TRAC-IT Update 2024-03-29
Local System Managers, Contract Agencies and Independent Contractors:
The following updates have been deployed in TRAC-IT.
Timeliness of Services widget has been added to the local system manager and supervisor dashboards.
Ad hoc Reason for Late task has been enabled for the supervisor role
The Billing Extract- Service Coordination has been updated to include the Service Log ID
The Service Coordination Productivity Extract has been updated to include the Service Log ID and Service Type Code (will always be 12)
TRAC-IT Update 2024-03-07
Local System Managers, Contract Agencies and Independent Contractors:
Please note the following TRAC-IT updates and tips:
New Filters for Provider Extract: New date filters for the provider extract will be deployed tonight. With this new feature, you will be able to run the provider extract by certification date, certification expiration date or license expiration date.
Desktop Authenticator App: SSG has released a new Quick Reference Card for use of a desktop authenticator app for TRAC-IT. As of 3/19, Authy will no longer support their desktop authenticator. Users can continue to use the Authy app on their personal devices, but the desktop version will no longer be available.
Medicaid FFS EMR/DIA: If a child's Medicaid is FFS EMR/DIA, this type of Medicaid only covers dialysis and emergency treatment. We cannot add the EI benefit to this coverage. If the child has private insurance, do not add an insurance record with this Medicaid as secondary coverage. If this is the child's only insurance, please list them as uninsured because, for EI reimbursement purposes, they have no coverage. If you wish to document the coverage, we offer the following suggestions. Document the FFS EMR/DIA:
On the family cost share;
In a contact note; or
Make note of this in the top section of the child's information screen that is saved for "need to know". Perhaps you could note: "Child has Medicaid type FFS EMR/DIA that DOES NOT cover EI services."
2024-03-01
Local System Managers, Contract Agencies and Independent Contractors:
Please note the following TRAC-IT updates.
Reason for Late Ad hoc Task and Timeliness Dashboard Tile – Service coordinators have a new Timeliness dashboard tile, which provides a list of services that were added more than 40 days ago to the IFSP but do not have a completed contact note or timeliness reason entered in TRAC-IT. A companion “reason for late” ad hoc task has been added as well. Together these additions improve visibility to the timeliness of services and allow service coordinators to add a late reason as soon as the 30-day timeline is exceeded.
Transition Logic Errors – In continuing our work with SSG to clarify transition reason for late tasks at discharge, we have discovered two logic errors:
TRAC-IT is requiring a timeliness reason for VDOE notification even if the family opted out.
TRAC-IT is requiring a timeliness reason even when the box is checked indicating the family declined a conference.
SSG is working to correct this logic as quickly as possible, and we apologize for the inconvenience. In the meantime, please select family scheduling preference when discharging a child with these circumstances.
TRAC-IT Update 2024-02-16
Local System Managers, Contract Agencies and Independent Contractors:
Please note the following TRAC-IT updates and tips.
New Insurance Carrier Names: The dropdown list of insurance carrier names has been updated to reflect the change from Medicaid Medallion 4.0 and CCC-Plus to Cardinal Care and to add a couple of other brand names based on user request. For the change to Cardinal Care, SSG automatically migrated on 2/8/24 the insurance brand names from the old ones to the new ones for children who were open and had that insurance active on or after 1/1/24.
New Data Dictionary: An updated Data Dictionary has been posted to the TRAC-IT section of our website. The updates include a handful of additional ICD-10 codes requested by users, the new insurance carrier names, and the recent label change related to the Family Contact/Attempted Family Contact (previously labeled just Family Contact) field.
New Personalized Reporting Feature Available: The new personalized reporting feature for the Client Extract will be available in TRAC-IT no later than next Tuesday night for those user roles that have access to the Client Extract. This will allow you to develop and run your own reports with the information you select from that extract. To find this new option, click on the Reporting tab and select Personalized Reports. A video tutorial on how to use the personalized reporting feature is available on the TRAC-IT Documents page of our website, TRAC-IT Documents — Infant & Toddler Connection of Virginia (itcva.online). You can contact the SSG Support Desk for additional assistance, if needed.
Transition Late Reasons at Discharge: At discharge, the screen indirectly prompts the user for reasons (by displaying "Reason for Late - Not Entered") in many of the boxes. However, that doesn't mean reasons are needed (or that the task in question was late). The only way to know for certain if late reason entries are needed is to try to complete the task. At that point, a warning prompt will indicate if any late reasons are needed. We are working with SSG to display some instructional text on the discharge screen explaining this, so users don’t spend time entering unnecessary data.
