Introduction

The Sattler-Stoelting Developmental Checklist is a web-based application, consisting of a questionnaire for youth, answered by caregivers, that highlights relevant information for conducting an assessment to begin therapy, and a system for clinicians to manage client records. Clinicians will gain an understanding about the mental health of the client. The application has a number of features that offer convenience and utilize technology to assess and report wellness information:

  • Items that have branching questions: These questions ask that client about additional relevant information connected with the item, which allows questionning to be targeted and efficient
  • Organized client information: Client data stored in secure cloud database, so clients can complete forms at a later time or reports can be generated anytime
  • Interactive targeted reports: Interactive reports that highlight relevant clinical areas, which can be output to format of choice

All these features and more provide a web-based application that is available to the entire clinical staff and can promote better communication among the treatment team. Use the application with every intake and have the demographic and assessment information available to the entire clinical staff.

Help Doc Organization

This help document will guide users through how to set-up the application, through administration and creating a report. Use the Table of Contents locked to the side-bar to locate areas for additional information. Stoelting is available at anytime to answer questions or provide consultation about use of this application.

Admin Control Panel

Log-in Screen

Admin Control Panel Log-in Screen

The first screen you will see when loading the app is the Log-in Screen within the Admin Control Panel. Through this screen you can:

  • Sign in to your account
  • Manage your account settings
  • Get help with the app
  • Get information about the number of credits remaining in your account

The home screen, as well as other screens, might take some time to load, as indicated by the “Processing” timer. Please wait until loading is complete before interacting with that particular page.

Sign-in

To log into your account, simply enter your user name where it says “Enter Your User Name” and your password in the box under “Enter Your Password” and click, “Submit User Name and Password.” All password data fields, including User Name, ID, and Password Retrieval Question and Answer, are case-sensitive.

Successful Log-in

If you have successfully logged in you will see: Successful Log-in

Note that the tab for the Sattler-Stoelting Family Questionnaire has appeared to allow you to set-up the questionnaire. Below, you will also see how many credits you have available to allow you to administer questionnaires under “Remaining Forms.”

Some browsers or computers offer to store your passwords. It is recommended that you do not store your password, so that clients returning to this screen will be able to log into your administrator’s account.

Stoelting Webpage Link

You must have more than 0 credits to administer a new questionnaire. If you need additional credits you can purchase them at http://www.stoeltingco.com. You do not need to use credits to generate reports from previously administered questionnaires. Click link at the bottom of the Log-in page to go directly to the website to purchase credits.

Unsuccessful Log-in

If you do not enter a valid user name or password, you will see: Unsuccessful Log-in

In that case, click “OK” and re-enter your log-in information. If you have forgotten your password, click “Forgot Password” under “Password Help.”

Password Help [ comment ]

Clicking on “Password Help” icon brings up the following menu:

  • Forgot Password?
  • Reset Password
  • Reset Password Retrieval Question

Forgot Password

If you do not remember your password you can retrieve it by answering your password retrieval question. Enter your User Name in the box “Enter Your User Name” and click “Forgot Password”" and your retrieval question will be brought up.

User Name Not Entered

If you do not enter a user name, you will receive an error message

User Name Not Entered

Incorrect User Name Entered

If you enter a User Name that is not registered, you will receive an error message. Re-enter a registered User Name or contact Stoelting to obtain your registered User Name.

User Name Not Registered

Correct User Name Entered

If you enter a registered User Name, your Password Retrieval Question will appear.

Password Retrieval Question

Incorrect Password Retrieval Question Answer

If you do not answer your Password Retrieval Question correctly, an error message will appear. Click “Forgot Password” again to attempt to answer you Password Retrieval Question correctly or contact Stoelting to retrieve your password.

Incorrect Password Retrieval Question

Correct Password Retrieval Question

If you answer your Password Retrieval Question correctly, your password will appear. You can then enter this password in “Enter Your Password” to log into your account. Correct Password Retrieval Question

Reset Password

If you wish to reset your password, you can do so by clicking “Reset Password” under “Password Help.” It is recommended that you initially set a password of your choosing upon first using the app.

User Name Not Registered

If you attempt to reset your password without entering a User Name or have entered an incorrect User Name, you will receive an error message. Enter a correct User Name and click “Reset Password” again.

Reset Password Incorrect User Name

Incorrect Password Entered for Password Reset

If you enter an incorrect password, but enter a registered User Name, you will receive an error message. Click Reset Password and enter a correct User Name and Password. If you have forgotten your Password, click “Forgot Password” to retrieve it.

