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Page 1
Discover Ground Breaking
Technology for Health and
Human Services,
Child Welfare
and Juvenile Justice
Introducing
New Technology Update
Spring 2018
Powered By
Page 2
Spring 2018
To Discover More & Request a Demo, Visit https://VitalChild.Solutions
or Call 1-855-504-3549
Need a More Modern, Mobile, Modular and Easily Configurable Platform?
Please Visit Our YouTube Channel @
https://helx.us/VitalChild !
Page 3
Spring 2018 Edition
For Health and Human Services, Child Welfare & Juvenile Justice
New Technology Update
Inside this Issue:
All Systems Go for VitalChild Page 4
Best Paths to Streamline CCWIS Page 4
Technology for Tomorrow Page 5
Knock Down the Silos in Child Welfare with VitalChild Efficiency Page 5
VitalChild's Comprehensive Information System and Modular Approach Page 7
Intake Module Page 7
Investigation Module Page 7
Case Management Module Page 8
Parent/Guardian Portal Page 8
Interdepartmental Portal Page 9
Foster Parent Application and Child Placement Module Page 9
The Multidimensional Youth Assessment 360 (MDYA360) Module Page 10
Trauma and Holistically Informed Page 12
Automated Reporting and Alert systems Page 12
Example MDYA360 Reports
Page 13
The Security & Affordability of Modern Cloud-Based Systems Page 14
Meet the VitalChild Team Page 14
Page 4
All Systems Go for VitalChild
Helix Business Solutions (Helix) and Oracle have strategically partnered
with Multi-Dimensional Education, Inc. (MDed) to develop and deliver a
new Commercial Off the Shelf (COTS) solution designed to modernize Case
Management and outcomes monitoring efforts throughout child welfare.
Powered by the secure Oracle Government Cloud, VitalChild is enterprise
class and provides unlimited scalability and reliability. The VitalChild
solution is designed to help state and county agencies improve care and
safety, and pursue CCWIS, AFCARS, Family First Services Prevention Act
(FFSPA) and annual report compliance by:
1. Increasing quality data collection and outcomes monitoring,
2. Sharing comprehensive information across all agencies, and
3. Tailoring the technology for maximum effectiveness and efficiency.
Best Paths to Streamline CCWIS
For years, states have utilized Statewide Automated Child Welfare Infor-
mation Systems (SACWIS) that emphasized aggregating granular case-level
information into state-level accountability reports. The two decade old
existing SACWIS systems, however, have many shortcomings compared to
the security and intuitiveness new technology can offer.
A chance for change came in the final year of the Obama Administration.
The Department of Health and Human Services provided states with an
opportunity to move toward Comprehensive Child Welfare Information
Systems (CCWIS) which will offer better data collection and predictive
analytics for supporting youth in child welfare. Improving data collection
will enable frontline child welfare staff to make more informed real-time
decisions, ultimately enhancing the delivery of services to our most
vulnerable youth.
The CCWIS legislation provides three optimal paths for Child Welfare
agencies but, a decision must be made before July 31, 2018. Below are the
three paths:
1.) Stick with SACWIS, which may cause delayed payments and eligibility for
Title IV-E funds that cover foster care and adoption costs.
2.) Augment an existing SACWIS to be CCWIS-compliant by adding
components such as modular case management data-sharing capabilities.
3.) Replace SACWIS with a completely new CCWIS. For states pursuing full
CCWIS adoption, with this option the federal government may pay up to
50% of development costs.
Adopting a custom built or server based solution that requires years of
development and costs tens of millions of dollars is no longer necessary.
The path to strengthening or replacing existing SACWIS systems with a
mobile enabled, modular solution can make CCWIS efforts easy and
affordable. And with VitalChild, you can also manage FFPSA requirements.
New Technology Update
https://VitalChild.Solutions
Page 5
Technology for Tomorrow
Technology has advanced
greatly since the data-
stockpiling, server-based
SACWIS efforts were initiated
a few decades ago. Let’s face it, once a solution is adopted and operational,
if not designed correctly it can quickly become outdated due to the rapid
evolution of technology. The challenge of keeping up is magnified when
child welfare agencies contract tech companies to develop large custom
systems and implementation becomes a lengthy and expensive process.
Hearing word of new accountability demands, many of these IT specialists
quickly developed mobile-friendly, SaaS solutions to manage CPS calls and
case management. These products, however, typically only provide a form
or two to gauge risk and safety assessment. Some might also offer a
scheduling module that tracks case worker productivity and collects media
in the field, but many critical pieces have been overlooked. Tech companies
might understand IT, but often lack knowledge of child welfare processes
and the need to be trauma-informed.
VitalChild solves these problems with an easy to adopt SaaS solution built
by child welfare industry experts and technology professionals. MDed has
worked in child welfare for decades and have a deep understanding of the
processes and a passion for improving the lives of staff and the families
you serve. Helix, in collaboration with Oracle, has successfully implement-
ed more than 1,000 solutions for some of the largest companies and
government entities in the world providing a broad understanding of
modern system design for optimal benefit, making the VitalChild team
ideal for your needs. VitalChild is tailored for child welfare and provides a
cutting-edge, enterprise class solution built to inform the delivery of
services across agencies and provide support from intake to successful
treatment, discharge or finding that safe forever home.
Knock Down the Silos in Child Welfare with VitalChild Efficiency
Unfortunately, challenges faced by youth and families cannot be fixed with
one home visit and a completed risk and safety assessment. Experienced
case workers know youth and other staff are often required to access
more assessments and management tools connected to crises, trauma,
mental health, education and placement. Our solution empowers your
entire workforce to document and measure risk factors and much more,
while constantly receiving the extensive network support necessary for
improved outcomes and performance. Our solution provides a way to
monitor and guide the success or challenges of placements, interventions
and treatment provided.
“SACWIS was largely built as storage; a means to pile up information and comply with federal
reports. The CCWIS format extends the capacity to case management and real-time evaluation.”
John Kelly, Sr. Editor, Chronicle of Social Change
“ VitalChild supports agencies from initial CPS calls and intake to safe placement, successful treatment, & finding that forever home.”
Page 6
Statistics show that often the majority of youth and families entering CPS will
cross paths with foster care, residential treatment, in/out patient psychiatric
and medical care, juvenile justice and eventually CPS again. As a result, most
youth and families will need to work with numerous stakeholders and staff
across child welfare and juvenile justice such as social workers, clinicians,
magistrates, law enforcement, facility staff and administrators. Ideally all
stakeholders have access to previously collected information, additional
management forms and assessments. To knock down the silos, new CCWIS
or CCWIS-compliant solutions should be focused on one secure encrypted
portal, where all who are authorized and connected to a youth or family,
have access to collect, use and share evidence.
VitalChild offers what is needed to connect all agencies and make efforts
more efficient and effective, ultimately shortening the duration of services
needed. Our powerful solution is an intuitive end-to-end case management
system empowered by a trauma-informed outcomes monitoring system
(MDYA360) designed to work across all agencies and connect stakeholders
to youth in child welfare and juvenile justice. This one solution can efficiently
collect, document and share data. VitalChild’s assessments as well as
management and documentation forms are designed by our partners at
MDED, experts in child welfare and statistical analysis. The collaborative
team of Helix, Oracle and MDed have created modular connections that will
empower stakeholders and staff with the ability to truly work as a team and
have access to all necessary information on each child and family they serve.
VitalChild’s Comprehensive & Connected Modules
• Intake (CPS Hotline) Module
• Investigation Module
• Case Management Module
• Foster Parent Application &
Youth Placement Module https://VitalChild.Solutions
• Multi-Dimensional Youth As-
sessment 360 Resource Li-
brary (MDYA360)
• Parent/Guardian Portal Module
• Interdepartmental Portal Module
Page 7
Intake Module
VitalChild’s intake module provides CPS emergency call centers with the
ability to natively communicate through phone and grow into other channels
including email, text and web form. Connecting concerned citizens and
mandatory reporters through their preferred form of communication
achieves goals of modernization and enables reporters to provide data in
real-time from
any location.
VitalChild is
prepopulated
with a large
collection of
reliable and
valid assess-
ments as well as
standardized
management
forms designed
by experts to perform any task, capture documentation and collect the
evidence needed.
Oracle policy automation and agency business rules are utilized to build a
customized electronic version of the CPS case intake form. Intelligent,
interactive forms enable intake personnel to gather consistent and accurate
data that can be precisely interpreted to identify the correct course of action
for each report. All information collected in this process is securely stored in
Oracle Cloud and can be easily retrieved or incorporated into reports. Once
intake is complete, automatic notifications and escalations can be sent to
administration or case workers, streamlining action steps, and helping
ensure all Service Level Agreements (SLA’s) are met.