TRAC-IT Update 2024-02-08
Local System Managers, Contract Agencies and Independent Contractors:
Please note the following updates and reminders:
Extract Updates:
The Client Extract has been updated to include the Billing Number (your local record number if you choose to enter one); and
The Provider Extract has been updated to include the practitioner’s certification dates.
Support Desk Tickets: When submitting email tickets to the TRAC-IT Support Desk, please do not copy Part C Office staff on those emails. This will help us avoid confusion about who should respond. Kyla and Richard have access to view all support desk tickets, and the Support Desk directly contacts us for any that have policy or practice implications. Your TA and/or Monitoring Consultant also will be brought in, as needed.
Coming Soon: TRAC-IT will soon have a personalized reporting feature for the Client Extract that will allow you to develop and run your own reports with the information you select from that extract. For instance, you could run a report to see just the children who were discharged during a specific date range and their discharge reasons; and you could save that report structure to run again another time for a different date range. We will provide more information and support for using this new feature once it is available.
TRAC-IT Update 2024-01-26
Local System Managers, Contract Agencies and Independent Contractors:
Please note the following TRAC-IT update and tip:
Service Coordination Attempts to Contact Family: In last week’s TRAC-IT update, we noted that SSG would be changing the box labeled “Family Contact” to say “Family Contact/Attempted Contact” so the Service Coordination Billing Extract could account for those attempts to contact. That change has been made. When documenting an attempt to contact the family, please ensure the narrative of your contact note specifies it was an attempt.
Transition: Based on questions received by the SSG Support Desk, here are a few tips/clarifications that might be helpful to users:
You can enter the Important Dates for Transition without entering a Transition Plan date. If the Important Dates are the only thing you're entering, you should not enter a Transition Plan date because the Important Dates are not part of the transition plan. This works the same way it did on the paper IFSP form.
Once you enter the Transition Plan date, TRAC-IT will give an error message if you click Complete without entering data in all required fields. This validation is built in to ensure compliance with Indicator 8A.
If you are holding the first meeting to develop the transition plan you can either:
Enter the Transition Plan date, fill in information for the activities that were discussed/planned and SAVE the task. You can then go back and fill in the other transition plan activities over time; OR
Enter the Transition Plan date and write something in all the other required fields. For those activities where you did not make specific plans with the family, you can write something to indicate you reviewed briefly and will revisit at next IFSP review meeting or not interested yet or will discuss closer to transition. Then you can click COMPLETE and use the Update Transition Plan ad hoc task to revise later.
TRAC-IT Update 2024-01-19
Local System Managers, Contract Providers and Independent Contractors:
Please note the following information in response to some common questions about the service coordination billing extract:
Is the service coordination billing extract correctly calculating the three-month period for the required family contact? Yes. We have double-checked this, and it is correct.
Does the service coordination billing extract consider attempts to contact when looking for a family contact within the past 3 months? It has not been doing so to date because TRAC-IT had no way to identify an attempt to contact. SSG is working on a change this week, and we are targeting mid to late next week to deploy the fix. The box labeled “Family Contact” will change to say “Family Contact/Attempted Contact.”
TRAC-IT Update 2024-01-11
Local System Managers, Contract Agencies and Independent Contractors:
I wanted to pass along one quick TRAC-IT update this week.
Learning Opportunities Field on Service Coordination Outcome: Since launching Phase II of TRAC-IT on December 11, the Support Desk has received several questions about the learning opportunities field being a required field on the service coordination outcome. This could be an appropriate field to complete if you think about it in terms of learning opportunities for the family in relation to their priorities and the specific needs that might be reflected in the short-term goals for service coordination. However, we recognize that there will be times that this field does not apply for the service coordination outcome. To assist users when completing the IFSP directly in TRAC-IT, that field (on the service coordination outcomes only) is now prepopulated with “update as needed.” This way, the value will be there already and users will not be stopped to enter something. SSG is also updating this for existing service coordination outcomes if the learning opportunities field was blank. By doing this, users will not be stopped unnecessarily during an IFSP Review. There may be a few instances where their algorithm does not catch the blank field, but most previous IFSPs should be auto-populated through this process.
TRAC-IT Update 2023-12-22
Local System Managers, Contract Agencies and Independent Contractors:
I have one quick update to pass along. SSG has deployed the first enhancement that will improve visibility to the service plan history and address IFSP Review print template requests. When you complete the IFSP Review task, the IFSP Review print template will now include:
The information you entered as part of the task (e.g., reason for the review, narrative description of changes made, attendees, etc.);
The rest of the IFSP with any service or outcome updates you made during the review; and
The transition pages.
When you complete the task, the IFSP Review print template also will be added to the Documents tab.
SSG is continuing to work on service plan history and insurance history enhancements. Watch for further updates in early January.
Wishing you joy this holiday season,
Kyla
TRAC-IT Update 2023-12-14
Local System Managers, Contract Agencies and Independent Contractors:
I’m pleased to report that Phase 2 (full implementation) of TRAC-IT launched as scheduled on Monday, December 11; and there have been no reports of technical issues. The SSG Support Desk has indicated the volume of support tickets has been steady but not super high. The majority have been login questions from new users and provider agencies and questions about newly required fields.
Tip: Learning Opportunities in Service Coordination Outcome – One of the newly required fields is Learning Opportunities, which appears on each outcome. Several users have questioned what to write in this field for the service coordination outcome and why it is required for that outcome. We agree that this field should not be required for the service coordination outcome and will be working with SSG to change that. In the meantime, feel free to enter “Not applicable” or similar wording in this field.
We recognize the amount of work that has been necessary at the local level to fully implement TRAC-IT. Thank you!
TRAC-IT Update 2023-12-07
Local System Managers, Contract Agencies and Independent Contractors:
Please note the following TRAC-IT updates and reminders.
Reminder: December 11th Full Implementation: The process for deploying the required fields for full implementation will begin as early as 9PM ET on Sunday 12/10 to ensure TRAC-IT is ready for use on Monday morning (12/11).
Enhancements: Several enhancements went live in TRAC-IT last Friday night.
Practitioner credentials are now included on the IFSP print template.
Practitioner credentials have been added to the signature line in Contact Notes.
An “Excluded” tab has been added to the Service Coordination Billing Extract and lists the children with Medicaid who did not pull to the SC billing extract for that month.
Participation type has been added to IFSPs to designate when someone participated electronically or in writing.
The Contact Note field that appears within tasks has been renamed to Communication Log Detail to better explain its purpose and avoid confusion with the actual contact note tasks.
Additional Training Recordings and Documents Posted: The recording, slides and Q&A document associated with the IFSP required fields training have been posted here. The recording and materials for the contact note training are coming soon.
TRAC-IT Update 2023-12-01
Local System Managers, Contract Agencies and Independent Contractors:
Happy December! Thank you for all you’re doing to prepare for full implementation of TRAC-IT on December 11, 2023. Please note the following updates, tips and reminders.
Tip - Lost Medicaid Coverage: If you find a child with a Medicaid insurance record has lost Medicaid coverage, do not uncheck the enrolled in Medicaid EI benefit box. Instead, end the Medicaid record with the date coverage was lost. Only uncheck the Medicaid EI benefit box when the child has active Medicaid coverage but the EI benefit has dropped.
Data Dictionary: A new data dictionary has been posted to the TRAC-IT documents section of our website. The new version reflects our decision to make five contact note fields optional that were previously required unless the contact note document itself was uploaded to TRAC-IT. These fields are the following: clinical notes, ongoing assessment, suggestions (joint planning), family-caregiver update and participants. While these fields are optional to complete in TRAC-IT, the requirement for contact notes to include these fields has not changed. If you choose not to include those fields in TRAC-IT by either populating the fields or uploading your contact note in the document section, you must have complete contact notes that include this information in your local record.
Enhancements: The following additional enhancements were released in TRAC-IT this week.
When discharging from the Schedule Appointments task, you should now receive a Discharge task where you can enter the discharge date and reason.
In addition to the practitioner and local system manager, Provider Agency Managers/Supervisors will now receive expiring EI certification notifications for their staff.
December 11th Full Implementation: The process for deploying the required fields for full implementation will begin as early as 9PM ET on Sunday 12/10 to ensure TRAC-IT is ready for use on Monday morning (12/11).
Training Recordings and Resources: As they become available, recordings, PPTs and Q&As for each November training session are being posted at TRAC-IT Webinars — Infant & Toddler Connection of Virginia (itcva.online).
Kyla
TRAC-IT Update 2023-11-17
Local System Managers, Contract Agencies and Independent Contractors:
Here are the latest TRAC-IT updates and reminders.
Training
The first three trainings took place this week to help prepare users for Phase 2 implementation on 12/11/23. Recordings and Q&As for each session are being posted at TRAC-IT Webinars — Infant & Toddler Connection of Virginia.
