Multi-County Juvenile Detention Center Goes Live on New RiteTrack System

In January of 2018, the Multi-County Juvenile Detention Center, a 50-bed juvenile facility located in Lancaster, Ohio implemented a new RiteTrack database system.

Photo: Jess Grimm/Eagle-Gazette

The facility’s old system was used for tracking intakes and youth demographics but could not provide them with critical information on staff workload, incidents, or shift logs. To obtain this information, the Director of the facility Dana Moore had to review the paperwork associated with each shift. “The only way I could find out about an incident report or a meeting with the social worker or nurse was if I received a paper copy of it or if someone came and told me about it,” she said. With the new system “I can see what is going on with youth simply by opening their file in RiteTrack.”

It was clear that the facility needed a new system. Moore wanted one that allowed them to see data in real-time as events unfolded. Staff and administrators preferred a solution with a simple interface that gave them easy access to what happened on previous shifts as well as current events on the youth. The new system should also provide real-time, reliable and valid data to use in the reporting to the Ohio Department of Youth Services and the governing board.

After a thorough investigation of offerings, the Multi-County Juvenile Detention Facility opted to implement RiteTrack. This new system provided staff and administrators with a focus on the intake process, incident reporting, social worker case notes, and nursing documentation. The powerful reporting capabilities in the new system has transformed mere data into useful information which in turn guides decision-making and even has the potential to direct policy-making. RiteTrack records activities from previous days and shifts and tracks current facility activities including daily shift assignments, staff call-offs, facility inspections, youth room confinement time, room confinement reason, incidents, youth location throughout the day, and offsite appointments.

With the engagement of Dana and her full staff, the implementation of RiteTrack into the Multi County Juvenile Detention Center has been a major success. “It’s always a pleasure to ease the workload of staff and witness the reduction in reams of paper,” said Jeanne Wolcott, Project Manager.

The initial success of the implementation has prompted further discussion of future projects which may include additional reporting needs, school billing capabilities, and signatures of youth and staff within RiteTrack. “It is so nice to have everything stored in one place, I don’t have to look through all these different binders to get information on a kid,” said Moore.

Handel creates RiteTrack, a web-based, centralized database, information management software that is used by juvenile justice agencies throughout the country. It provides the primary means for caseworkers, administrators and other professionals to manage their clients and caseloads and provides reliable reporting to generate reliable data.

 

Using A Holistic Approach in a Juvenile Facility’s Software System Recording Available

Every juvenile software system should help with important areas like intake processes and incident reporting. However, many existing juvenile software systems fail to deliver other needed functionality in important areas like groups notes, clinical documentation, and therapist notes.

RiteTrack delivers a holistic approach to juvenile treatment and care for the youth.

During this webinar we reviewed the importance of a software system that addresses the core needs of juvenile facilities and also emphasizes other important areas of treatment and care like the RiteTrack’s Juvenile Software System.

You can register and view this recording here.

We examined how the system uses a holistic view by incorporating functionality for:

  • Notes on groups
  • Individual treatment notes
  • Nursing & medical documentation
  • Youth’s personal inventory
  • Facility-issued materials
  • Supervision of staff
  • Staff training documentation

Register for this recording to see how a comprehensive juvenile facility software system incorporates a holistic approach to documentation and case management where the youth is central to the case.

Better Today than Yesterday: Improving JDAI Compliance and Reporting Recording Available

Are you looking to improve your juvenile facility’s compliance with JDAI standards?

During this webcast, we examined how RiteTrack’s juvenile facility solution can increase a facility’s capability to measure, track and report on its JDAI efforts. We also reviewed how JDAI communities can utilize such a system to analyze data and formulate questions related to JDAI information. Psst, the secret lies in documenting and tracking this in the daily case management functions.

You can register and view this recording here.

To provide access for JDAI partners, RiteTrack’s sophisticated web-based interface and industry-best security model ensures only the right people have access to appropriate and relevant information from any location. Including JDAI compliance, standards and reporting.

This comprehensive system provides the framework needed to help any facility adhere to evolving JDAI standards.

Key features in the system you can see during this recording include:

RiteTrack’s JDAI reporting produces comprehensive reports for race, gender, age, and geography, as well as other requirements including daily population counts, quarterly reports, etc.

So, whether you are running a county detention facility or a JDAI community, RiteTrack supports an emphasis on treatment and rehabilitation, along with resident and facility management, and you can see how by watching our recording.

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Webinar Recording for Managing a Juvenile Facility and Staff with RiteTrack

If you missed our webinar that explored the functionality in RiteTrack for managing staff at a juvenile facility, you can view the recording here.

Managing staff at a facility can be as difficult as managing the youth and their cases.

During this webcast, we examined the functionality that assists Directors in supervising and oversight of staff as well as provides management of the facility’s day-to-day operations.

The system helps supervisors ensure they are completing required follow-ups on incident reports, restraints, and seclusions in addition to necessary follow-ups for rooms checks, log notes and shift reports.

You can also see how it assures the facility is maintaining compliance with training certificates and personnel requirements with the use of an electronic personnel file.

The reporting capabilities show how RiteTrack produces statistics that identify where staff may need additional direction or highlight where they are excelling in their work.

Watch the recording.

RiteTrack

Implementing and Monitoring PREA Standards with Ritetrack Webcast Recording Available

Our recent webinar focused on how a facility can use RiteTrack to support PREA standards in its programs. You can watch the recording here.

We examined how RiteTrack helps manage the complexities of the federally-mandated standards PREA standards with its functionality. During this  webinar, a former Director of an Ohio Juvenile Facility, and one of the first Ohio Directors to successfully complete a juvenile PREA audit, illustrated how a specific implementation of RiteTrack supports PREA standards.

PREA standards require the use of risk assessments, PREA-related questions (e.g., sexual orientation, gender identification, etc.), agency documentation, and reporting to reach the outlined goals in the initiative. We will demonstrate those features in RiteTrack plus the following:

Handel IT has implemented RiteTrack software in numerous juvenile facilities, juvenile detention and juvenile treatment facilities.

Watch the recording here.

Analyzing and Reporting on Juvenile Justice Data with Microsoft Excel Recording Available

If you missed the webinar on using Microsoft Excel to analyze and report on your juvenile justice data, you can view it here.

Graphs

Create eye-catching graphs that represent data and engage your audience.

Watch the recording to see how to quickly and easily answer questions about your juvenile justice data like “How many youth came through the detention center last year, and what were their ages, genders, and races?”

Some juvenile case management systems are difficult to generate this type of data from without involving the IT department or waiting for weeks. During the webcast you will see ways to improve your information analysis capabilities using simple techniques in Microsoft Excel, register for this 45-minute webcast to sharpen your skills or learn new ones to create comprehensive data that can inform policy and decision-making.

During this webcast, Handel’s President and CEO, Even Brande, will review Excel features that include:

  • Sorting data
  • Filtering data
  • Pivot tables
  • Creating graphs

Sorting the data allows you to display your data in the order that you want and that will provide the most insight when reviewing.

Filtering the data allows you to remove any of the items from the report that are not pertinent to what you wish to ascertain from your reports.

Learn about Pivot tables which cross-reference data in a matrix where the data runs in a column and compare it to data row. Pivot tables produces targeted statistics on select member or client demographics.

Finally, use this data to create eye-catching charts and graphs that bring you numbers to life.

Data Generation for Juvenile Justice Programs and System-of-Care Programs Webcast Encore

If you were unable to attend the recent webinar on how RiteTrack is used for data generation in juvenile justice programs and system-of-care programs, you can now view that recording here.

During this webcast, Steve discussed the challenges facilities and system-of-care programs face when trying to generate reliable data to inform stakeholders of trends, issues, and successes.

He examined software that provides the day-to-day operations of a facility and showed real-world examples of how to utilize juvenile-specific data to improve decision about the youth in care and the operations of the facility.

Reports illustrated include:

  • Population reports
  • Yearly statistical comparison
  • Admission statistics
  • JDAI reports
  • Seclusion reports

You can also see best practices to use the data to inform decision-making by:

  • Defining the question
  • Deciding what/how to measure
  • Collecting data
  • Analyzing data
  • Interpreting the results

Kitsap County Talks About RiteTrack

Kitsap County went live on RiteTrack in January 2017. In this video clip, Michael Merringer, Director of the Kitsap County Juvenile Court Administration talks about the implementation of RiteTrack, it’s impact so far, and what it is like to work with Handel.

Embracing Technology in the Juvenile Justice Field

Many organizations and those working in them feel anxious when starting to evaluate or implement a technology project. This anxiety may center around implementing the new technology and ensuring that the day-to-day users will accept and use the technology. Technology should be selected and implemented to ultimately help improve services and efficiency for the organization.

I hosted a webinar during which I examined common issues that arise when implementing new technology and pointed out four main aspects that every organization should address when trying to help users or organizations embrace technology. It’s an important topic to evaluate when considering a new system.

The webinar provided valuable information that administrators can use to help alleviate any resistance they face. One of the most important points to remember is to involve the users, line staff, data entry specialists, or other integral parties in the implementation process. If administrators can get the staff to buy in and embrace the new technology, then the likelihood of a successful implementation and a positive experience is higher.

I am reminded of a saying “junk in will equal junk out.” Meaning if staff are not entering information into the system as it is designed, then the outcomes will not be what is expected. During the webcast, I provided practical steps every agency can use to overcome resistance to embracing technology and highlighted the benefits of incorporating technology into operations.

Please view the recorded webinar here to learn some practical steps and points that will assist you in embracing and successfully implementing technology in your organization.

Kitsap County Juvenile and Family Court Services Goes Live on New RiteTrack Case Management System

RiteTrackKitsap County Juvenile Family and Court Services went live on a RiteTrack system in January 1, 2017. This implementation represents the culmination of years of work and planning to create a system that spans data from three areas: juvenile detention, youth offenders, and non-offenders.

Juvenile detention cases encompass sentenced youth or youth brought in by law enforcement. Youth offender cases cover drug courts and diversion efforts while non-offender cases deal with children in need of services (CHINS), at-risk youth (ARY), child protective services (CPS), and truancies. With all of this juvenile case management information centralized, the ease that staff can provide services to has been bolstered.

The County signed a contract with Handel in April of 2016 and many of the staff worked diligently on defining the scope and working closely with the designated Project Manager to outline processes to incorporate into the system. Project Manager Ben McKay said “our success is based on our partners, and the dedication from Kitsap’s team helped ensure the successful implementation of this project.”

Kitsap County Juvenile Family and Court Services uses RiteTrack’s standard functionality and also configured the system to meet specific needs and create specialized reports. One of the most valuable reports is the juvenile year-over-year comparison that aggregates data from the system including the length of stay and demographics to provide a big picture of trending changes and generates data to submit to the state of Washington for reporting purposes.

In order to recognize the hard work and diligence that went into a successful project of this scope, the County held a celebration February 16, 2017. (Read our blog about it here) We’re so pleased to have developed a strong, working relationship with the leadership and staff at Kitsap County Juvenile Family and Court Services.

Kitsap County’s Juvenile Department/Superior Court is committed to providing innovative, comprehensive, and effective services to youth, families, schools and the community within a quality work environment, by professional, caring staff.

Handel creates RiteTrack, a web-based, centralized database, information management software that is used by juvenile justice agencies throughout the country. It provides the primary means for caseworkers, administrators and other professionals to manage their clients and caseloads and provides reliable reporting to generate reliable data.