Juvenile justice related blogs

Performance-based Standards & RiteTrack Partner to Improve Data Entry for PbS customers

Juvenile facilities across the country have opted to work with Performance-based Standards to assist with monitoring confinement conditions in treatment services and residential facilities using national standards and performance outcomes.

PbS is a data-driven improvement model grounded in research that holds juvenile justice agencies, facilities and residential care providers to the highest standards for operations, programs and services.

Twice a year juvenile facilities compile data from day-to-day case management (including incident reports) and enter it into the PbS program interface. The PbS system then analyzes the data to assess whether the facility is meeting performance outcomes and uses this data to create summary reports. These analyses are used to create improvement plans and direct needed reforms in a facility.

Often during the months of April and October, many facilities who partner with PbS for this valuable service struggle with the time it takes for staff to perform daily responsibilities and reenter collected data into the PbS system.

However, in 2017 Handel met PbS at the Michigan Juvenile Detention Association (MJDA) Conference. Both of us saw the potential of a partnership between our two organizations. Over the next few months, we created a RiteTrack module that enables the PbS analysis system to integrate directly with RiteTrack’s case management and reporting solution which eliminates the duplicate data entry staff had to complete for the required reporting periods.

This RiteTrack and PbS integration enables juvenile detention and juvenile justice organizations’ staff to enter daily documentation into one case management system, RiteTrack—which also produces user friendly and reporting for other facility needs—while the integration module imports the required information directly into PbS’s system for the bi-annual reporting periods.

RiteTrack’s juvenile justice module captures required information like incident reports for PbS reporting. Because of the aligned data capture in the systems, information documented in RiteTrack is submitted to PbS through the one-of-a-kind integration module and eliminates duplicate data entry—saving detention staff and administration valuable time.

Contact us if you would like more information on the PbS and RiteTrack integration module or RiteTrack’s solution for juvenile justice and detention facilities.

Getting the First Steps Right–Intakes and Risk Assessments

If you missed the live webcast, click here for a recording that looks at the specific intake and risk assessment functionality available in the RiteTrack juvenile justice system.

Every size of facility from 10 beds to 100 or more beds must follow the same first step when a youth arrives: completing an intake process.

Many facilities also require some type of risk assessment as part of this process.

During this recording–showcasing a system which was designed with the needs of juvenile facilities at its heart–you will see the functionality that assists juvenile organizations with intake processes no matter the size or caseload.

If intakes and risk assessments have incorrect information or are incomplete, it complicates the admission process creating extra work for staff and administrators alike.

The extensibility of the system enables organizations to complete risk assessments within the software’s interface and can generate an easily digestible summary of the assessment data.

We covered the following items:

  • Completing a new intake
  • Completing intake on a previously-admitted youth
  • Using customizable drop down menu options
  • Utilizing reporting to identify missing intake data
  • Accessing risk assessments through the interface
  • Reporting on intake and risk assessments data

An information and case management system such as this ensures data is accurately entered, easily accessible, and simply reported on.

Register to watch the recording here

Multi-County Juvenile Detention Center Goes Live on New RiteTrack System

In January of 2018, the Multi-County Juvenile Detention Center, a 48-bed juvenile facility located in Lancaster, Ohio implemented a new RiteTrack database system.

Photo: Jess Grimm/Eagle-Gazette

The facility’s old system was used for tracking intakes and youth demographics but could not provide them with critical information on staff workload, incidents, or shift logs. To obtain this information, the Director of the facility Dana Moore had to review the paperwork associated with each shift. “The only way I could find out about an incident report or a meeting with the social worker or nurse was if I received a paper copy of it or if someone came and told me about it,” she said. With the new system “I can see what is going on with youth simply by opening their file in RiteTrack.”

It was clear that the facility needed a new system. Moore wanted one that allowed them to see data in real-time as events unfolded. Staff and administrators preferred a solution with a simple interface that gave them easy access to what happened on previous shifts as well as current events on the youth. The new system should also provide real-time, reliable and valid data to use in the reporting to the Ohio Department of Youth Services and the governing board.