The dates, times, topics and registration links for the remaining two training sessions are as follows:
Walk Through and Required Fields for IFSP/Transition/Discharge - November 28th 2-3:30 pm - https://attendee.gotowebinar.com/register/5267527546209537621
Walk Through and Required Fields for Contact Notes - November 29th 2-3 pm - https://attendee.gotowebinar.com/register/3611137468220811609
Sandbox – The Sandbox (training environment) has been updated to reflect the fields that will be required starting 12/11/23 so users can practice and become more familiar with the changes.
Medicaid EI Benefit Start Date – For children enrolled in the Medicaid EI benefit on or after 11/13/2023, the start date for the Medicaid EI benefit will appear on the bottom of the child's insurance record in TRAC-IT. You no longer need to email Keishia White to find out the start date.
Enhancements:
A column has been added to the Service Coordination productivity extract to indicate whether the activity was billable.
The solution that will eliminate the requirement to populate the monthly cap field as $0 for children with Medicaid to have those children pull to the service coordination billing extract is on target to deploy tonight. As a reminder this behind-the-scenes, automated process will address the issue for current and future children.
Service Plan history and Insurance history are among the additional enhancements planned.
I hope you have a nice weekend!
Kyla
TRAC-IT Update 2023-11-09
Local System Managers, Contract Agencies and Independent Contractors:
As we approach our December 11, 2023 Phase II launch for TRAC-IT, I have a number of important updates and reminders.
Training: Training sessions for full implementation of TRAC-IT begin on Monday, November 13. For a full list of sessions and registration links, please see previous TRAC-IT Updates or our Monthly Infant & Toddler Connection of Virginia Update for November. All sessions will be recorded and available in the TRAC-IT webinar section of our website.
Fiscal Enhancements and Billing Extracts:
The recording from the 10/26/23 webinar on fiscal enhancements and the new billing extracts is posted here. The PPT slides and Q&A from that webinar are available with the recording.
The fiscal enhancements and new billing extracts will go live in TRAC-IT on Sunday night (11/12/23).
During the webinar, there were questions and concerns about needing to populate the monthly cap field as $0 for children with Medicaid to have those children pull to the service coordination billing extract. We have identified a solution that will eliminate that requirement for current and future children. This is a behind-the-scenes, automated process that will check for a completed family cost share agreement instead of requiring a value in the monthly cap field. The solution is targeted for deployment late next week. Until then, the service coordination extract will not be fully accurate if you have not entered a monthly cap.
Other Enhancements/Fixes Now Available:
You can edit event dates on event tasks for all events except Assessment for Service Planning (coming later).
The Early Intervention Service Coordination Plan task no longer gets cancelled if the child is discharged because the parent declined eligibility or the child was found ineligible.
The Declining Services print template will now pull the date of the most recent IFSP.
An optional field has been added on service logs to capture the contact method (e.g., in person, telehealth, phone, etc.) using a dropdown menu
Enhancements Under Development:
IFSP service plan history
Ability to run and save customized/personalized reports from the Client Extract, including ability to run those based on a date range
Kyla
TRAC-IT Update 2023-10-19
Local System Managers, Contract Agencies and Independent Contractors:
An updated Data Dictionary, Schema, Response Schema, and Sample Input XML file have been released and are posted in the TRAC-IT Documents section of our website, TRAC-IT Documents — Infant & Toddler Connection of Virginia (itcva.online). The changes to these documents were driven by user feedback, and none of these changes represent new required fields.
Making goals on contact notes optional: Because matching goal statements on contact notes exactly to the goal statements on the IFSP in TRAC-IT posed a significant challenge to agencies attempting EHR uploads of contact notes, we have decided to make goals an optional field on contact notes. That means that contact notes uploaded from an EHR will be accepted even if they have no goal(s) or the goal provided does not match the wording on the IFSP. Goals also will be optional on contact notes for those directly entering contact notes in TRAC-IT. However, it’s very easy to include goals when directly entering a contact note in TRAC-IT since the goals are provided and the user can just check the one(s) worked on during the session.
Updates in Data Dictionary to row 225 for field name “progresses” – changed “Required on 12/11” to No
Removed error message “progress is required”
Adding new optional field Method on contact notes and corresponding value set Contact Note Method: This method field can be used to indicate how a person participated in an event (i.e., telehealth, phone, email, etc). This optional field was added to meet billing needs in some local systems.
New field noteMethodCode on Service Log, row 223 of the Data Dictionary
New value set in Value Sets tab
Field added to Schema and sample XML file
Re-adding Workaround as reason for late: Because contact notes are required in TRAC-IT beginning 12/11/23, we had removed Workaround as a choice in the reason for late start of service dropdown list. Recognizing that there might be some initial delays in entering/uploading contact notes as users adjust to full implementation, we have added Workaround back to the value set during this period of transition.
