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THEO Frequently Asked Questions

Frequently Asked Questions

Tracking Home Visiting Effectiveness in Oregon (THEO) is a data system that collects home visiting data.

  • It improves the efficiency and quality of data reports to programs and federal government.
  • THEO provides a secure direct data entry option for home visiting programs to submit data to the state of Oregon.
  • THEO is built upon a modern platform that is more user friendly than ORCHIDS for public health funded programs. Users will be able to maintain log-in and reset passwords.
  • THEO users are able to move easily between the records of linked family members.
  • Supervisors and staff are able to view the current caseload of each home visitor from a dashboard.

THEO rollout to Babies First! and CaCoon will occur in 2022. Home visiting programs will be contacted prior to rollout and provided information regarding training and support.

ORCHIDS will be phased out as THEO comes into use by each agency. Users will be notified in advance of the final phase out of the ORCHIDS system and provided support throughout the transition. 

Some ORCHIDS reports will still be available after the system is no longer used.

  • Pre-implementation surveys will be conducted prior to implementation to gather information to identify your program's logistic, training and support needs. This will occur during the first conference call between your program office staff and state staff.
  • State staff will work with each home visiting agency to prepare for the change with technical support, training, and checklists.
  • Monthly status updates will be provided through rollout.
  • The Application Support Team is available for questions and support via email  Monday to Friday from 8:00 a.m. to 5:00 p.m.
  • Post-implementation surveys will be sent out to ensure that your support needs are being met.

​There are multiple ways to learn how to use the THEO system.

  • Videoconference training session for each agency rollout.​
  • Drop-in webinar session with audience participation and open question and answer sessions will be conducted throughout the Babies First! and CaCoon and rollout.
  • User manual and handouts
  • Videos on how to use THEO.
  • Local Super Users and supervisors will have the opportunity to participate in a “Train the Trainer” session in order to familiarize themselves prior to their agency's rollout and training day. [1]
  • The Application Support Team is available for questions and support via email M-F 8-5.​ 


* Local super users – Each local program’s management will select one or more individuals to perform the role of Super User. This group of users will be the first trained at each site and will coordinate required paperwork and onboarding of other staff. Super users will become the local experts on THEO. 

 

Local Implementing Agencies are required to enter MIECHV data into THEO within 14 calendar days of the encounter per the terms of their new contracts. This expectation was established to ensure timely entry and reporting accuracy. 

Local Implementing Agencies should enter the following data within two weeks of when it was collected:

  1. New client enrollments;
  2. Surveys;
  3. Home/case visits; and
  4. Client exits/dis-enrollments.

To use the THEO data system, you will need a computer, a live internet connection, and an internet browser that is compatible with THEO.

Recent versions of Mozilla Firefox, Microsoft Edge, Google Chrome, Apple Safari, and Opera are compatible with THEO.

THEO cannot be used offline.

All access to THEO will require a secure login. Users will access data in THEO based on where they work and what access they need to perform their jobs.

Core Features:

  • Home visitors will have a user dashboard with links to the records for each of their clients. The records for parents and children are also linked together to make it easier for users to move back and forth between records of enrolled family members.
  • The Care Plan allows for specifying content based on the home visiting model and client demographics (for example, parent-specific forms vs child-specific forms). It also provides links to all of the data entered for each client.
  • Ability to build customized surveys allows THEO application support staff to add new data fields to THEO. The THEO MCH Project team will be available to work collaboratively with agencies to build out surveys that will support agency data collection needs and goals. 
Please note: THEO is not an Electronic Health Record (EMR) and will not support documentation of nursing practice.

​​Supervisors and Super Users may use the List View feature to search for data, and then filter, sort, and download the data in a .csv file.  See the following links to training materials for more details and instructions:

Section 11 of the data manual

Quick instructions on how to pull out a list of currently enrolled clients

THEO can upload PDF documents from a user’s file directory. Users with the right security permissions can also export (download) data in a .csv file format that Microsoft Excel can open.  Although THEO does have the ability to import data from .csv files, no import functionality will be turned on for the initial implementation of THEO.

​THEO has the following security features built into the system.

  • Servers are hosted by the company Atmosera, which is an approved contractor for the state that has met all security requirements for hosting servers.
  • THEO uses 2-factor authentication, where users must maintain a confidential password and authenticate their identity using their work e-mail address.
  • THEO is a web-based platform on an https site.
  • FIPS 140-2 encryption is used.
  • Users must change their passwords every 60 days, or their accounts will deactivate.
  • Users must log in at least once every 30 days, or their accounts will deactivate.
  • Reactivating an account will acquire approval from a super user or supervisor at a program.
  • THEO logs out any user’s session that has been idle after 15 minutes.

THEO will share the basic client record among all home visiting agencies using THEO (MIECHV Early Head Start, MIECHV Healthy Families America, Nurse-Family Partnership, Babies First!, and CaCoon programs). The client record includes basic demographic and contact information (name, date of birth, address, phone, race, etc.). Dates of enrollment, the assigned home visitor, and the home visiting agency where a client has been enrolled are also shared between agencies, but only the agency that entered the enrollment data may edit it. Allowing limited enrollment information to be shared across agencies assures that no client enrolls at more than one home visiting agency at the same time.

THEO does not share any other information about a client’s health, circumstances, or services received. 

​Yes, there are some reports that we will be running regularly in the state office for quality assurance. We will send reports to the Super Users when we need help collecting missing data.

Yes!! You can enter data directly into THEO or use paper forms and enter them in THEO later. If a home visitor has an internet connection on a home visit, then she can enter data directly into THEO while she’s on the visit. Unfortunately, at this time, you must be connected to the Internet when using THEO.  It is not accessible offline.​

​Follow the steps in the Password Reset Instructions included on the THEO User Resources webpage.

Babies First! and CaCoon rollout will occur in 2022. Agencies will stop entering data into the FamilyNet ORCHIDS system and collect data on new Babies First and CaCoon data collection forms. A large part of the rollout training will consist of entering these data forms into THEO. Transition details and support will be provided prior to and during rollout. 

Transition phase

Since rollouts will be staggered over multiple weeks, the transition away from the ORCHIDS system will also be staggered.  Agency staff will continue to enter Babies First! and CaCoon data into ORCHIDS until a month or two before their rollout training day.  The rollout schedule will be provided in late 2021.

Prior to the transition to THEO

  • Agencies will work with MCH staff to prepare for and coordinate the transition.
  • Supervisors and nursing staff will receive new Babies First and CaCoon data collection forms, training and reference materials. 
  • Staff will be notified in advance of the final data entry date in ORCHIDS and will work closely with MCH staff during this process.
  • Agency staff will work with MCH staff to verify their lists of currently enrolled clients before client records are imported into THEO.  Only currently enrolled clients and a limited amount of their data will be imported into THEO. 

ORCHIDS access after rollout

  • ​Access to the ORCHIDS database will remain view-only for one year. Agency staff will be able to view records in ORCHIDS and run reports in the FamilyNet ORCHIDS Reports module and the BOXI Crystal Reports module for one year following rollout.
  • ORCHIDS will be “sunset”, i.e., turned off twelve months after the last agency stops entering data into ORCHIDS. Both reports modules will also be turned off around this time. 
  • Data entered into ORCHIDS will be stored in a data warehouse. After the ORCHIDS sunset, agencies may continue to request historic ORCHIDS data from the warehouse through Application Support.