Password Reset Incorrect Password

Correct Password Entered for Password Reset

If you enter a correct Password and User Name combination, you will be prompted to enter a new Password. Enter your desired new password and click “OK.” You will need to reload the app page for the new password to take effect.

Password Reset Correct Password

Invalid New Password Entered to Reset Password

If you do not enter a new password, you will receive an error message that your password has not been changed. Repeat the process to enter a new password and enter a new password.

Invalid Password

Password Changed

If you enter a valid new Password, your password will be changed. Reload the page by clicking the “Reload” button or re-entering application URL in your browser, for the new Password to take effect.

Reset Password

Reset Password Retrieval Question

You can reset the Password Retrieval Question and Answer that you use to retrieve your Password. It is recommended that you do this upon initially logging into the app. To do so, click “Reset Password Retrieval Question” under “Password Help.”

  1. Enter your User Name in “Enter Your User Name.”
  2. Click “Reset Password Retrieval Question.”
  3. Enter your Password.
  4. Enter your new Password Retrieval Question.
  5. Enter your new Password Retrieval Answer.

Incorrect or no User Name

If you do not enter a User Name or enter an incorrect User Name in “Enter Your User Name,” you will receive an error message. Enter a registered User Name and click “Reset Password Retrieval Question” again.

Reset Question Incorrect User Name

Incorrect Password

If you enter an incorrect Password, you will receive an error message. Enter the correct Password after clicking “Reset Password Retrieval Question.”

Reset Question Incorrect Password

Invalid Question or Answer

If you do not enter a question or answer to reset your password, you will receive an error message and must follow the steps to reset your question again.

Reset Question Invalid

Password Retrieval Question and Answer Reset

If you enter a valid Password Retrieval Question and Answer, you will receive a message that they have been reset. You must reload the application for the change to take effect.

Reset Question Success

App Help [ comment ]

Clicking “App Help” will bring up options to help you use the app, including:

  • App Help Document
  • App Help Video

App Help Document [ comment ]

Clicking this button will bring up this help document that you are currently reading. It is recommended to read the online version of this html document. You can read through the page that opens on click. You can also save this page and read offline.

App Help Video [ comment ]

Clicking this button will take you to a help video showing you how to use the app. The video covers topics in this document. The video can be accessed here

Setting Up Questionnaire or Report

Once you’ve logged into your Administrator’s account, you’ll be able to set-up a questionnaire or generate a report. When you’ve logged into your account, the “Sattler-Stoelting Developmental Family Screener Questionnaire” tab will appear next to the “Log-on Information” tab.

Questionnaire Tab

Clicking the tab of a questionnaire of your choosing then brings up two tabs representing the options:

  • New Questionnaire
  • Load Previous Questionnaire

Clicking on either will allow you to set-up a new questionnaire or load a previous questionnaire.

New Questionnaire

If this is the first time working with a particular client, you’ll likely want to set-up a new questionnaire. The three main tasks that you’ll do to set up a new questionnaire are:

1. Enter any desired client information that you’d like associated with the record.

2. Choose the sections you’d like to be presented to the client.

3. Begin the questionnaire

Client Information

New Questionnaire Name

Clinicians can enter a First Name, Last Name, and Client ID for any administration of the Questionnaire. These data will be associated with the record and the clinician will be able to locate records by this information (along with additional information, discussed in “Load Previous Questionnaire”). Note: the names entered here may or not match the name entered by the client and will not be visible to the client. Thus, if there is a name the clinician prefers to be associated with the client, this is a good place to enter that information.

Choose Sections

The clinician can choose to administer the entire questionnaire or only specific sections.

The clinician will select the sections he or she desires. The clinician can also choose to “Select/Unselect All Sections,” which will check or uncheck all sections.

The sections that the clinician can choose and a brief description of their purpose are as follows:

  • Background Information: Client demographic, family, school, language, and medical information

  • Presenting Problem: Information about the current presenting issue and contributing factors.

In the above example, the clinician selects all sections (note: only a subset of sections shown are possible to be administered in this questionnaire). He or she then decides to only administer certain sections and selects only those.

Begin Questionnaire

Begin Questionnaire

Once desired information has been entered and sections chosen, click “Begin Questionnaire.” You will be prompted with a message to confirm that you’d like to begin the questionnaire. If you choose to begin, you will have one credit deducted from your account and the questionnaire will proceed with the associated information you entered. You can also choose to return to the questionnaire to modify any information.

