Many juvenile justice communities strive to comply with JDAI standards but struggle with the required JDAI data collection.
During this webinar, we examined how RiteTrack increases your facility’s capabilities to measure, track and report on its JDAI efforts. We will also review how JDAI communities can utilize such a system to analyze data and formulate questions related to JDAI information. This comprehensive system provides the framework needed to help any facility adhere to evolving JDAI standards.
The secret lies in documenting and tracking this in the daily case management functions. 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. Additionally, it compiles the required JDAI reporting in real time and eliminates a separate method of JDAI data collection.
Key features from the system that were demonstrated included:
Reporting for JDAI requirements (daily population counts, quarterly reports, etc.)
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.
So, whether you are running a county detention facility or a JDAI community, you should take a look at this offering because RiteTrack supports an emphasis on treatment and rehabilitation, along with resident and facility management.
How do you communicate your mission and foster support for your goals with the various stakeholders in your community?
While marketing is usually thought of in a business sense, the principles of marketing can also be applied to outreach for social services.
If you’re interested in watching a recording of our prerecorded webcast, register here.
So what does your social services outreach look like?
During this session we defined what information and services you communicate with your outreach, how to promote those within different levels of a community, where it is most likely to reach your target audience, and the potential cost to your clients.
During this webcast we:
Examined the concepts involved in creating a great organization
Learned how to use principles of marketing for your outreach
Explored methods of outreach including print, electronic and events
Defined your audiences and potential costs to your services
Discussed how to measure your outreach efforts
We also explored real-world examples of successful service marketing in Indian Country.
https://i0.wp.com/www.handelit.com/wp-content/uploads/2019/08/community-outreach-square-hires.jpg?fit=900%2C900&ssl=1900900Tracey Rosenlundhttps://www.handelit.com/wp-content/uploads/2023/05/Handel-Logo-Web-Banner-2023.pngTracey Rosenlund2019-08-23 10:00:122019-09-12 10:04:16Community Outreach: Promoting Your Member Services
Is your juvenile facility case management system missing something?
Does it include important functions involving social workers’ documentation, therapy notes, group notes, and youth medical information?
If your system lacks this functionality or you simply want to see another offering, register to watch this recording to see these functions managed and performed in a comprehensive juvenile case management system.
During this recording you will see how RiteTrack manages therapy notes and what the functionality for a universal group note looks like. This is one note that is created for all individuals in a group and affiliated with their records for easy review.
We will also examine how nurses and medical departments use the medical information to provide services and medical documentation for the youth.
RiteTrack meets the needs of any juvenile facility by managing every step of case management including therapy notes, medical information, individual appointment scheduling, and facility scheduling which improves the efficiency of the treatment process and the facility overall.
In this system, a client’s needs, goals, and outcomes are defined through a service plan. Education and employment goals, outside services needed, and supportive goals are also tracked and reported on through the service plan functionality. Outcomes are monitored through goal progress and completion, starting and ending numeracy and literacy score, and documenting any changes in wages.
We demonstrated how the software manages, tracks, and reports on required or optional groups and events. These can be sessions that provide training or activities for specific clients or that are offered to the whole community.
Rounding out the module is a battery of reports that provide insight into your program’s efforts and outcomes. The Federal P.L. 102-477 Statistical Report is included, but the module is designed to work for any Tribes that offers E&T services not only the ones that are a part of that program. The statistical report provides detailed information to all Tribes about services accessed and effectiveness of the services provided.
https://i0.wp.com/www.handelit.com/wp-content/uploads/2019/07/job-education-360x360-72-ppi.jpg?fit=360%2C360&ssl=1360360Tracey Rosenlundhttps://www.handelit.com/wp-content/uploads/2023/05/Handel-Logo-Web-Banner-2023.pngTracey Rosenlund2019-07-19 09:30:482019-09-06 10:57:59Improving your Employment & Training Program's Case Management and Reporting Capabilities Recording
If you didn’t have a chance to catch the webcast live, you can register to view a recording here.
