email protected]
Nightingale Notes Stacy Galles [email protected]
PH-Doc PH-Doc Support Team [email protected]
MDH Interactive Java Forms/MIECHV Forms
Fred Radmer & Bradly Watarai
FHVRES Help Fred Radmer & Bradly Watarai
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Reporting Due Dates Table 2 shows the reporting due dates for FHVRES data submissions and for MIECHV data submissions to the MDH File Transfer Site. The due date for each quarterly data submission is the 10th day of the month following the end of each calendar quarter, or the next business day if the 10th day of the month falls on a weekend. This schedule is subject to change; changes will be communicated by the MDH Family Home Visiting Program via Tuesday Topics, the FHVRES user list, and other distribution lists. LPH agencies that are not able to submit data by the due date should contact MDH at [email protected].
Table 2. 2017 Reporting schedule for FHVRES and MIECHV data file submissions.
Quarter End of Quarter Data submission
deadline (FHVRES Only): Submit ALL
data for Sets that were:
Q1 March 31, 2017 April 10, 2017 Open at any time between 1/1/2016 and 3/31/2017
Q2 June 30, 2017 July 10, 2017 Open at any time between 1/1/2016 and 6/30/2017
Q3 September 30, 2017 October 10, 2017 Open at any time between 1/1/2016 and 9/30/2017
Q4 December 31, 2017 January 10, 2018 Open at any time between 1/1/2016 and 12/31/2017
Table 3 shows the reporting schedule for MIECHV Quarterly Data Collection Forms and State NFP Grant Quarterly Data Collection Forms. These forms are due on the last business day of the month following the end of each calendar quarter.
Table 3. 2017 Reporting schedule for MIECHV and State NFP Grant Quarterly Data Collection Forms.
Quarter End of Quarter Data submission
deadline
Q1 March 31, 2017 April 28, 2017
Q2 June 30, 2017 July 31, 2017
Q3 September 30, 2017 October 31, 2017
Q4 December 31, 2017 January 31, 2018
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Additional Guidance
FHV Program Types
Table 4 (below) provides definitions for the home visiting program type categories collected by MDH.
Required data collection forms and questions differ by FHV program type – specifically, not all forms and questions are required to be completed for clients enrolled in short-term/limited FHV. For more information on required forms and questions, please see the Family Home Visiting Forms Guidance 2015 document (for the FHV Evaluation Standard Forms Packet), and the MIECHV Forms Guidance document (for the MIECHV Evaluation Forms Packet).
Table 4. Family Home Visiting Program Type Category Definitions.
Program Type Definition
Short-term/limited FHV
Includes FHV services for assessment purposes, achieving short-term goals, or another limited purpose. An example of this type of program is a home visiting program designed to provide short-term home visiting to postpartum mothers. This category may also be used when reporting FHV services to caregivers whose children are in out-of-home placement.
Other Ongoing FHV
Includes FHV services that are comprehensive in scope and intended to achieve long-term outcomes, but are not provided using one of the home visiting models listed below (Family Spirit, HFA, or NFP).
Family Spirit Use this category for clients enrolled in a Family Home Visiting program following the Family Spirit model.
Healthy Families America (HFA) Use this category for clients enrolled in a Family Home Visiting program following the HFA model.
Nurse-Family Partnership (NFP) Use this category for clients enrolled in a Family Home Visiting following the NFP model.
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When to Submit a New Intake Form (Create a New FHV Set)
Data is submitted to the MDH FHV Section as sets. A set is defined as the record of visit data for a client or caregiver-child dyad continuously enrolled in a particular FHV model from intake through closure.
New Caregiver and Child Intake forms are required for the following situations:
▪ Caregiver-Child dyad changes home visiting program or model type; ▪ Caregiver-Child dyad moves to another LPH 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 completed.
Collection of Name and Address Data Elements Local FHV programs should submit identifying data elements in individual-level data for FHV clients according to the level of informed consent given by the client. Clients may opt out of sharing some or all of their data with MDH.
MIECHV, TANF home visiting, and State NFP grantees should track clients who opt out of data sharing so that annualized aggregate totals of key demographics can be tabulated and submitted to MDH for reporting to the Legislature, and to HRSA for MIECHV-funded clients.
LPH data systems that are certified to submit data to FHVRES allow local FHV programs to indicate the level of informed consent given by each client, and submit identifying data elements to FHVRES accordingly. Similarly, the MIECHV Forms Application distributed by MDH is designed to export data to files for submission to MDH with or without direct identifiers, as well as exclude data for clients who opt out of data sharing from export files.
