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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.
Project Status: MIECHV EHS/HFA rollout in progress.
Project Schedule Updates:
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.
HFA Super Users and Supervisors can register for Webinars by
following the below links:
For information regarding
implementation and webinar dates, please see the MIECHV-EHS/HFA Rollout Schedule included with
this status update.
January 2019 February 2019 March 2019
Monday to Friday, 8 a.m. to 5 p.m.
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.
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
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:
* 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.
The last day paper forms will be accepted by OHA:
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.
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.
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.
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.
Follow the steps in the Password Reset Instructions included on the THEO Training Resources webpage.
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