In today’s world we have more data available to than ever before. Yet, few organizations truly understand how to harness this data and turn it into information and knowledge. During this webcast, we will define and explore how data analytics transforms data into meaningful information. We will also examine how Continuous Quality Improvement (CQI) can be applied to inform and improve services for families and children.
We examined the increase in the amount of data being stored over the last decades and the trajectory of the rise of data in our lives today. Even with data all around us it may not be collected accurately or in a consistent manner. Analytics and CQI depend upon quality data, and it is essential that leadership supports the collection and use of data with a sense of purpose and a vision of goals and benchmarks to measure. We will discuss reporting and information systems which may be used to collect data, as well as other sources of information available from Federal and State governments.
So how can Tribes make use of this practical information?
Using analytics changes this abundance of data into digestible information that can be used for many meaningful purposes. Comparative spreadsheets with raw data are one of the simplest ways of modeling data. Taking raw data and creating charts and graphs to provide useful visual methods of viewing and analyzing data and can be achieved with commonly used programs.
During this part of the process is where you create descriptive information using the data, then predictive intelligence, which leads to prescriptive knowledge that can be used to inform decisions and changes to improve services and outcomes. The philosophy of Continuous Quality Improvement (CQI) can be used to both ensure that data is accurately and consistently collected and as a method to analyze and react to the data. We will review in detail the cycle of CQI.
https://i0.wp.com/www.handelit.com/wp-content/uploads/2019/06/eye-technology-720x430-72ppi.jpg?fit=720%2C432&ssl=1432720Tracey Rosenlundhttps://www.handelit.com/wp-content/uploads/2023/05/Handel-Logo-Web-Banner-2023.pngTracey Rosenlund2019-06-27 11:31:212019-06-27 11:31:27Analyzing and Reporting on Tribal Program Data
Replace Excel spreadsheets and paper forms with a centralized, web-based software
Improve internal operations and outcomes through better information
Ease the process of generating and submitting information to outside agencies
The MCJDC is a 48-bed facility that serves boys and girls. They accept youth from four Ohio Counties: Fairfield, Licking, Hocking, and Perry. In the fall of 2017, Multi-County chose the RiteTrack Juvenile Case Management software from Handel Information Technologies. The implementation project kicked off in late October 2017 and Multi-County went live on their new system on January 1, 2018.
During a recent webinar, Steve Koenig from Handel sat down with Dana Moore, Multi-County Superintendent, and Bret Sark, Deputy Superintendent, to discuss their experience with RiteTrack (RT) some 15 months after going live.
The following is a summary of some of the key takeaways from
this conversation. Some of the wording has been paraphrased for clarity and in
some cases similar topics have been grouped together.
Why a New Case Management System?
Multi-County is required to report back to various
stakeholders. With the old process it was very tedious and sometimes outright
difficult to find, collect, and report back good information.
The old process consisted of many disjointed systems
including multiple Excel spreadsheets, paper forms, and a case management
database. In many cases, one employee may have a specific spreadsheet for
specific information that would not be shared with others. According to Dana
Moore, when someone requested information or staff needed information there was
generally a lot of time wasted running around looking for the data or even
finding the person who had the statistics. “It was not only difficult
gathering the information we needed to make decisions and to provide services
to the youth served, but it was also very difficult compiling the necessary
reports required both internally and externally,” she says.
“With the new system, we have instant access to all the
information we need at our fingertips. When someone calls for information we no
longer have to say ‘Hold, please; we will get back with you.’ We can give
instant answers, and we now have high quality information readily accessible so
that we can make decisions in real-time.”
RiteTrack also gives them a battery of standard reports as
well as reports specifically customized for them so that they now can provide
feedback to their stakeholders with the click of a button.
Key Outcomes
Dana and Brett repeatedly mention the importance of having a
centralized, web-based system, where data is available in real-time. Yet,
security for sensitive information is also vital. Access to the centralized
system is set up through different security groups so that individuals logging
on to the system have access only to the information required for them to do
their jobs. For instance, law enforcement personnel may just have access to
basic client demographics, whereas a shift manager may access incident reports,
restraints, and room-confinement information.
