HN2: Child Tracking

Version R1

CONTENTS

  1. Intro
  2. CT Enrollment
  3. CT Encounter

Intro

The Child Tracking screen is where the information is entered for children being tracked by Children First and related child tracking programs. A new encounter must be Added for a child when their initial information becomes available and each time there is a contact with them, their parents, their physician, or another agency or service provider concerning the child's well-being and care.

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CT Enrollment

Child Tracking does require enrollment of each child to be monitored. This information is to be entered as it becomes available, which may be before the child is seen by anyone from the Health Department. If additional enrollment information becomes available at a later date, it can be entered into the computer at that time.

Enrollment Date: The enrollment date always defaults to the date of the child's initial Child Tracking encounter.

Birth Location: Enter the single-letter code which corresponds to the hospital or other location where the infant was delivered. The choices are:

These choices are contained in a choice list and can be selected by clicking on them with the mouse.

Birth Weight (lbs.): Enter the pounds portion of the child's birth weight. Values from 0-19 pounds can be entered.

Birth Weight (oz.): Enter the ounces portion of the child's birth weight. Values from 0-15 ounces can be entered.

Weeks of Gestation: Enter the number of weeks that the child's mother was pregnant prior to the child being born. Values from 1-45 weeks can be entered.

Apgar: Enter the child's apgar score at birth. Values from 1-10 can be entered.

Month When Prenatal Visits Began: Enter the month of gestation during which the child's mother began receiving prenatal care. Enter a 0 (zero) if no prenatal care was received or a 1-9 to indicate that prenatal care was initiated during the first through ninth month, respectively, of the pregnancy.

Number of Prenatal Visits: Enter the number of prenatal care visits which the child's mother received. Values from 0-30 can be entered.

UNHS: Enter a single letter to indicate the current status of the child with regard to their Universal Newborn Hearing Screen (UNHS). The choices are:

These choices are contained in a choice list and can be selected by clicking on them with the mouse.

Date Referral Received: The date referral received always defaults to the current (today's) date. If this is not correct, enter the date on which the child was referred for tracking. The date must be in MM/DD/YYYY format, and it can not be any date before the child's birth date or after the current (today's) date.

Referral Source(s): Enter the single-letter codes to indicate the sources that referred the child to the Health Department for tracking. Up to three sources can be entered by typing the appropriate codes separated by commas. The choices are:

These choices are also contained in a choice list and can be selected by clicking on the first desired code, then holding down the control (Ctrl) key while clicking on any additional codes.

Referral ICD-9 Code(s): Enter all ICD-9 codes that accompanied the child's referral to Children First for tracking. Any valid diagnosis code can be entered by typing the complete code into the field. Up to eight ICD-9 codes, separated by commas, may be entered in the Referral ICD-9 Code(s) field.

Parent's Client ID #: Enter the client ID number of the child's parent or primary caregiver. The client ID number consists of a letter followed by six digits.

If the child's parent's information has not previously been entered, a Client Register will have to be entered for them in order to obtain an associated client ID number. This can be done while in the midst of entering the Child Tracking encounter by clicking on the people icon, selecting the Add New Client option, and entering the parent's information into the Client Register screen. Do not activate the parent when saving their Client Register record if you wish to continue entering the Child Tracking encounter for the child.

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CT Encounter

Date: The date always defaults to the current (today's) date. If this is not correct, enter the date of the contact regarding the client. The date must be in MM/DD/YYYY format, and it can not be any date after the current (today's) date.

Highest Trained Provider: Enter all three initials of the highest trained provider. An employee record must exist for the provider.

Mode of Contact Attempted: If a contact was initiated on behalf of the child by either sending a letter or attempting a phone call, enter the appropriate single-letter code to indicate what contact was initiated. The choices are:

These choices are contained in a choice list and can be selected by clicking on them with the mouse.

If a choice of P or D for Phoned Parent or Physician, respectively, is entered and the phone call was successful in reaching the parent or physician, then the corresponding P or R for Parent or Physician Response should be entered in the Type of Contact/Follow-up Made field. Likewise, if T for Phoned Other is entered for a call to a Provider or Agency and the phone call was successful in reaching that provider or agency, then an A for Provider/Agency Response should be entered in the Type of Contact/Follow-up Made field. Successful follow-up phone calls should also be recorded through the Contact Form.

If a Mode of Contact Attempted of M, L, or O for Mailed Parent, Physician, or Other, respectively, is entered, then data cannot be entered in the Type of Contact/Follow-up Made field.

Type of Contact/Follow-up (FU) Made: If a contact or follow-up was completed for the child, enter the single-letter code to indicate how the contact or follow-up was accomplished. The choices are:

These choices are contained in a choice list and can be selected by clicking on them with the mouse.

The option of I for Initial/None is to be used when data, such as from an electronic birth certificate, is being entered into the child's Child Tracking record prior to the child being seen as part of the Children First program.

Entering an H for Home Visit or an S for Staffing requires that a Visit Type be entered.

If a P, R or A for Parent, Physician or Provider/Agency Response, respectively, is entered to indicate that a phone call initiated from the Health Department was successfully completed, then a P, D, or T for Phoned Parent, Physician, or Other, respectively, should be entered in the Mode of Contact Attempted field. Regardless of who initiated the call, it should be recorded through the Contact Form.

Visit Type: Enter the multi-letter code that describes the current visit type, if one is applicable. The choices are:

These choices are contained in a choice list and can be selected by clicking on them with the mouse.

If a choice of H for Home Visit was entered as the Type of Contact/Follow-up, then either an Initial or Subsequent Home Visit must be entered as the Visit Type. Likewise, if an S for Staffing was entered as the Type of Contact/Follow-up, a Case Management of either 30 or 60 minutes should be entered as the Visit Type.

A Brief Visit - no charge may be entered if the child is seen for Children First in the Health Department clinic.

Interval to next follow-up: Enter the interval to the next Children First contact regarding the child by entering the number of days, weeks or months followed by a "Y" for Years, an "M" for Months, a "W" for Weeks, or a "D" for Days. If no further contacts are needed regarding this child, enter a 0 (zero) followed by a "Y", "M", "W", or "D".

Suppose that the next Children First follow-up for a child is to occur in six months. You would enter "6M" as the Interval to Next Follow-up. Likewise, if it is to occur in one year, you would enter "1Y".

Method of Next Follow-up: Enter a single-letter code to indicate how the next Children First follow-up contact regarding a child should occur. The choices are:

These choices are contained in a choice list and can be selected by clicking on them with the mouse.

The option of F for Follow-up Complete is to be used when a child no longer needs to be followed-up, due to having moved, being terminated for age, or other appropriate reason.

Risk Status: Enter three multi-letter codes to describe the child's current risk status. One status (low, moderate, or high) must be entered for each risk category (environmental/parenting, physical, and developmental). The choices are:

These choices are also contained in a choice list and can be selected by clicking on the first desired code, then holding down the control (Ctrl) key while clicking on any additional codes.

A table defining the levels of risk based on the Risk Condition ICD-9 codes from the Children First Screening and Referral Form is available from Children First at the District office.

Case Management: Enter a two-letter code to indicate the agency having primary case management responsibility for the child. The choices are:

These choices are contained in a choice list and can be selected by clicking on them with the mouse.

C1st Enrollment Status: Enter a single-letter code to indicate the child's status within the Children 1st program. The choices are: