EFFORTS TO OUTCOMES (ETO) USER MANUAL

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.

ARKANSAS DEPARTMENT OF HEALTH and ARKANSAS CHILDREN’S HOSPITAL

EFFORTS TO OUTCOMES (ETO) USER MANUAL FOR MIECHV FUNDED HOME VISITORS OCTOBER 2016 BENCHMARKS

AHVN MIECHV ETO Manual V5; 10/20/2016

1

Navigating ETO ........................................................................................................................................................................ 3

Changing Programs ............................................................................................................................................................. 3

Navigation Tabs ................................................................................................................................................................... 4

Home ............................................................................................................................................................................... 4

Quick Search.................................................................................................................................................................... 4

To Do List ......................................................................................................................................................................... 4

My Dashboard ................................................................................................................................................................. 4

Recruitment Program (Home Page Links) ............................................................................................................................... 4

Add New Family (Do NOT add children to the family in recruitment) ................................................................................ 4

Avoid Duplicate Participants ........................................................................................................................................... 5

View/Edit Participant Demographics .................................................................................................................................. 6

View/Edit Participant Demographics for Dismissed Participants ................................................................................... 6

Edit Address .................................................................................................................................................................... 7

Add Reliable Contacts ......................................................................................................................................................... 9

View/Edit Reliable Contacts ................................................................................................................................................ 9

Edit Family (Do not add children to family in recruitment) .............................................................................................. 10

Referral to Home Visiting Program ................................................................................................................................... 11

Dismiss Family from Recruitment Program ...................................................................................................................... 13

Support.............................................................................................................................................................................. 14

Model Program (Home Page Links) ...................................................................................................................................... 15

Accept Client Referrals ...................................................................................................................................................... 15

Adding Participants to Caseload ....................................................................................................................................... 16

Staff Adding Caseload ................................................................................................................................................... 16

Coordinator Adding Staff Caseload ............................................................................................................................... 17

View /Edit Family or Add New Member to Family ........................................................................................................... 18

Edit Family Name .......................................................................................................................................................... 19

Adding a Target Child .................................................................................................................................................... 19

Participant Demographics ................................................................................................................................................. 20

Full Benchmark Demographics for Parent or Child ....................................................................................................... 20

View/Edit Basic ETO Demographics for Parent or Child ............................................................................................... 21

Record Participant TouchPoints ........................................................................................................................................ 21

Child TouchPoints ......................................................................................................................................................... 21


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Parent TouchPoints ....................................................................................................................................................... 23

View/Edit Participant TouchPoint ..................................................................................................................................... 25

Referrals on a Participant.................................................................................................................................................. 26

Record a Referral .......................................................................................................................................................... 26

Referral Updates for a Parent ....................................................................................................................................... 28

Dismiss Family from Model ............................................................................................................................................... 29

Staff as Entity .................................................................................................................................................................... 30

Add Staff ........................................................................................................................................................................ 30

View/Edit Staff .............................................................................................................................................................. 30

Data Quality ...................................................................................................................................................................... 31

Find Participant ............................................................................................................................................................. 31

Review Participant Efforts (New) .................................................................................................................................. 31

Review Staff Efforts (New) ............................................................................................................................................ 32

Support.............................................................................................................................................................................. 32


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Navigating ETO

There are home pages for both the Recruitment Program and the Model Program. Each program will have different links for completing task. However, all other features on the homepages will functions the same. There will be more to come regarding the dropdowns on the right in the next update.

Changing Programs

Step 1 Click on the program name.

Step 2 From the dropdown select the correct program to enter your data.

Clicking this will open a new

tab for the AHVN webpage


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Navigation Tabs

The navigation tabs at the top of the home page will allow you to do several things.

Home This tab will return you to the home page from any other location in the system. Always use the

home page button and NEVER use the back button on your internet browser.

Quick Search

This tab will allow you to use the search bar directly under the tab to search for active participants

(that have not been dismissed) in the program. Do not use the dropdown in this section to change

programs.