Investigation Module
Following intake, cases can be automatically or manually assigned, and notifications are
sent to investigators or case workers. The staff then can accept or reject the new case.
Rejected cases are
automatically
re-routed to
administration for
immediate notifica-
tion and reassign-
ment. All features
and workflow
processes can be
custom tailored to
your organization’s
procedures.
*Content collected in
the VitalChild Mod-
ules is securely
stored in the HIPAA
certified, FedRamp
Secure Oracle
Government Cloud.
VitalChild can store
and retrieve lon-
gitudinal data files
on every youth and
family served. Data
is encrypted during
transit (to and from
the VitalChild
platform), and while
at-rest on the cloud.
Page 8
Following case acceptance, VitalChild equips your field staff with real-time
access to risk and safety assessments, driving directions, case information
and a discreet panic button for dangerous situations. The assigned investi-
gator can add notes (talk-to-text), pictures, videos, administer assessments
and even capture signatures from their mobile device. As our demo will
illustrate, VitalChild is prepopulated
with a large collection of reliable
and valid assessments (MDYA360)
as well as standardized manage-
ment forms designed by experts to
perform any task, capture
documentation and collect evidence
needed. VitalChild also comes with
geofencing features and tracks case
worker and agency productivity!
Case Management Module
The Case Management Module provides child welfare organizations with a
more accurate way to track children and their experiences, enabling staff
to be more informed and prepared for in-home interactions. With a mobile
enabled case management platform, field staff can have real-time remote
access to action steps to ensure more efficient use of valuable resources.
Mobilizing your workforce allows for real-time updates to be received from
the field. Submitted information is immediately available for supervisor
review. Enabling notification of updates, having access to a date and time
stamped audit log, and allowing for immediate review of the child’s record
creates accountability and transparency throughout the organization.
Parent/Guardian Portal
VitalChild’s Parent/
Guardian Portal allows
the agency to communi-
cate with guardians
natively through phone
and grow into other
modern channels includ-
ing email, text and web
form. VitalChild’s Parent/
Guardian Portal provides
guardians with a
contextual knowledge
base built with the organization’s materials. Staff can also ensure that
guardians receive important dates and information regarding their case.
Transparent communication through all channels can help ensure that
court dates, visitation dates and other important information is received by
the guardian.
New Technology Update
Do Safety & Risk Assessments from the
https://VitalChild.Solutions
Page 9
Login based contextual information provides understanding and support to
guardians throughout the course of on-going case management. Agencies
can make important information and documents conveniently accessible to
the families they serve, resulting in an improved experience for everyone.
Communication can be tracked to ensure that information sent was received
and opened creating parent/guardian accountability. VitalChild’s goal is to
break communication barriers and improve experiences for staff and the
families they serve.
Interdepartmental Portal
Often, youth and families will
be on the radar for several
years and often cross paths
with many agencies and facili-
ties. VitalChild allows your
agency to communicate with
departments throughout child
welfare including foster care,
law enforcement, court systems, residential treatment facilities, juvenile jus-
tice and more. VitalChild’s interdepartmental portal provides an opportunity
to better connect with all entities that assist children and families. Online
mobile enabled intake, risk assessment and change of status forms can be
made available to law enforcement and others for gathering accurate on-the-
scene information. Court systems, treatment centers and facilities,
magistrates and more can receive PDF reports of the child’s record giving all
agencies a better understanding of each child’s journey.
Foster Parent Application and Child Placement Module
Agencies can recruit foster parents, automate applications and manage
processing, as well as utilize our foster child placement tool to help ensure
timely, accurate and safe place-
ment. Applications can occur
online through our foster
parent portal, and potential
caregivers can receive status
updates throughout the
licensing process. Potential
caregivers can access applica-
tions online from any device,
empowering them to complete
licensing steps at their conven-
ience. Intelligent Oracle Policy
Automation is utilized to build
out the electronic version of your application, enabling accurate data
collection, signature capture and documentation uploads. VitalChild’s can fix
communication barriers and improve caregiver retention.