After a thorough investigation of offerings, the Multi-County Juvenile Detention Facility opted to implement RiteTrack. This new system provided staff and administrators with a focus on the intake process, incident reporting, social worker case notes, and nursing documentation. The powerful reporting capabilities in the new system has transformed mere data into useful information which in turn guides decision-making and even has the potential to direct policy-making. RiteTrack records activities from previous days and shifts and tracks current facility activities including daily shift assignments, staff call-offs, facility inspections, youth room confinement time, room confinement reason, incidents, youth location throughout the day, and offsite appointments.

With the engagement of Dana and her full staff, the implementation of RiteTrack into the Multi County Juvenile Detention Center has been a major success. “It’s always a pleasure to ease the workload of staff and witness the reduction in reams of paper,” said Jeanne Wolcott, Project Manager.

The initial success of the implementation has prompted further discussion of future projects which may include additional reporting needs, school billing capabilities, and signatures of youth and staff within RiteTrack. “It is so nice to have everything stored in one place, I don’t have to look through all these different binders to get information on a kid,” said Moore.

Handel creates RiteTrack, a web-based, centralized database, information management software that is used by juvenile justice agencies throughout the country. It provides the primary means for caseworkers, administrators and other professionals to manage their clients and caseloads and provides reliable reporting to generate reliable data.

Handel Information Technologies, Inc. Celebrates 20 Years in Business

In an era when software companies come and go, Handel Information Technologies has achieved two decades of innovation and growth.

Handel began operating in 1997 as a general IT consulting company. In 1998 Handel landed a contract to develop a software solution for a juvenile assessment center in Colorado. Shortly after this solution was implemented other counties started calling for similar solutions.

Recognizing the opportunity, Even Brande, the company’s founder and President, saw an unmet need in the market for juvenile justice software solutions and created the first version of RiteTrack. Through subsequent generations RiteTrack has grown into a robust, web-based, off-the-shelf solution for juvenile justice programs and tribal social service.

The early success of the custom-developed RiteTrack system indicated there was a need for reliable database solutions to manage and report on case and client information. Over the years, Handel secured contracts with juvenile detention centers and Native American Tribal governments, and through close partnership, developers recognized that each group had common information and reporting needs.

This led the company to begin developing a standard solution that could be sold out-of-the-box, but we also realized juvenile programs and Tribes often had data needs unique to their programs as well. So, the current version of RiteTrack offers standard functionality with the option to tailor or customize some data points to fit an organization’s specific needs.

Handel found its niche and thrives on serving the organizations and employees in these fields who provide support to their clients or members.

Currently Handel has remote offices in every time zone in the continental U.S. with its headquarters in Laramie, Wyo.

Being part of the close-knit community of Laramie, Brande gives back to the community in many ways. He and his wife Anne Brande remodeled and restored the building at 200 S. 3rd St.

Brande also gives generously to organizations and clubs in the community and has been or currently sits on many boards including the UW College of Business Advisory Board, the UW Computer Science Advisory Board, and the Leadership Wyoming Advisory Board.

He and Anne have served as Campaign Co-Chair of Albany County United Way, and Handel adopted a stretch of the Laramie Greenbelt that Brande and employees help keep clean.

Handel’s employees also volunteer their time in the community for various organizations that help improve the quality of life for everyone in Laramie, Albany County, and Wyoming.

Handel will commemorate the occasion with a Business After Hours event on October 12, 2017 at the headquarters in Laramie, Wyo. The public is welcome to attend.

Data Generation for Juvenile Justice Programs and System-of-Care Programs Webcast Encore

If you were unable to attend the recent webinar on how RiteTrack is used for data generation in juvenile justice programs and system-of-care programs, you can now view that recording here.

During this webcast, Steve discussed the challenges facilities and system-of-care programs face when trying to generate reliable data to inform stakeholders of trends, issues, and successes.

He examined software that provides the day-to-day operations of a facility and showed real-world examples of how to utilize juvenile-specific data to improve decision about the youth in care and the operations of the facility.

Reports illustrated include:

  • Population reports
  • Yearly statistical comparison
  • Admission statistics
  • JDAI reports
  • Seclusion reports

You can also see best practices to use the data to inform decision-making by:

  • Defining the question
  • Deciding what/how to measure
  • Collecting data
  • Analyzing data
  • Interpreting the results

Kitsap County Talks About RiteTrack

Kitsap County went live on RiteTrack in January 2017. In this video clip, Michael Merringer, Director of the Kitsap County Juvenile Court Administration talks about the implementation of RiteTrack, it’s impact so far, and what it is like to work with Handel.

