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

August Update 2019

Project Status:

EHS/HFA training was completed 9/3.
EHS/HFA rollout is in progress and will be complete in September 2019.
EHS/HFA and Babies First!, CaCoon and NFP monthly updates will be separated now that EHS/HFA agencies are directly using the THEO system. Babies First!, CaCoon and NFP will continue to receive Project Status Updates.
- EHS/HFA agencies will receive monthly updates that will include helpful tips, notifications about releases and other helpful information regarding the THEO system.
- Babies First!, CaCoon and NFP will continue to receive Project Status Updates to provide information to prepare for the transition to THEO and what to expect as we move forward.
State staff will be coordinating check-calls with each MIECHV funded EHS/HFA agency. See below for details.

Federal Reporting- MIECHV funded agendies

We are currently beginning the process of preparing the MIECHV data for the federal annual reporting which we will submit to HRSA on October 30, 2019. Please assure that you have entered all MIECHV client data by 9/23/19 for inclusion in the annual reporting.

MIECHV funded NFP agencies:

In preparation for annual reporting to our federal partners, all MIECHV data and forms must be securely transmitted to Tina Kent no later than close of business Friday September 13, 2019.

Thank you very much for your assistance in promptly reporting MIECHV data!

EHS/HFA Check-in Calls:

Our office will be contacting each MIECHV funded EHS/HFA agency to coordinate check-in calls 6-8 weeks after you are entering data directly into THEO. The purpose of the call is to assess the transition and assure that each agency has the support they need for successful adoption.

Release Notes

Release notes will be sent out for system updates that will be implemented soon. Release notes may be found on the THEO Training Resources webpage.

Previous Release Notes
May 23, 2019

Password Resets

Need to reset your password? Follow the steps in the Password Reset Instructions included on the THEO Training Resources webpage.

Note: After 5 attempts to reset a password without success, your account will become locked. If you are having difficulty resetting your password, contact Application Support after your 4th attempt.

Babies First!, CaCoon and Nurse Family Partnership- THEO Rollout Schedule update

Babies First!, CaCoon and NFP THEO Rollout is scheduled to begin with an Early Adoption phase in April 2020. Rollout to all agencies is scheduled for June-August 2020.

An agency from each program will be asked to participate in early adoption (Babies First!, CaCoon and NFP).
Details regarding preparation for the transition to THEO, training and support, along with a detailed rollout schedule will be provided as we move closer to rollout.

Training

Transition to the THEO system will include many changes for home visiting agencies as they move away from the use of other systems and paper forms to THEO, and as state staff transition fully to THEO. MCH staff will provide training before, during and after the transition to ensure that End Users understand how to use the system effectively.

Training opportunities will be ongoing and flexible throughout rollout to fit the needs of End Users. Continuing education opportunities for End Users, new agency staff, and THEO updates will be provided with regular frequency and as needed after rollout and initial training needs are met.

Do you have questions or need help?

Contact Application Support through email: theo.support@state.or.us or phone: 971-673-0382

THEO webpage: www.healthoregon.org/theo

Frequently Asked Questions
We have been using feedback and questions that we receive through training and application support to build out the Frequently Asked Questions (FAQs) on the webpage. Take a look- you may find the answer you are looking for! Do you have a question that you would like us to add to the FAQs? Let the Application Support team know through email or phone.

Prior Updates

January 2019 February 2019 March 2019 May 2019 June 2019 July 2019

THEO Links

Application Support

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

theo.support@state.or.us

971-673-0382

Frequently Asked Questions

What is THEO?

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.

What are the benefits of THEO?

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.

When will THEO be available?

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

What support will agencies have with this transition?

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.

Training availability

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.

What are the technical requirements for using 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.

How will the data be kept secure?

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.

What are some of the key features of THEO?

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.

When will MIECHV Funded agencies stop submitting paper forms for reporting?

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.

Can THEO import and export data?

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.

What type of security does THEO have?

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.

How are the OHA's THEO and ELD's HFO systems related?

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.

Will Healthy Families America programs funded by MIECHV be able to enter their MIECHV funded families once and have the data available to both MCH and the state Healthy Families Oregon (HFO) office since the HFO office is contracting with the same vendor?

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.

What data is shared between agencies that use THEO?

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.

Are there Supervisor or Super User reports to monitor what data is missing?

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.

Will we be able to fill out information in THEO with the parents versus filling out paper forms and then entering those paper forms later into the database?

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.

How do you reset your password?

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