To Do List

This tab will show any upcoming Touch Points that you have scheduled from a previous Touch Point.

My Dashboard

This tab will direct you to your dashboard. You will be able to assign participants to your caseload

while working in the model specific program and see some of the most recent participants with

which you have worked. See Caseload section.

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. Follow the steps and additional instruction listed under each step to complete your data entry for the Recruitment Program.

Add New Family (Do NOT add children to the family in recruitment)

Step 1 Click the link on the home page, Add New Family.


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Step 2 Enter the Family name. Step 3 Choose Primary Caregiver from the dropdown.

Step 4 Fill out the Demographics.

Note: A participant should never be entered into the system twice. When searching for a participant it is

best to only use the first few 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.

Avoid Duplicate Participants

When entering a new participant, the system runs a check on the spelling of the first and last names of the participant and the date of birth (DOB). If participants in the system have similar data to the one being entered a potential match may appear.

Step 1 Check to see if any of the participants listed are the same as the participant being

entered.

Step 2 If they are the same CALL your ETO administrator.

Step 3 If the participants listed do not match click, Add as New.

Family Name Here e.g.: Pam Smith Family

This drop-down lets you choose

which family member you want to

add. Demographics will then appear.

Name of potential

participant match already

in the system


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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.

View/Edit Participant Demographics for Dismissed Participants

Step 1 Click the link on the home page. Step 2 Check the box under the search bar to include dismissed participants in results.


Step 4 Click on the participant.

Step 5 View or Edit any demographics.

Note: This will work for this link in any program.


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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 grey shaded box. Instead, you will have to click the “Edit Participant Address History” link next to the address box.

Step 1 Click Edit Participant Address History.

Step 2 Click on the pencil under Take Action.

Step 3 Edit the address. Step 4 Click “Save” on the right side of the screen once the address has been edited.

Step 5 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.

Click Here


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Step 2 Change the “Date To” date to the day the participant/client moved out of the current housing location.

Step 3 Click “Save” on the right side of the screen. Step 4 Click “New” on the address list screen.

Step 5 In the “Date From” date enter the move in date of the new residence, the new

address, and the 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.


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Add Reliable Contacts

These are individuals that may be helpful when trying to locate a participant.

Step 1 Hover over the Reliable Contacts link then click on the Add Reliable Contacts pop-out.

Step 2 Enter the primary caregiver’s last name.

Step 3 Select the primary caregiver from the list provided.

Step 4 Enter contact information.

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 information after you have entered it.


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Step 1 Hover over the Reliable Contacts link the click on the View/Edit Reliable Contacts pop-out.

Step 2 Search for any participant.


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.

Step 1 Click the link on the home page, Edit Family.

Step 2 Search for the family name.

Click here to

edit the

current

information

Click here to

delete the

current

contact

Click here to

change the

order of the

contacts


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Step 3 Click on the family name .

Step 4 Click Edit Family Name to edit.

Step 5 Edit the Family name and save the edits.

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.

Plus or

minus

signs will

show or

hide the

members Click here to select the

DO NOT ADD NEW FAMILY WITH

THIS BUTTON

Edit family name here

Save Edits


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Step 1 Click the link on the home page, Referral to Home Visiting Program.


Step 3 Choose the participant.

Step 4 Select “to Program” and click submit.

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).

Referral

Select your home

visiting location

(program in ETO)

here

Reason for

referral

Same as

Consent NEVER

CHANGE THIS

DATE


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Step 6 Check the box next to “Dismiss From Program”.

Step 7 Choose “Accepted into Home Visiting Program”

Step 8 Set the Program Dismissal Date (matches the referral date and consent date).

Step 9 Click Submit

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 any reasons.

Step 1 Click the link on the home page, Dismiss Family from Recruitment.

Step 2 Search for the participant by their Family Name or last name and first name.

Step 3 Choose the potential participant by checking the box next to their name.

Step 4 Search for the participant you want to dismiss.