VitalChild’s Universal Intake and Change of Status Form
VitalChild’s Mobile Enabled Child Placement Tool
Page 10
Once a foster provider is licensed, they are placed into the agency’s data-
base of available foster homes as well as possible group homes, cottages
and residential treatment centers. This allows staff to use the VitalChild
placement tool to aid efforts in more efficient inventory tracking of
placement availability. The system is designed to consider a youth ’s special
needs, school district, bed availability, sibling groups, safety ratings of each
home and more, ensuring optimal fit for each child.
The Multi-Dimensional Youth Assessment 360 (MDYA360) Module
VitalChild sets itself apart from other child welfare management systems
with the Multi-Dimensional Youth Assessment 360 (MDYA360), VitalChild’s
outcomes monitoring module. Developed by the MDed experts in youth
development and child welfare, this module adds a comprehensive
resource library of assessment tools and management forms. MDed has
more than 50 years of combined personal and professional experience in
child welfare, juvenile justice and working with at-risk youth. The experts at
MDed designed these tools to monitor the level of care and safety being
provided in facilities, foster homes and homes under investigation, as well
as keeping a pulse on each youth.
The Multi-Dimensional Youth Assessment (MDYA) is the MDYA360’s
foundational measurement tool focused on informing and guiding
successful outcomes. Each of the MDYA’s four dimensions, have a set of
reliable and validated scales, creating an index to consistently and accurate-
ly assess outcomes.
The MDYA collects
data from youth,
parent/guardian, staff
and connects facility/
home identifiers (e.g.,
ID numbers) to
analyze data together;
providing comprehen-
sive insights about the
youth, those who care
for them and where
they are being cared
for. The MDYA provides a 360-degree evaluation of the facility or foster /
CPS home climate and environment; allowing agencies to monitor and
guide continuous improvement efforts to provide the most nurturing and
safest care.
The MDYA helps case workers, staff and clinicians monitor the youths’
overall wellbeing and behavioral risk factors and how well youth are
managing their challenges or behaviors, efforts essential to building
resiliency. With so few child welfare youth graduating with the degrees they
need, the MDYA also monitors parental and educational support.
https://VitalChild.Solutions
Page 11
The MDYA produces automated
reports to keep a pulse on each
youth, as well as facility and
foster/CPS home reports to track
the safety and care provided.
In addition to the MDYA dimen-
sional indexes, the MDYA360
Resource Library also provides
many additional tools and forms
to guide each day in child welfare
and juvenile justice. The MDYA360 puts everything into one platform for col-
lection, connection and sharing, giving voice to all.
The MDYA360 forms and measurement tools are designed to improve
efficiency and drive trauma-informed approaches to risk assessment,
mental health diagnosis and crisis management. They reflect and expand
upon some of the most successful tools and approaches used nationwide,
and are configured to produce automated reporting essential to future
predictive analytics use efforts in child welfare. You will find VitalChild’s
forms and reliable validated tools collect everything you currently pursue,
while also expanding your content collection efforts to be more holistic.
The MDYA360 also
tracks and manages
Unusual Incidents and
can generate reports
such as an Integrated
Care Passport and
Judge’s Planning Guide.
These forms and tools
were configured to
simultaneously collect,
inform and monitor
essential information
needed to keep a pulse
on individual youth.
If there are additional forms or tools you would like to continue utilizing, the
VitalChild team can use the powerful Oracle Policy Automation tool to
create mobile enabled versions of assessments, forms and more, and add
them to the MDYA360 Resource Library.
Agencies have the ability to choose from multiple data collection types,
make certain fields mandatory and even collect signatures. Using rules
provided by the client, this tool can deliver real-time data analysis, and
empower employees to receive precise interpretation of collected infor-
mation for determining the correct course of action creating consistency
and uniformity throughout the system of care.
“Discover what’s wrong,
why, and what’s need-
ed next with VitalChild’s
Trauma-focused Needs Assessment!”
Page 12
Trauma and Holistically Informed
With so many youth connected to child welfare encountering so many
traumatic experiences, the VitalChild Team believes new systems need to
be more trauma informed, holistic, and systemic. VitalChild accomplishes
this by partnering with MDed and featuring MDYA360 Resource Library.
The field of mental health has spent decades diagnosing, assigning a
mental disorder and prescribing pharmaceuticals, and to what result?
Too often this only led to kids needing additional drugs or higher doses.