The focus of this initial phase has been on the intake
process which is the heart of their operation. Dana says they were surprised to
find out how many of their needs were met by RiteTrack “directly out of
the box.” They had initially expected that they would need to do several
customizations but decided to dive in and discover what RiteTrack could do for
them at the start. What they found was that RT right away met most of their
needs and so they were able to keep customizations to a minimum.
“There isn’t any information from our facility that
doesn’t go into RT somewhere,” says Dana. She believes that having all
this information allows staff to be better at time management which makes them
more efficient and which ultimately leads to better decision-making.
Another key benefit Dana mentions is RT’s ability to export
data to Excel. Since all staff are very familiar with Excel, this is of great
value. RiteTrack gives them a centralized system for all their data but they
can still export to Excel and do further data analysis as needed.
A further benefit Dana declares is that their paper
consumption has been cut in half since implementing RT. Not only that, but they
have been able to scale back their copier contract also and these translate to
some significant financial savings.
Brett additionally explains how some of the reports in
RiteTrack have helped improve the quality of information. “The Missing
Data Report gives us direct insight into what important data fields our
employees may miss, and we can catch those mistakes and correct them. In the
past these have gone undetected and have caused problems down the road. Having
access to staff information, attendance, and performance records is also very
valuable.”
Best Practices
Multi-County went live after only two months of
implementation work. Dana credits this speedy process to their willingness to
see how much they could use the system right “out of the box” and not to
over-customize RT. “Once we dived in, we actually cut in half what we
thought we needed to customize,” she says. She strongly emphasizes the
importance of plunging in rather than doing too much speculation as to what an
agency may want. She recognizes that change is hard, and most employees
don’t like big changes. Yet, she has found that her employees picked up
RiteTrack very quickly. “It is so intuitive,” she adds. “After just basic
training, our employees figured it out. It also helps that the system is
organized very logically and that it guides us through the intake process step-by-step.”
Talking about the go-live date on January 1, 2018 she readily says, “We
didn’t have a single glitch that first day. All of our data was there and our
reports were spot on.”
Dana and Bret also credit Handel’s Project Manager, Jeanne
Wolcott, and Steve Koenig for being instrumental in their success. “There
were times when it would have been really easy to hit the panic button had we
not had Jeanne on the other end to guide us and give us ready answers. When we
needed help, she would jump and do a screenshare, showing us how to do
things.”
“During the week that your staff spent here at the
initial kick-off, you pulled in someone from every side of the facility to
answer questions such as: What are your needs and what do your reports look
like? You were able to understand our needs and then demonstrate how RT could
meet those needs. I can’t imagine a better process. That was huge. Everyone
felt valued and it was a big part of getting everyone’s buy-in. They felt that
they were heard.”
“The success for us was the team you provided. It made
the transition very seamless and positive. Doing the project in smaller phases
is also something I strongly recommend.”
On-Going Support
Brett and Dana are both very complimentary about their
experience since going live in January 2018. “Handel’s support is
absolutely first class.” When asked about the biggest difference between
their former vendor and Handel, Dana doesn’t hesitate, “With the old
vendor, there could be days of emailing back and forth before we could get an
answer. With Handel we get an immediate response when we call—evenings, weekends,
or even holidays. It doesn’t matter. Jeanne is always there for us.”
She brings up an example of a recent incident. Ohio
Department of Youth Services recently visited them and needed a report in a
very specific format. RiteTrack didn’t have a report in the exact format they
needed so they called Handel. Within one hour they had their report. “This
is almost unheard of,” Dana recounts.
Future Expansion
As Multi-County continues to realize the immense impact
RiteTrack has had on their operations, Dana says she is making plans for future
expansions. “Our next goal is to expand RT into the clinical area so that
our medical department can use it. We also plan to implement support for the
Topaz signature pad.”