Note: the referral date from above

and the dismissal date will be the

same.


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Step 5 Click the next to the family name to see all of the family members.

Step 6 Check the box next to the participant that is being dismissed.

Step 7 Enter the Program End Date and Dismissal Reason.

Step 8 Click Dismiss Participant.

Support This link provides several resources. The first pop-out in this section will pull up an email to the ETO

administrator. The second link will provides the phone number to the ETO administrator. The third link

will direct you to an electronic version on the ETO User Manual. The last link will direct you to the

Search by First or

Last name

Search by

case number

Search by

Family Name

Do NOT check this box


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Research and Evaluation section of the Arkansas Home Visiting Network web page, here you can find

any manuals or evaluation research materials.

Model Program (Home Page Links)

The Model Program is strictly for collecting data on participants that have consented to be served by your local organization. Model specific requirements, assessments, benchmarks, and referrals will be recorded in this section.

Accept Client Referrals

Step 1 Change from the Recruitment program to a location specific program.

Step 2 Click the first link on the home page.

Step 3 Click the second option and then click submit.

Select this

option to

accept


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Step 4 Change the Program Start Date to match the consent date.

Step 5 Click Accept.

Adding Participants to Caseload

All participants, primary caregivers and target children, must be added to the home visitor’s caseload. This can be done using the My Dashboard tab. 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.

Step 2 Find the My Caseload tile on the dashboard and click Add

Step 3 Use the filter in the Name column to locate the participant.


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Step 4 Place a check next to the participant’s name.

Step 5 Scrolling the screen to the right and fill out Caseworker Relationship, Caseload Status,

and Start Date.

Step 6 Click Save.

Coordinator Adding Staff Caseload

Step 1 Click on the My Dashboard tab at the top of the screen.

Step 2 Click Add if you are adding participants to a caseworker that has not been worked with

before. Click on the pencil if you are adding to a previously worked with caseworker.

Caseload is Active if they

are currently receiving

home visits.

Start Date matches the consent

date if you enrolled the

participant or the day you took

over working with the

participant if transferred from

another home visitor.

Caseworker Relationship

is Primary Home Visitor if

you are the main home

visitor. Temporary Home

Visitor if you are filling in

for someone.


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Step 3 At any time when working in the Staff Caseloads you can switch between caseworkers.

You will have to choose the correct caseworker if you used the Add button.

Step 4 Use the filter in the Name column to locate the participant.

Step 5 Place a check next to the participant’s name.

Step 6 Scrolling the screen to the right and fill out Caseworker Relationship, Caseload Status,

and Start Date. Then click Save.

View /Edit Family or Add New Member to Family Use this link to edit the family name as shown earlier in the Recruitment Program section of the manual. If the

primary caregiver’s demographics are completely up to date use this link to add a target child.

If a primary caregiver’s ETO demographics need to be updated skip to Participant Denographics.

Caseload is Active if

they are currently

receiving home visits.

Start Date matches the

consent date if you enrolled

the participant or the day

you took over working with

the participant if transferred

from another home visitor.

Caseworker

Relationship is Primary

Home Visitor if you are

the main home visitor.

Temporary Home

Visitor if you are filling

in for someone.


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Edit Family Name

See Edit Family (Do NOT add children to family in recruitment)

Adding a Target Child

Step 1 Click View/Edit Family or Add New Members to Family.

Step 2 Search for the family Step 3 Click on the family name that appears below

Step 4 Click on Add New Family Member.

Step 5 Choose the target child number being entered.

DO NOT CLICK


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Participant Demographics

This function allows you to edit or update a participant’s ETO demographics or Benchmark Demographics, both of which are required. ETO Demographics should all be up to date from the initial entry of the participants.

Full Benchmark Demographics for Parent or Child

Both Parent and all children will need a demographics TouchPoint filled out on them.

Step 1 Hover over Edit Participant Demographics link on the home page. Step 2 Then click on the Full Benchmark Demographics for Parent or Child.