When you’ve confirmed to begin the questionnaire, a popup window will inform you that you are beginning. This is a good position at which to present the questionnaire to the client.

Begin Questionnaire Popup

Note that in the above image, the tabs are the two sections that the clinician has selected.

Load Previous Questionnaire

You can load a questionnaire previously begun by a client (a) to have the client complete an unfinished questionnaire, (b) to correct a mistake, (c) to generate a report, and (d) for some other purpose. To load a previous client’s questionnaire, select the “Load Previous Questionnaire” tab after choosing the desired questionnaire. You will see a screen that lists all previously begun client questionnaires associated with your Log-in User Name and Password.

Load Questionnaire Page

Selecting Client

You will want to select the client whose questionnaire you’d like to load. You may have a number of client records and thus need to search for a particular client. The fields displayed that are associated with client records are:

  1. Child Last Name
  2. Child First Name
  3. ID
  4. Date (of questionnaire)
  5. Clinician Given Client Last Name
  6. Clinician Given Client First Name

You have several options to search for clients including:

* Search by a term associated with client

* Organize client data by a particular field

* Expand search view

Search by a term associated with client

You can enter any term associated with a client. Records from any clients with fields containing that term will be returned.

Search By Term

Organize By Field

You can organize your client data by a particular field, which will return results in alphabetical order, either in ascending or descending order, depending on if you select the up or down arrow. To select the field to organize by, just click the arrow next to that field. The app default organization is by date, with oldest records first.

Organize Results By Field

In the above example results are originally sorted by descending order by last name and then changed to ascending order. The records are then changed to be sorted by ascending order by first name.

Expand Search View

The view of the available records can be expanded to show more records, and users can navigate through pages. To expand the number of records show, select the number of entries you desire under “Show entries.” You can then scroll through pages of results displayed by selecting “Next” and “Previous.”

Expand Search View

Select Client

When you know the name of the client, click on that client’s name. A full record for that client will appear below. You can explore this record by dragging the scroll bar horizontally. Note: Two or more clients may have the same name. You will need to select the appropriate record. One way is to open up the record and find the correct date of birth for your client. Second, you can select your client using the client’s ID. If you would like to bring up this client’s record, click “Reload Questionnaire” or search for another client.

Select Client

If you realize you’ve selected the wrong client after that client’s questionnaire loads, you’ll need to refresh the app to return to this screen to choose another client. Refresh the app by choosing to reload the page on your browser by clicking reload button or re-entering the application url.

Questionnaire Administration

Once you’ve set-up the questionnaire, you’ll see a pop-up appear asking you if you are ready to begin. This is a good point at which to give the client the questionnaire. At this point, you can give the client the directions for completing the questionnaire and select “Begin” from the popup screen.

Begin Questionnaire Confirmation

Questionnaire Features

The questionnaire has some unique features:

* Reactive Questions

* Customizable size tables

* Convenient Widgets

Reactive Questions

Some critical items on the questionnaire have follow-up questions in order to provide additional information about the item. This is done 1) so as not to overwhelm the user with unnecessary questions and 2) to present questions relevant to the user’s experience.
These follow-up questions will automatically appear depending on the client’s answer. An example of reactive questions is seen when the user responds to marriage. If the user reports that parents are divorced, a number of questions about divorce will be presented. If the user responds that the parents are separated, a number of questions about separation will be presented.

Furthermore, there can be reactive questions to reactive questions. For example, the user may report that parents are divorced. There will be questions about parent remarriage. If the user reports parents are remarried, there will then be questions about parent remarriage.

All of these reactive questions are automatic and will be recorded in reports.

Reactive Questions

Customizable size tables

The number of rows of tables can be selected. In several tables, the user will input how many rows to add to the table. The table will automatically show the correct number of rows, based on user input. If the user adds rows, information already entered will be retained. Note: if the user reduces the number of rows, the information from any rows removed will be deleted.

Dynamic Questions

Convenient Widgets

The app uses a variety of question tools, called widgets, throughout to help the users answer questions and add variety. The widgets should be intuitive to use. An example of a widget are calendars. These will help the user input a date in an appropriate format. To user the calendar, the user should click or double-click on the date, specifically the part of the date they wish to change, then click on the date of choosing. Users can also enter a date manually, in the same format as shown in the default value.

Calendar

Completing Questionnaire

Completed Questions

The person completing the questionnaire has two checks to let him or her know whether the questionnaire is completed.

Progress Bar

The Progress Bar is an automatically updating bar graph in the sidebar of the questionnaire. The Progress Bar shows the progress that the client is making as he or she completes the questionnaire. A completed question is defined as not having a blank response.

