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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 the 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 no longer use Citrix or have to log in twice. Users also will be able to reset their own password when they forget it or wish to change it.
  • THEO users will be able to move easily between the records of linked family members who are enrolled together in the same program.
  • Supervisors and staff will be able to view the current caseload of each home visitor from a dashboard.

  • Pre-implementation surveys and agency check-ins were conducted prior to implementation to gather information to identify your program's logistic, training, and support needs. 
  • State staff are working 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 M-F 8-5.
  • Post-implementation surveys will be sent out to ensure agency support needs are being met.

There are multiple ways to learn how to use the THEO system, including the following options:

  • 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.
  • Training manual and quick reference handouts.
  • The Application Support Team is available for questions and support M-F 8-5. 

​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.

  • 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.

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.  

​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, 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!! 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 they can enter data directly into THEO while they're 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 links below. Or click the “Reset Password" link on the THEO login page and follow the directions onscreen.

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 instruction:

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 are required to enter data into THEO within 10 business days of a visit per the terms of their contracts. This expectation was established to ensure timely entry and reporting accuracy.