The fact is that most behaviors associated with the kids who enter child
welfare and juvenile justices are not due to what one might label a mental
disorder. Most who come through the doors of the systems of care are
there because of chaotic experiences and the trauma they have encoun-
tered.
Such challenges demand a more holistic systems approach to helping
youth and their families find better resources to provide better nurturing
and learn better decision making skills. Therefore, with the Adverse Child-
hood Experiences studies in mind, the system is focused on being trauma
informed, strength-based, family-focused, youth guided and still providing
ample clinical support when special circumstances demand.
Automated Reporting & Alert Systems
VitalChild is ready to help you continually improve content collection and
case discovery to put this evidence and data into action with our automat-
ed reporting features. The system, configured to utilize operational and
predictive analytics tailored for your state and county regions’ differing
needs, is designed to keep all across your workforce informed and one
step ahead of the next crisis.
With data and information collected and stored within VitalChild, the
system is capable of producing Integrated Care Passports for each youth.
These passports summarize evidence collected through MDYA360 and
connect to medical and mental health status and history, previous treat-
ment and trauma, past legal or domestic issues and so much more. With
one click you can provide all stakeholders with the critical information they
need to be evidence-driven and better informed.
A combination of MDYA360 Unusual Incident Report and VitalChild auto-
mated alert systems ensure those connected to a youth can be notified
immediately, via text or email, upon unusual incident form completion.
Other reports that include these features are the MDYA360 mental health
tools that provide your team with alerts when risk of suicide is reported.
The goal is to provide bet-
New Technology Update
To learn more visit: https://helx.us/VitalChild or https://vitalchild.solutions/
https://VitalChild.Solutions
Page 13
MDYA360 Report Examples
Page 14
The Security & Affordability of Modern Cloud-Based Systems
During the SACWIS adoption days, some states paid upwards of $100 million for a collection of
disconnected systems offering far less than what VitalChild does today. But with Oracle policy automa-
tion and Service Cloud capabilities, so much has changed. And for those who thought they could never
afford what Oracle offers, with VitalChild those days are gone.
Instead of only being able to afford licenses for a fraction of your workforce, VitalChild is priced reason-
ably based on a per youth annual license. Designed to provide all of your stakeholders with the
comprehensive information needed to improve care, VitalChild can help maximize the efficiency and
effectiveness of care; achieving the goal to provide the right care needed, when it is needed and for the
duration of time it is needed.
By having accurate information readily available to immediately start treatment and select the best
intervention or placement, time and resources can be saved. No need to wait for incomplete hard copy
records from other agencies and facilities, and make the mistake of repeating a treatment protocol that
did not work in the past with a youth or family. Agencies can be more evidence-driven, better informed,
and make a measurable difference.
If the average cost of care for children in child welfare ranges from $50 to more than $400 a day nation-
wide, it seems proactive and profitable to invest a few more dollars a day into informing better safety
efforts and better monitoring each youth’s care and progress. With a more advanced case manage-
ment solution and statistically equipped outcome monitoring system, VitalChild helps agencies find
more effective routes to case management and treatment; reducing the duration of services and the
length of stay of a child in residential treatment or foster care by days if not weeks or months.
Meet the VitalChild Team
Helix (https://helix.solutions), an Oracle Gold Partner, started many years ago
with a vision to lift organizations to a new service delivery standard. With more
that 1,000+ successful engagements developed for some of the largest corpo-
rate and government agencies in the world, Helix has a proven record of
bringing solutions to reality, and meeting the complex needs of a wide-range of
clients. This is why they are the most successful Oracle Service Cloud systems
integrator in the world today.
Multi-Dimensional Education Inc. (MDed) are experts in child development,
evidence-driven organizational change and statistical analysis. MDed has assist-
ed more than 150 challenged school systems, as well as state agencies and
youth focused national organizations. With 50+ years combined experience in
child welfare and at-risk youth development, and $19.5 million in federal youth
focused studies funded by the NSF, U.S. Department of Education and Depart-
ment of Justice Juvenile Division, MDed is dedicated to helping youth experience
life to its fullest.
“VitalChild is an evidence-driven, outcomes oriented solution empowering agencies and facilities to know every child via real-
time reporting, ultimately improving outcomes.”
Spring 2018
https://helx.us/VitalChild https://VitalChild.Solutions
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