Embracing Technology in the Juvenile Justice Field

Many organizations and those working in them feel anxious when starting to evaluate or implement a technology project. This anxiety may center around implementing the new technology and ensuring that the day-to-day users will accept and use the technology. Technology should be selected and implemented to ultimately help improve services and efficiency for the organization.

I hosted a webinar during which I examined common issues that arise when implementing new technology and pointed out four main aspects that every organization should address when trying to help users or organizations embrace technology. It’s an important topic to evaluate when considering a new system.

The webinar provided valuable information that administrators can use to help alleviate any resistance they face. One of the most important points to remember is to involve the users, line staff, data entry specialists, or other integral parties in the implementation process. If administrators can get the staff to buy in and embrace the new technology, then the likelihood of a successful implementation and a positive experience is higher.

I am reminded of a saying “junk in will equal junk out.” Meaning if staff are not entering information into the system as it is designed, then the outcomes will not be what is expected. During the webcast, I provided practical steps every agency can use to overcome resistance to embracing technology and highlighted the benefits of incorporating technology into operations.

Please view the recorded webinar here to learn some practical steps and points that will assist you in embracing and successfully implementing technology in your organization.

Kitsap County Juvenile and Family Court Services Goes Live on New RiteTrack Case Management System

RiteTrackKitsap County Juvenile Family and Court Services went live on a RiteTrack system in January 1, 2017. This implementation represents the culmination of years of work and planning to create a system that spans data from three areas: juvenile detention, youth offenders, and non-offenders.

Juvenile detention cases encompass sentenced youth or youth brought in by law enforcement. Youth offender cases cover drug courts and diversion efforts while non-offender cases deal with children in need of services (CHINS), at-risk youth (ARY), child protective services (CPS), and truancies. With all of this juvenile case management information centralized, the ease that staff can provide services to has been bolstered.

The County signed a contract with Handel in April of 2016 and many of the staff worked diligently on defining the scope and working closely with the designated Project Manager to outline processes to incorporate into the system. Project Manager Ben McKay said “our success is based on our partners, and the dedication from Kitsap’s team helped ensure the successful implementation of this project.”

Kitsap County Juvenile Family and Court Services uses RiteTrack’s standard functionality and also configured the system to meet specific needs and create specialized reports. One of the most valuable reports is the juvenile year-over-year comparison that aggregates data from the system including the length of stay and demographics to provide a big picture of trending changes and generates data to submit to the state of Washington for reporting purposes.

In order to recognize the hard work and diligence that went into a successful project of this scope, the County held a celebration February 16, 2017. (Read our blog about it here) We’re so pleased to have developed a strong, working relationship with the leadership and staff at Kitsap County Juvenile Family and Court Services.

Kitsap County’s Juvenile Department/Superior Court is committed to providing innovative, comprehensive, and effective services to youth, families, schools and the community within a quality work environment, by professional, caring staff.

Handel creates RiteTrack, a web-based, centralized database, information management software that is used by juvenile justice agencies throughout the country. It provides the primary means for caseworkers, administrators and other professionals to manage their clients and caseloads and provides reliable reporting to generate reliable data.

Improving Processes and Creating a Successful Implementation for Kitsap County Juvenile and Family Court Services

It all began with a conference presentation on OneNote and a question.

“This could be described as a ‘textbook project,” said Bud Harris, Director, Information Services. “It began at the right place, the right time, with the right thought processes, and all the right people came together.”

The concept that grew into the Kitsap County Juvenile Family and Court Services RiteTrack Case Management System came from the question: what if involved youths’ records could be better managed and the information shared between programs?

Michael Merringer, Juvenile Court Administrator, became involved with probation in the 1990s and found that common practices for managing youth records created segregated, unreliable information. Every time a juvenile came into detention, they would make a new paper file for them that would include assessments, medical history, and recommended programming which could not be easily shared nor was it common to share cross-department.

However, following the seemingly commonplace OneNote presentation, Merringer had a flash of insight. Wouldn’t it be great if they operated with ONE file for ONE kid? All forms would be carried in that file, staff would have access, various people could contribute, and everyone would have access to the information they needed (subject to appropriate security restrictions) while keeping everything up-to-date.

