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Tracking Home Visiting Effectiveness in Oregon (THEO)

About THEO

Tracking Home Visiting Effectiveness in Oregon (THEO) is a data system that collects home visiting data, provides case management features, and tells the story of home visiting services.

Monthly Updates

June Update 2019

Project Status: MIECHV EHS/HFA rollout in progress.

Project Schedule Updates:

  • Early Adoption with Family Building Blocks (FBB) ended May 15th.
  • NFP, CaCoon, Babies First Rollout has been moved out to early 2020.
  • THEO enhancements:  Interoperability planning- Please see THEO House ELD and OHA Interoperability document included with this update and FAQs for more information.

Webpage: 

The THEO webpage now includes training materials and resources for MIECHV-funded EHS/HFA home visiting agencies.  We will continue to build out the webpage, add training videos, drop-in webinar links, and supplemental materials as we move forward.

Webinars:

HFA Super Users and Supervisors can register for Webinars by following the below links:

Drop-In Webinars:

  • Drop-in webinar registration links are posted on the Rollout Page.                                        

For information regarding implementation and webinar dates, please see the MIECHV-EHS/HFA Rollout Schedule included with this status update. 


Prior Updates

January 2019   February 2019  March 2019

Application Support

Monday to Friday, 8 a.m. to 5 p.m.

theo.support@state.or.us

971-673-0382

Frequently Asked Questions

Tracking Home Visiting Effectiveness in Oregon (THEO) is a data system that collects and reports home visiting data, provides case management tools, and tells the story of home visiting services.

  • It will improve the efficiency and quality of data reports to programs and federal government.
  • THEO will provide a secure direct data entry option for home visiting programs to submit data to the state of Oregon.
  • THEO includes schedule alerts and reminder features on home visitors' home pages and clients' home pages.
  • 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.

The THEO rollout will be staggered throughout 2019 and into early 2020. Home visiting programs will be contacted prior to rollout and provided information regarding training, and support.

For public health funded home visiting programs, ORCHIDS will be phased out at as THEO comes into use by each agency. Users will be notified in advance of the final phase our of the ORCHIDS system and provided support throughout the transition.

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

March-May 2019: Early adoption with two volunteer home visiting programs

May-August 2019: MIECHV-funded Early Head Start (EHS) and Healthy Families America (HFA) programs

November 2019-Early 2020: Babies First!, CaCoon, and Nurse-Family Partnership (NFP) Programs

  • 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 paperwork.
  • Monthly status updates will be provided through rollout.
  • The Application Support Team is available for questions and support via phone and email, Monday to Friday from 8:00 am.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. Plans for training are still in being finalized, but will include the following options:

  • Training manuals which include hands-on exercises.
  • Webinars with audience participation and open question and answer sessions will be conducted throughout the year.
  • Videos of how to use THEO.
  • Local Super Users will be invited to participate in “Train the Trainer” activities, so they may become local system experts for their sites.*
  • The Application Support Team is available for questions and support via phone and email Monday to Friday, from 8:00 a.m. to 5:00 p.m.

* 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.

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, which is controlled through role-based permissions. Users will access parts of THEO based on where they work and what access they need to perform their jobs.

Core Features:

  • Home visitors will have a user dashboard to help them manage reporting schedules, tasks that are due, and links to the records for each of their clients.
  • Home visitors with MIECHV families will have automated schedule reminders and alerts for reporting MIECHV data.
  • Ability to build customized surveys allowing THEO to collect any data points about a client. 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.
  • Client Home Page
    • Allows for specifying content based on the home visiting model and client demographics (for example, parent-specific forms vs child-specific forms).
    • Allows for collecting other program content like client goals and opportunities. (optional)
    • Home visitors can document visits and contacts with their families in a note that locks with the user’s name and date-time stamp. 
Please note: THEO is not an Electronic Health Record (EMR) and will not support documentation of nursing practice.

The last day paper forms will be accepted by OHA:

  • MIECHV-EHS programs: May 24th
  • MIECHV-HFA programs:  June 28th

Agencies will need to save any paper forms completed after the designated end date provided above, and will then enter the data directly into THEO themselves. 

Paper forms will still be available in the THEO resource library and on the THEO web site as an option for home visitors to use in the field.

THEO can upload PDF documents from a user’s file directory. Users with the right security permissions can also download data in a .csv file format that Microsoft Excel can open to support quality assurance and continuous quality improvement. 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.

OHA and the ELD- HFO agencies will both use the Clara platform for home visitor program data collection.  Each program has a “room” within a single house on a shared foundation (Clara platform). The house is named THEO.  The current rooms are named the HFO Data System and MIECHV. 

Currently, the ELD and the OHA rooms are “locked” from one another and data cannot be shared across agencies; however, we share a common goal to integrate data sharing as appropriate between the rooms in the future.

Additional rooms in the OHA side of the house for Nurse Family Partnership and Public Health funded Nurse Home Visiting programs will be added later this year.  NFP and MIECHV NFP data will be entered by the same agency, same staff. There will be no barriers between this data.

  • The Healthy Families Oregon Data System shares the same Clara platform as part of the THEO system, so it will be possible to integrate the rooms in the future. Both ELD and OHA share a common goal of data sharing as appropriate.
  • Conversations have begun between the ELD and MCH to discuss this work.
  • HFO users will have one login to one database (Healthy Families Oregon Data System) and the ability to control their own login. 

​THEO will share the basic client record among all home visiting agencies in 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 this 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. Local agencies may release client-identified THEO information to other local agencies only after a client (or legal guardian) signs a release-of-information form that authorizes the specific information to be released to a specific agency or individual. The only exceptions are situations where the state might have a legal responsibility to release information, for example, as part of a death investigation.

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

Yes! You can enter data directly into THEO or use paper forms and enter the data 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.

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