NFP programs should note that all direct identifiers are encrypted in files received by MDH from the NFP-ETO data system.
Table 5 below lists identifying data elements (as determined using HIPAA standards) that should be submitted according to the level of consent given by the client for data sharing with MDH.
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Table 5. Identifying data elements by level of client informed consent.
Field Name Full Consent Exclude Personal
identifiers No Consent
Caregiver First Name Required Exclude
Local health
departments should be
able to report the
number of caregivers
that refuse to consent to
sharing data with MDH
Caregiver Last Name Required Exclude
Caregiver Maiden Name Optional Exclude
Child First Name Required Exclude
Child Last Name Required Exclude
Site Required Required
City Optional Exclude
Zip Code Required Required
Address Optional Exclude
Caregiver ID Required Required
Caregiver ID2 Optional Optional
Child ID Required Required
Child ID2 Optional Optional
Caregiver Date of Birth Required Required
Child Date of Birth Required Required
Date of Visit1 Required Required
1 Includes any visit dates, including Date of First Visit, any other Date of Visit, and Date of Closure, if applicable.
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Appendices
Appendix A: Summary of Required Data Submissions by Grant
Appendix B: NFP Supplemental Forms
Appendix C: MDH File Transfer Site
Appendix D: Frequently Asked Questions
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Appendix A: Summary of Required Data Submissions by Grant
MIECHV Grantees
MIECHV programs have four (4) types of required data submissions in 2017:
▪ Due quarterly: files containing individual level data collected according to the MIECHV Evaluation Forms Packet. ▪ This data can be collected using the MDH-provided MIECHV Forms Application, or in
forms available in PH-Doc. ▪ Submit this data to MDH through the MDH File Transfer Site.
▪ Due quarterly: files containing visit dates and data for Behavioral Concerns and Child Injury measures. ▪ This data is collected in LPH data systems (PH-Doc, Nightingale Notes, MAHF database)
and exported to text files. ▪ Submit this data to MDH through the MDH File Transfer Site.
▪ Due quarterly: MIECHV Quarterly Data Collection Form ▪ This form has been distributed as a PDF form. It contains summary data on Program
Capacity, Family Engagement, and Staff Recruitment and Retention. ▪ Submit this form to MDH as an email attachment to [email protected].
▪ Due annually: MDH will develop an annual data collection form to collect data for the MIECHV Child Maltreatment measure. This data will consist of the aggregate number of children served by MIECHV who were involved with investigated (screened-in) child maltreatment cases.
For MIECHV clients served by the NFP model: ▪ Complete forms in NFP-ETO as required by the model. NFP NSO has modified the NFP-ETO
system to accommodate the new MIECHV performance measure data. ▪ Complete MN Supplemental Forms in NFP-ETO as specified in Appendix C. ▪ Include NFP clients in the MIECHV Quarterly Data Collection Form. ▪ Include NFP clients in the annual data collection form for child maltreatment data.
TANF FHV Grantees (who are not MIECHV Grantees)
▪ Due quarterly: FHVRES data submissions with data collected according to the FHV Evaluation Standard Forms Packet
▪ Due annually: PPMRS data submission, including the unduplicated number of families served using TANF funds for Home Visiting.
State Nurse-Family Partnership Grantees
▪ Complete forms in NFP-ETO as required by the model. ▪ Complete MN Supplemental Forms in NFP-ETO as specified in Appendix C. ▪ Due quarterly: State NFP Grant Quarterly Data Collection Form (to be developed)
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Appendix B: NFP Supplemental Forms
Starting October 1, 2016, all currently or newly enrolled NFP clients must have a MN Primary Caregiver Intake Form and MN Child Intake Form (once the child is born) created in ETO. MDH will no longer accept data extracted from the old NFP Supplemental PDF or HTML forms. This is due to a change in the NFP-ETO data extract received by MDH. This change caused all ID numbers (including the ETO number) to be encrypted in the data extract, and therefore the data extract we receive from ETO cannot be matched to the PDF or HTML versions of the NFP Supplemental Forms that were previously submitted directly to MDH by local NFP sites.
Please refer Table 6 below for a complete summary of the new NFP Supplemental data requirements. Note that only certain sections of the Caregiver and Child Intake are required.
Table 6. MN NFP Supplemental Form Requirements as of 10/1/2016.