“When a mandate comes down requiring some new report, we have the confidence that RiteTrack can provide the answers.”
If you couldn’t make it to the live presentation with the Superintendent and Assistant Superintendent of the Multi-County Juvenile Detention Facility, you can access a recording here.
In this recording you can listen and watch as Dana and Bret discuss their experiences with implementing and using RiteTrackas their case management and reporting database system.
They took questions and answers from attendees and discussed the return on investment (ROI) from implementing a web-based system. They found ROI specifically because the functionality is designed for juvenile detention and has reduced time spent tracking clients and cases on paper. It nearly eliminated the use of paper and cut the cost significantly.
The Yurok Tribe was awarded a portion of the FY 2018 Enhancing Community Responses to the Opioid Crisis grant. This is a grant intended to provide additional support for the youngest members of their community who are affected by the opioid crisis with a program that will use evidence-based and culturally appropriate tactics. In this grant submission they identify their integrated RiteTrack database system as integral to managing data from multiple departments involved in these cases which they will use to create a feedback system for continued assessment. The programs/departments included on this system are:
Tribal/local superior courts
Law enforcement
Indian Child Welfare (ICW) services
Child protective services (CPS)
Temporary Assistance for Needy Families (TANF)
The schools
We are honored to partner with the Yurok Tribe on this
initiative to improve the lives of some of their most vulnerable citizens.
https://i0.wp.com/www.handelit.com/wp-content/uploads/Logos/RT-only.jpg?fit=200%2C199&ssl=1199200Tracey Rosenlundhttps://www.handelit.com/wp-content/uploads/2023/05/Handel-Logo-Web-Banner-2023.pngTracey Rosenlund2019-05-03 14:15:172019-05-03 14:15:22Yurok Tribe Names RiteTrack as Supporting Piece in Grant Award
RiteTrack offers a module designed specifically for Indian Child Welfare and Child Protective Services (ICW/CPS) programs that can be customized to a Tribe’s unique specifications while tracking data for federal requirements through everyday case management.
Register to watch this recording in which we demonstrated the ICW/CPS module. This database software records all demographics and aspects of clients and cases, enables simple yet comprehensive reporting, and includes a security model tailored to the Tribe’s confidentiality requirements.
The solution has a wide range of reports, but one of the most beneficial for ICW/CPS programs is the BIA ICWA report that is standard.
RiteTrack modules can be implemented as standalone solutions or with other modules to create an integrated system. Whether operating as an independent solution or in concert with other modules, the ICW/CPS module is a tool that saves staff time by simplifying data input and case management and eliminating the need to sift through cumbersome paper files. This gives ICW/CPS more time to focus on providing the best possible services for the families being served.
Register to watch today and email or call us if you have any questions or would like additional information.
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Handel has worked closely with our customers to build implementations for juvenile facilities to manage the complexities of PREA standards. Whether your facility is beginning to incorporate these tracking standards or is overwhelmed by the intricacies or find they have become burdensome, register to watch this recording exploring a RiteTrack implementation that incorporated PREA seamlessly.
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.
During this recording, we will demonstrate those features in RiteTrack plus the following:
Handel has implemented RiteTrack software in numerous juvenile facilities, juvenile detention and juvenile treatment facilities. Register and watch this recording to see how RiteTrack assists facilities in the day-to-day operations as well as incorporating required PREA standards.
https://i0.wp.com/www.handelit.com/wp-content/uploads/Logos/RT-only.jpg?fit=200%2C199&ssl=1199200Tracey Rosenlundhttps://www.handelit.com/wp-content/uploads/2023/05/Handel-Logo-Web-Banner-2023.pngTracey Rosenlund2019-04-22 09:00:472019-04-22 11:36:56Implementing and Monitoring PREA Standards with a Data System
Handel IT is the creator of RiteTrack, a web-based information management software used by human services programs throughout the country. It provides the primary means for thousands of caseworkers, administrators, and other professionals to manage their clients and caseloads.