Early Track Data Collection System
Early Track version 2.1 is a web-based application designed to allow decentralized data entry and the collection of information to accomplish comprehensive Birth to Three program oversight. It allows counties the ability to access ET anywhere in the user’s county and thus move beyond the need for a centralized data entry function. Decentralizing the data entry responsibility to the people responsible for the outcomes recorded improves the timeliness and accuracy of the data.
The ET application includes:
- Help Me Grow (Birth to 3 services for children with delays and disabilities and children at-risk, Newborn Home Visiting program) and the Universal Newborn Hearing Screening program;
- Outcomes from selected processes aimed at determining and tracking eligibility for services, both initial and ongoing;
Security Standards
Overall Security Architecture. The BEIS Security Administrator will be responsible for authorizing application users within the Ohio Department of Health and one county level administrator for each of the 88 Ohio counties. The individual County System Administrator will be responsible for authorizing all of the users in the county they are associated with. The BEIS Security Administrator will be responsible for reviewing and approving all requests for access to the Early Track 2.1 database.
Security at the County Level. Each county has a county system administrator that is responsible for authorizing all of the users in their county. An individual is designated with an access level and service program in their county. An individual’s viewing and maintenance capabilities are implemented based upon that access level/service program combination.
Early Track System Access Rights and Responsibilities Agreement (PDF Form)
The following roles will determine your access rights in Early Track.
County Roles
- Referring Agent. Can refer a child and create client records for a specific child. Can also add a referral to a child who has already been entered into Early Track.
- Newborn Home Visit Nurse. Enters information on newborn home visit for a child and can also add a referral for HMG ongoing services.
- Service Coordinator. Can view all children assigned to specific service coordinator and can enter all information for that child.
- Central Program Staff. Can view new referral list and assign service coordinator and newborn home visit nurse to a child. Can enter child and caregiver information, and additional child information. Can not add eligibility category, IFSP information, test results and exit information.
- Agency—Service Coordinators ARE Users. Service Agency where the service coordinators are responsible for data input. You can only view children assigned to the service coordinator of the specific agency.
- Agency—Service Coordinators ARE NOT Users. Service Coordinators assigned to these agencies are not users of the data system. The agency enters all data and can only view children assigned to the service coordinator of the specific agency.
- Project Director. Access to all single county level functions except county level lookup tables and creating/modifying users. Cannot delete client records.
- County Administrator. Access to all single county level functions including county level lookup tables and creating new single county users. Can delete client records.
Regional Infant Hearing Program Roles - Regional Infant Hearing Program. Access to Child Information Page, Referral Page and Test Results Page on children referred to them. Can also make referrals to county HMG programs.
- Regional Infant Hearing Program Referring Agent. Can create client records and refer a newborn who did not pass universal newborn hearing screening (UNHS) to the Regional Infant Hearing Program (RIHP). Can also add a referral to RIHP for a child who has already been entered into Early Track.
Early Track Data Dictionary (PDF Form)
Early Track Data Glossary (PDF Form)
Early Track 2.1 Manual (PDF Form)
Link to Early Track
Questions or comments about Early Track can be sent by e-mail to ETDS@odh.ohio.gov