ETO Assessment Name NFP Supplemental Form Name Requirements
MN Primary Caregiver Intake Primary caregiver intake
Only the following sections are required: - Assessment date - Section A (Data Entry Staff, Nurse Home Visitor, and Site) - Household size under Family Economic Self-Sufficiency
MN Child Intake Infant/Child Intake (1st postpartum visit)
Only the following sections are required: - Assessment date - Section A - Demographics
MN 6 Months Infant 6 months infant/child (6 months postpartum follow-up)
No longer required
MN 12 Month Infant 12 months infant/child (12 months postpartum follow-up)
No longer required
MN 18 Months Toddler 18 months toddler (18 months postpartum follow-up)
No longer required
MN 24 Month Toddler 24 months toddler (24 months postpartum follow-up)
No longer required
MN Primary Caregiver Closure Primary Caregiver Closure No longer required
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Appendix C: MDH File Transfer Site
The MDH File Transfer Site is used to securely send data to the Minnesota Department of Health. In order to use the MDH File Transfer Site, you must have a Login account with a username and password. If you need an account, or if you forget your password send an e-mail to [email protected].
Instructions: 1. Login to the site: MDH File Transfer
(https://apps.health.state.mn.us/mdh-file-transfer/home.seam)
2. If you logging in for the first time or had your password reset, you will have the option of changing their password by clicking the “Change Password” button at the top right corner.
3. The Home page is where users will upload their file. To be able to send, the user must enter
in a valid MDH recipient’s email, upload the file, add a comment and click on Submit. Files can only be sent to MDH staff. Users should communicate with the MDH staff to know who and what email address to send their files to.
4. Use the browse button to select the file that you wish to send to the e-mail address listed under Recipient Email Address. You may only send one file at a time. If you wish to send multiple files, you can either repeat these instructions for each file, or place all the files that you wish to send into a compressed file (.zip or .rar) and send that compressed file.
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5. (Optional) You can send a message the recipient through the comments box if you like.
6. Once the user submits the file transfer, the recipient will receive an email informing them that a file has been submitted.
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Appendix D: Frequently Asked Questions
Question: What should we report to FHVRES in 2017?
Answer: For data being submitted to FHVRES, report all the data associated with any set that was open at any point in 2016 or 2017. This could include data for visits prior to 2016. In the examples in the table below, only Client #3 is not included in 2017 data submissions, because that client was closed before January 1st, 2016.
Example Set Intake Closure Include in 2017 Data
Submissions
Client #1 March 1st 2015 N/A (still open) Yes
Client #2 January 1st, 2014 December 31st, 2016 Yes
Client #3 March 1st, 2015 October 31st, 2015 No
Question: How does FHVRES work to prevent the creation of duplicate records?
Answer: FHVRES looks at the combination of Caregiver & Child ID (if there is a child), Site, System Code, Model, and Dfirstvisit fields, in order to match any newly imported data with preexisting data. If there are no matching sets, it creates a new set. Thus, if users change any one of these fields and resubmit the data, they have created a new combination and FHVRES will create a new set instead of updating the existing set in FHVRES
Therefore, FHVRES users should not make changes to the following six fields in FHV sets you have already submitted the set to FHVRES:
▪ CaregiverID ▪ ChildID ▪ SysCode ▪ Site ▪ Model ▪ Dfirstvisit
If you need to make a correction to one of these fields, please contact the Minnesota Department of Health (MDH) FHVRES Team at [email protected].
Question: After I import data into FHVRES, I get missing data errors for Caregiver and/or Child name fields in the Import and/or Validation reports. The client has not consented to sharing that information with MDH.
Answer: The missing data errors for Caregiver and Child First Name and Last Name can be ignored if the client declines to share that information with MDH. FHVRES was updated on June 24th, 2016 so that it no longer flags Caregiver or Child Name data as missing in newly
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submitted sets. However, sets submitted prior to this update will still display an error when running Submission and Validation Reports.
Question: Can I submit data for clients closed before 2016?
Answer: FHVRES will not reject data files that contain data for clients closed before the reporting timeframes described in the reporting schedule (see “When to Submit Data”). However, FHVRES will reject data if date values (for example, the date of first visit) are in the future (ex. Date of Visit = 05/05/2525).
It is not necessary to submit data for clients closed before 2016. If you have questions about correcting or changing data that was previously submitted to FHVRES, please contact the MDH Family Home Visiting Section Evaluation Unit at [email protected].
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Appendix E: Version History
Release Date Changes Made
December 12, 2016 Original Version
March 2, 2017
Updated Data System Vendor contact list on page 6; updated Appendix B: NFP Supplemental Forms to include Household Size as a required variable on NFP Supplemental Primary Caregiver Intake form