Step 3 Search for the participant with the filter, much like in the caseload section.

Step 4 Check the box next to the participant’s name and click continue.

Step 5 Fill out the TouchPoint Participant Demographics.

The TouchPoint will

already be chosen

Search here You can search by first or last name


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View/Edit Basic ETO Demographics for Parent or Child

This should only need to be done if all demographics were not filled out in Recruitment for a parent or if

demographic questions were missed when initially entering the children into the system.

Step 1 Click the home page link, View/Edit Basic ETO Demographics for Parent or Child.

Step 2 Search for the participant by last name.

Step 3 Click on the participant.

Step 4 Edit or answer and unanswered demographics.

Record Participant TouchPoints

This is where all parent and child home visit, group meeting, missed visits, and screenings/assessments can be accessed.

Child TouchPoints

Step 1 Hover over the Record Participant TouchPoints.

Step 2 Move to hover over the On Child button.

Step 3 Then click on the TouchPoint that needs to be filled out.

ASQ-3

These should be completed within one month of enrollment and follow-ups should

be completed at birthdays and half birthdays. Refer to the MIECHV Evaluation: Child

and Family Assessment Age Chart

http://www.arhomevisiting.org/Document/AgeAssessmentChart_8_2017_updated.pdf

http://www.arhomevisiting.org/Research/AgeAssessmentChart_11_2019.pdf


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Step 1 Click on the ASQ-3 pop-out



Step 4 Fill out the TouchPoint.

Mandatory 9-Month ASQ-3

Repeat steps 2-4 from the ASQ-3 section once you have click on the Mandatory 9-Month ASQ-3

pop-out. Clicking on the Mandatory 9-Month ASQ-3 pop-out will automatically select the ASQ-3

TouchPoint that will be needed to complete this section.


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ASQ-SE 2

Repeat steps 2-4 from the ASQ-3 section once you have click on the ASQ-SE 2 pop-out. Clicking on the ASQ-SE 2 pop-out will automatically select the ASQ-SE 2 TouchPoint that will be needed to complete this section.

Parent TouchPoints

Step 1 Hover over the Record Participant TouchPoints. Step 2 Move to hover over the On Parent button.

Step 3 Then click on the TouchPoint that needs to be filled out.

Home Visit

A Home Visit should be filled out for every visit. This INCLUDES visits for ASQs or Family Maps.

Step 1 Click on the Home Visit pop-out.



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Attention!

*There has been an improvement made to the Group Meeting*

Group Meeting

Step 1 Click on the Group Meeting pop-out.

Step 2 Check the box next to ALL of the primary caregivers that attended the group

meeting.

Step 3 Click Continue.

Note: This one TouchPoint will now save to all of the participants that you selected.


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Family Map

Repeat steps 2-4 from the Home Visit section once you have click on the Family Map pop-out. Clicking on the Family Map pop-out will automatically select the Family Map TouchPoint that will be needed to complete this section.

Missed Visit

Repeat steps 2-4 from the Home Visit section once you have click on the Missed Visit pop-out.

Clicking on the Missed Visit pop-out will automatically select the Missed Visit TouchPoint that

will be needed to complete this section.

View/Edit Participant TouchPoint This link allows you to view ALL TouchPoints for a participant and edit those TouchPoints if need, as long as the

TouchPoint is not locked due to length of time since original submission. If you need to edit a locked TouchPoint

contact your ETO administrator.

Step 1 Click the link on the home page.

Step 2 Search for a participant.


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Referrals on a Participant

A referral should be made each time a participant is referred to any service provider that is not the home visitor. If the participant is given a phone number, an address, name of an organization or provider, or a website that will provide any or the previous information a referral should be made. All referrals should also have follow-ups recorded.

Record a Referral

Step 1 Hover over the Referral on a Parent. Step 2 Then move to the right and click one Record a Referral.

Step 3 Search for a primary caregiver. Step 4 Select the participant.

