Data Collection & Reporting

As part of the Home Visiting Services Account (HVSA) trio, the Department of Health monitors and evaluates local home visiting programs (LIAs) to see how well they are working. Understanding who is being served, their experiences, and the impact of home visiting services for these families provides important information for making sure the right services are reaching the right communities.

LIAs that receive HVSA funds collect data for all HVSA families on model and HVSA data requirements. Programs that receive Maternal Infant & Early Childhood Home Visiting (MIECHV) funds are required to report on additional measures. This data falls into five categories:

  1. Enrollment and Service Utilization
  2. Demographic
  3. HVSA Aligned Performance Measures
  4. MIECHV Performance Measures
  5. Performance-Based Contracting Milestones

Additional data collection might be necessary for model fidelity. That is not covered here. Please consult model guidance for reporting procedures.

There are a few best practices for data collection and reporting to keep in mind:

  • Enter data into your system within five business days of each home visit. This minimizes incomplete reporting and ensures that data is available for sharing with the Washington State Department of Health (DOH) at the close of the reporting period.
  • All demographic data from families should be shared by the caregivers themselves, not assumed by the home visitors.
  • Every family supported by HVSA funds must have an HVSA funding code assigned at enrollment. If they don't, then the family won't be included in any reporting from the HVSA and will not be considered served by the HVSA.

This information serves as an HVSA data collection and reporting manual. Each section includes a general overview of the topic and provides links to materials that support data collection and reporting. This includes instructions for entering data into the Flo, DAISY, and Visit Tracker data systems, just-in-time training videos, sample forms, and assessment tools.

For questions about HVSA reporting, email HomeVisiting@doh.wa.gov.

For questions about HVSA contracts, email home.visiting@dcyf.wa.gov.

Families must also be given the choice to say yes or no to sharing additional personal information, such as the child’s name, caregiver’s name, home address, and Medicaid ID number (ProviderOne number) for the purpose of program reporting. 

Personally identifiable information is used to review home visiting data together with other records, such as Child Protective Services and birth certificate data. To match these records correctly, parents or guardians must give permission (consent) before this identifiable information can be shared with DOH and DCYF.

Data is collected from families at the time of enrollment and while they are in the home visiting program. 

At enrollment the following information is collected: 

  • Enrollment date
  • Demographic information
  • Funding code
  • Consent status
  • Child developmental delay status

At each home visit:

  • Visit date
  • Visit type
  • Updates on child medical visits
  • Ask about child behavioral concerns (MIECHV only)
  • Ask about continuity of insurance coverage (MIECHV & NFP only)

Within 3 months of enrollment or delivery

  • Depression screening 
  • Depression referral information (if screening was positive)
  • Tobacco use and referrals to tobacco cessation (MIECHV only)
  • Postpartum medical visit information (MIECHV only)

Within 6 months of enrollment:

  • Intimate partner violence (IPV) screening
  • IPV referral information (if screening was positive)

When child is between 6-12 months old

  • Breastfeeding information

When child is around 9, 18, 24, and 30 months old

  • ASQ-3 screening
  • Child developmental referral information (MIECH only, if screening was positive)

At least once per year: 

  • Update demographic data
  • Update consent status
  • Complete parent child interaction assessment
  • Ask about early language and literacy activities
  • Ask about safe sleep practices (for children under 12 months of age, MIECHV only)
  • Ask about continuity of insurance coverage (for MIECHV & PAT only caregivers enrolled for at least 6 months)

At exit:

  • Exit date
  • Exit reason

Every family supported by HVSA funds must be given an HVSA funding code when they enroll. If a funding code is not assigned, the family will not appear in HVSA reports and will not be counted as served by HVSA.

All LIAs that get HVSA funding must report on these performance measures every state fiscal year (SFY), which runs from July to June.
The sections below explain each measure and provide instructions on how to collect the data.

An overview of child maltreatment measure and how the parental consent works to support reporting on this measure. 

The section below explains each MIECHV measure in detail. LIAs that receive MIECHV funds must report on these measures.

An overview of Preterm Birth MIECHV measure’s definition and how to collect the data for the measure.

An overview of Postpartum Care MIECHV measure’s definition and how to collect the data for the measure.

An overview of Safe Sleep MIECHV measure’s definition and how to collect the data for the measure.

An overview of Child Injury MIECHV measure’s definition and how to collect the data for the measure.

An overview of Behavioral Concerns MIECHV measure’s definition and how to collect the data for the measure.

An overview of Primary Caregiver Education MIECHV measure’s definition and how to collect the data for the measure.

An overview of Continuity of Insurance Coverage MIECHV measure’s definition and how to collect the data for the measure.

  • Continuity of Insurance Coverage Overview
  • How to Document Continuity of Insurance Coverage Data in Visit Tracker (PDF)
  • How to Document Continuity of Insurance Coverage for NFP programs (PDF)
  • Just-in-Time training video for documenting Continuity of Insurance Coverage in Visit Tracker (Video)

DOH produces Dashboards every month to help LIAs track their enrollment and to engage in continuous quality improvement (CQI). Along with the dashboards, DOH gives each site a data quality assurance (QA) reports at least two times per year and a third report for programs that are funded by MIECHV. An overview of Monthly Dashboard Reports and how to use them:

Topic: Visit Tracker Q&A for all Programs by Data Keeper (Jen Kuchyt)
Date: Oct 30, 2024
Passcode: 7H&GC7zp

Topic: Visit Tracker Training 101 for all Programs by Data Keeper (David Tisdale)
Date: Oct. 29, 2024
Passcode: ZmrE$782

Topic: Visit Tracker Training 101
Date: May 2024
Passcode: .UXa5*ip

Topic: All HVSA basic data collection requirements training
Date: Nov. 29, 2022

Topic: Spanish: Visit Tracker 101 Training (PAT programs)
Date: April11, 2023
Passcode: .iB!RwC1

Topic: Visit Tracker 101 Training (PAT Programs)
Date: April 12, 2023
Zoom Recording 
Passcode: 0SnVr^8^

Topic: Visit Tracker Q/A Session (PAT Programs)
Date: April 13, 2023
Passcode: *E0l8&@e

Topic: Visit Tracker 101 for PAT by Data Keeper (David Tisdale)
Date: Nov. 21, 2023
Passcode: K*bLt45%

Topic: Visit Tracker Q&A for PAT programs by Data Keeper (David Tisdale)
Date: Dec. 1, 2023
Passcode: Su2@Ke5p