Progress Bar

List of Incomplete Questions

When the user (client or clinician) clicks “Submit Questionnaire to Save,” questions that are left blank will be listed along with the question number.

Incomplete Questions

Submitting Questionnaire

At the beginning of the questionnaire, the client is instructed to click “Submit Questionnaire to Save” when he or she completes the questionnaire. If there are questions that have incomplete answers, a prompt will pop-up.

Unanswered Questions

Another pop-up screen will appear that gives the client an opportunity to go back to the questionnaire. If the client submits the questionnaire, the app will reset and return to the log-in screen. Of course, if the questionnaire is not completed, the clinician can ask the client to complete it.

Submit Confirmation

From this screen, the administrator can also generate reports, which is covered in the next section.

Reports

There are a number of options for generating reports with the app. To generate a report, press the “Generate Report” button in the sidebar and enter your password when prompted.

Generate Report Password

If an incorrect password is entered or “Cancel” is pressed, the app will return to the questionnaire. If the correct password is entered the options to generate a report appear.

Generate Report Password Correct

Entering the correct password for generating the report will bring up report options. After selecting the desired format and downloading, the report file will generally appear in the computer’s download folder. The filename is set to be “Clinician Given Last Name”_“Clinician Given First Name”_“ID”_“Child First Name”_“Child Last Name”. This file naming is designed to give maximum information.

Generate Report Options

There are three formats for generating reports, each with their own strengths and weaknesses:

html pdf word_docx
Strengths Interactive
Live effects
Can input text 		Nice printing Can make text changes
Weaknesses Printing not standard Not interactive
Can’t change text 		Not interactive

Users can utilize this decision-tree for generating reports based on their needs.

  1. If clinicians would like to review reports on a computer with clients, generate html reports. The html report can be printed with changes made but the resulting saved output is not as nice as the other methods.

  2. If a clinician would like to review reports with clients, make changes, and save a nice looking report, use word/docx.

  3. If there are no changes necessary and a nice report is desired, use pdf.

All reports have the following structure:

  1. Background Information and Questionnaire Data presented as a table and in a narrative paragraph: Background Information

  2. Important dates presented in a table

Event Date
Birth Date 2014-06-07
Date of Report 2021-02-15
  1. Questions endorsed by respondent- Endorsed questions, along with their follow-up questions, are output. So, in the example that follows, because the respondent answered that the child had been a ward of the court and had been involved in legal matters, those questions and the responses to those questions and follow-up questions about being a ward and legal matters are output. The question between those questions about being in juvenile detention was answered “No,” so that question is not output. This allows clinicians to quickly identify relevant questions.

Endorsed Questions

  1. Tables with information organized

Tables Organized

HTML Reports

Example HTML Report

HTML reports are nice to review the information with the client on the computer, as they provide optimized graphics, table of contents are reactive and scroll with content, and text can be entered. To generate an HTML report, choose “HTML” as the report format (default) and click “Generate Report.” Features of the HTML report that can be utilized are:

  1. Table of Contents

You can automatically go to a section of the report that you’d like to review. The table of contents is generated in response to sections with endorsed questions. The Table of Contents will highlight as you scroll through.

Table of Contents HTML

  1. Add Additional Notes

The clinician can add any additional information to the report at the bottom in the “Additional Information” section. Just drag the lower right corner to open it and type the notes needed.

Additional Information

  1. Saving HTML Report

After reviewing the html document with the client and possibly adding additional information, the clinician can save and print this document.

Saving HTML Doc

You can save the HTML report. It will simply save as an HTML file. It will need to be opened with a browser to view after saving. It will retain all the interactive features. To do this, right click, choose “Save As”, and choose the folder to save in and the name to save as.

PDF Reports

Example PDF Report

Generating a pdf report is simple and produces a good-looking report. The disadvantage is there are not interactive features and nothing can be changed. To produce a PDF Report, choose the PDF option and click “Generate Report.”

Word/DOCX Reports

Example Word Report

A .docx report, one used by Microsoft Word and other word processors, is a nice hybrid of the html and pdf reports. The questions and answers can be edited. They can then be saved in any of the above formats. This format lacks some of the functionality of the HTML report, though.

Conclusion

This concludes the help document. The online features of the Sattler-Stoelting Family Questionnaire make them especially useful in clinics, hospitals, and other settings that work with children and family who are experiencing mental health issues.

Stoelting is always available and eager to help with the application or any other issues. Please contact us below.

Contact Information