Click the plus signs to

expand each TouchPoint

in order to see all dates

for that TouchPoint

Edit Status

The order that the TouchPoint was taken will

be noted by the last digit or the Identifier. 1

being the first TouchPoint of that kind taken.

View

Edit

Delete (If Available)

TouchPoint can

be printed from

the View screen


27

Step 5 Select a type of referral. Choose “to Entity (Service Providers)”. Step 6 Select as many counties as you need and click Submit.

Step 7 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 8 Record the date of the referral and Referral Status. The initial Referral Status should be “Referred”, unless the participant has actually completed the service the day of the referral. Only then can the Referral Status can be marked complete.

Add New Entity (Service Provider)

If the service provider to which you are referring a participant does not exist in the list you can add that service provider as a new entity. From then on the service provider will remain in the list.

Step 1 Scroll to the bottom of the drop down. Step 2 Choose Add New Service Providers Entity. Step 3 Fill out the new field New Service Providers Name. Step 4 This new entity will remain in that county’s list for later use.


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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 Hover over the Referral on a Parent. Step 2 Then move to the right and click Update a Referral.

Step 3 Choose Single Participant and click Search.

Step 4 Search for your primary caregiver.

Step 5 Select them from the list of names.

Step 6 Find the referral to be updated in the list of referrals and click Details.

Step 7 Click Add


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Step 8 Update the referral by change the status and entering the date of the new status. Step 9 Click Add Details.

Dismiss Family from Model

This link will let you dismiss one participant at a time or a whole family at once. Remember if a family is leaving ALL participants must be dismissed. That means dismissing the primary caregiver and the target children.

Step 1 Click the link on the home page.

Step 2 Search Using the Family Name to dismiss an entire family or search by the Last Name/Case Number to dismiss a single participant.

Step 3 Click the next to the family name to see all of the family members.

Step 4 Check the box next to each participant’s name that is going to be dismissed.

Search by First or

Last name

Search by

case number

Search by

Family Name


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Step 5 Select Dismiss selected participants with same program end dates. Step 6 Click Continue. Step 7 Enter the Program End Date and Reason for Dismissal. Step 8 Click Dismiss Participants.

Staff as Entity

All coordinators and home visitors must enter their data into ETO.

Add Staff

Step 1 Click Add Staff pop-out

Step 2 Enter fist and last name in the Entity Name.

Step 3 Choose Individual for Entity Type.

Step 4 Select correct Entity Subtype.

Step 5 Do not check either of the boxes below

Step 6 Click Save

View/Edit Staff

This link allows you to view or edit any staff entities that have been added to the system.

Step 1 Click the View/Edit Staff pop-out.

Step 2 Search for the staff member you would like to view or edit.

Step 3 Click on the name.


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Data Quality

The sub categories in this section will let you search for dismissed participants and review total participant data collection. Staff records can also be reviewed here as well.

Find Participant

Click this pop-out and you can search for any participant, active or dismissed.

Step 1 Click the Find Participant pop-out.

Step 2 Search for the participant by last name.


From this location you can review the participant’s ETO demographic and access the

participant’s dashboard.

Review Participant Efforts (New)

This link allows you to review all data recorded on a participant.

Step 1 Click on the Review Participant Effort (New) pop-out.

Step 2 Search by the last name of the participant.


This page will allow you to review all previous assessments, points of service, touchpoints

recorded on the participant.


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Review Staff Efforts (New)

Step 1 Click on the Review Participant Effort (New) pop-out.

Step 2 Search by the last name of the participant.


This page will allow you to review all previous assessments, points of service, touchpoints

recorded by the staff member.

Support This link provides several resources. The first pop-out in this section will pull up an email to the ETO

administrator. The second link will provides the phone number to the ETO administrator. The third link

will direct you to an electronic version on the ETO User Manual. The last link will direct you to the

Research and Evaluation section of the Arkansas Home Visiting Network web page, here you can find

any manuals or evaluation research materials.

Documents

EFFORTS TO OUTCOMES (ETO) USER MANUAL