This was the vision that blossomed into the carefully planned, meticulously implemented project with an overall goal of improving access, security and accuracy of client information, examining and improving internal processes, and providing reliable, statistical data.

Sometimes projects also provide unintended benefits. Merringer said the RiteTrack project had such a benefit: process improvement. The key philosophy applied in this project was to look at the process first before applying the technology. The staff improved processes during the mapping phase by cutting out redundant efforts and wasted activity. Mapping processes across multiple departments created a visual representation of how each department dealt with their processes and cases, and was valuable because it provided visuals of the processes to assist in directing the technology. Because of this project, the Department can monitor processes and continually improve them to better meet the needs of staff, too.

After defining many internal processes, the department went to look at available options for juvenile justice information management systems. As with most system explorations options included building in-house, buying off-the-shelf, or some combination thereof. To find how other jurisdictions managed their juvenile data they visited other counties in the state and kept hearing about the RiteTrack Juvenile Justice Software from Handel IT. Because they defined processes prior to searching for a solution, they were able to use them to match process flows with available offerings.

Following the review of available options, the Department found that RiteTrack offered the combination of an off-the-shelf solution paired with configuration capabilities that could create a solution to perfectly fit the diligently outlined processes. After a competitive bidding process in 2015, RiteTrack and Handel were chosen as the solution and vendor for this project.

“Over several years a group of dedicated individuals accepted the challenge of creating an electronic environment for case management for the Department. Members of the team came from every area of the County and Juvenile Department. Working together as a team, the successful development of the Juvenile Department’s RiteTrack Case Management System was realized,” the Department’s launch party invitation read.

Kitsap County went live on its new RiteTrack Juvenile Case Management system on January 1, 2017. A celebration of the successful implementation and go-live took place in the offices of the Kitsap County Juvenile Court Administration on February 16.  Handel is pleased to partner with the Department and provide the tools to help create its ideal data management solution for its involved youth.

Relationship between RiteTrack and Disproportionate Minority Contact

When reviewing DMC aspects, in my mind I kept coming back to the issue of how much needs to be encompassed when implementing and maintaining DMC standards into a juvenile justice program. These standards incorporate assessments, evaluation, and monitoring of juveniles in care. However, DMC doesn’t only apply to youth in detention. It really incorporates all areas of youth contact within the juvenile justice continuum of care.

Example of statistical report with DMC data.

Often DMC communities may have an alternative reporting center within it. I’m curious to see how information is communicated between one part in the juvenile justice continuum of care with another part. There is the potential for an enormous amount of time to be spent creating policies that address information sharing parameters, managing confidential information, and memorandums of understanding between these organizations. Even though data points like race, ethnicity, gender, geography, and offenses seem straightforward, these would likely need to be clearly defined with consensus from members of the continuum of care.

So how can organizations or programs in the juvenile justice continuum of care address information challenges like these? Using a web-based software like RiteTrack as the single-point-of-entry tool provides the framework from which programs can support the youth and the stakeholders.

Risk Assessment tool in the solution.

For a community to address DMC, there has to be involvement from shareholders in the community.  There has to be planning and agreement on issues. Organizations must develop intervention that involves programming. Agencies need to evaluate whether the agreed upon plan is working. Finally, programs must be monitored to make sure that identified problems area continued to be addressed.  Within all of these steps, the most important area may be the collection of data because youth data is pervasive in all these steps.  RiteTrack collects data that occurs throughout all point of the juvenile justice continuum from first point-of-contact, risk assessment, community involvement, and if needed detention. In addition to extensive documentation, RiteTrack quickly generates reports and statistical data based on real-time data that is accurate and reliable. Implementing RiteTrack into operations is not just a procurement or download of another piece of software. It is a partnership with Handel IT to enhance and improve communities, not only by supporting a continuum of care, but also by creating a central point-of-entry to provide the framework to address DMC issues.

To see my most recent webcast reviewing DMC functionality and reporting in RiteTrack, click here and register to watch the recording.

 

 

Handel IT is the creator of RiteTrack, a web-based information management software used by human services programs throughout the country. It provides the primary means for thousands of caseworkers, administrators, and other professionals to manage their clients and caseloads.

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