Early Track Data Collection System
Early Track (ET) version 3.0 is a Web-based application designed to allow decentralized data entry and the collection of information to accomplish comprehensive Birth to 3 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 (HMG) - Birth to 3 services for children with delays and disabilities and children at risk, referral, service coordination assignment, Individualized Family Service Plan (IFSP), screening, evaluation, outcomes and transition.
- The HMG Home Visiting program - provides services for newborns, infants and expectant first-time parents who meet financial eligibility, children under age 3 who are victims of substantiated cases of child abuse or neglect and children under the age of 3 who have a parent engaged in active military duty.
- Outcomes from selected processes aimed at determining and tracking eligibility for services, both initial and ongoing.
Overall Security Architecture
The Bureau of Early Intervention Services (BEIS) security administrator will be responsible for authorizing application users within the Ohio Department of Health and up to four county level administrators for each of the 88 Ohio counties. The individual county system administrator for each local program will be responsible for authorizing all of the users in the county.
Security at the County Level
Each county has a county system administrator who 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)
County Early Track Roles
The following roles for county-level Early Track users determine permissible access rights in the ET data system:
- Service Coordinator & Home Visitor. Can view all children assigned to specific service coordinator or home visitor and can enter all information for that child.
- Centralized Data Staff. Can view new referral list and assign service coordinator or home visitor to a child. Can enter child, caregiver information, screenings, evaluations, eligibility, intake form, home visit tools, ongoing home visits, Family Plan or FSP information, transition and exit information for all children in the county.
- Clinical Supervisor. Can view and add all child information for service coordinators and home visitors in their specific agency.
- County System Administrator/Project Director. Each county can have up to four ET system administrators. They can add new users and maintain county drop-down lists in ET. They have access to all records in the county, plus can request deletions in a child's record or can request the entire record by deleted. They can also edit information that has been entered in an ET record.
- Hospital-Based Child Find (HBCF). Can add a child record, plus referral, screening, evaluation and home visit tool information.
- Regional Infant Hearing Program (RIHP). Can add a child record, plus referral, screening, evaluation, assessment and home visit tool information.
- County Access Read-Only. Can view all records in the county, but cannot enter any information in a child record.
- Service Coordinator & Home Visitor Read-Only. Can view all children assigned to the service coordinator or home visitor but cannot enter any information in the ET record.
BEIS staff have developed a reference document with information about the terms and definitions for the data elements found in the ET system. The Early Track data dictionary can be found in PDF format at the link below.
Early Track Data Dictionary (PDF Form)
In addition, the Early Track system can be accessed online by selecting the following link or cut and pasting it into your web browser.
Early Track Gateway webpage - https://odhgateway.odh.ohio.gov/
Please direct any questions or comments about Early Track by e-mail to ETDS@odh.ohio.gov.
This page last revised on 12/15/10..