Update to “Reason If Late” value set in Value Sets tab
Adding a few more ICD 10 codes: A few more ICD 10 codes have been added based on local requests that came in through the Support Desk since the last update.
Added to ICD 10 code tab of the Data Dictionary
TRAC-IT Update 2023-10-12
Local System Managers, Contract Agencies and Independent Contractors:
As we move closer to releasing the updated fiscal/billing extracts in a few weeks and then fully implementing TRAC-IT’s required fields on December 11, 2023, we have identified a few steps you can take now to help ensure TRAC-IT users are set up for success and all enrollments have the necessary datapoints. In addition to attending the training sessions in November, you may wish to use this opportunity to familiarize your team with the upcoming changes and update any Standard Operating Procedures or processes your organization may have to facilitate a smoother transition in December.
User Set-Up Tips
If providers in your local system are not entering information in TRAC-IT at this time and will be doing so on December 11, 2023, we suggest getting the providers logging into TRAC-IT and getting used to entering information as soon as possible.
If a provider agency will be responsible for directly entering or completing an EHR upload of contact notes into TRAC-IT, the Local System must grant then access to each relevant enrollment using the Add Provider ad hoc task.
Enrollment Tips
Tip 1: Begin entering required fields ahead of time.
You may wish to consult v5 (2023-08-23) version of the Data Dictionary for a comprehensive list of fields that will be required as of December 11, 2023. See column E: Required 12/11/2023.
In preparation for December 11, 2023, Local Systems, Provider Agencies and Independent Contractors can begin entering required fields ahead of time.
Tip 2: Clean up data for existing records: Spoken and written language.
There are a few fields that can be updated any time using the Update Child / Guardian Information task in the ad hoc task list. These include Primary Spoken Language, Primary Written Language. Local Systems may wish to update existing enrollments with these fields to ensure data quality. The Client Extract can be a useful tool to identify enrollments that may be missing a Spoken or Written Language.
Tip 3: Clean up data for existing records: hearing and vision results.
Moving forward, hearing and vision results are required before the initial IFSP task can be completed. For existing enrollment records where a child has an IFSP or is already receiving services, and the child does not have a hearing or vision screening/result, the child’s record can be updated using the Hearing Screening and Vision Screening ad hoc tasks.
Tip 4: Clean up data for existing records: Race cannot be unknown children with IFSPs.
Another field that can be updated ahead of time is ‘Child Race’. As of December 11, 2023, a child’s race cannot be listed as Unknown once the child has an IFSP. As a data cleanup effort on existing enrollments where the child already has an IFSP developed, local systems can perform the following steps:
Pull Client Extract
Filter Status Column to see ‘IFSP’ and ‘Services’
THEN filter Child Race column for ‘Unknown’
Within each identified enrollment use the Update Child/Guardian Information ad hoc task, select the child’s race
Tip 5: Contact Notes will be required and are used to calculate Timeliness of IFSP Services.
Local systems and provider agencies can begin entering contact notes for events and services using the system generated tasks in TRAC-IT.
Entered contact notes will allow agencies to effectively utilize the billing extracts.
Contact notes are also used to determine timely start of services.
Note: For providers who are uploading contact notes as PDFs to the documents section, this will not satisfy the condition of entering contact notes starting December 11, 2023; nor will these notes meet timeliness checks for start of new services or be available in the billing extracts.
Fiscal Tips
Tip 6: Clean up insurance records.
Prior to December 11th a new insurance dashboard will be available that will flag enrollments with ambiguous or overlapping insurances. (Exact date will be communicated in a follow up email.)
Existing Insurance records should be checked to ensure ambiguous and overlapping insurances are rectified.
Users with the Insurance role can delete inaccurate insurance and add in correct insurance as appropriate.
Payer priority should be checked to ensure insurances are listed as Primary > Secondary > Tertiary accordingly.
Tip 7: Update health status questions (HSQ)/health status indicators.
For service coordination activities to be billable, the system will now check to ensure an HSQ has been completed for the child within the past 7 months. Please be sure to start capturing this information through the Health Status Question ad hoc task.
TRAC-IT Update 2023-10-04
Local System Managers, Contract Agencies and Independent Contractors:
Please note the following TRAC-IT Updates.
Phase II Implementation Training: Please use the links provided below to register for the training opportunities that apply to you as you continue planning for the December 11, 2023, Phase II implementation of TRAC-IT. Training will be conducted virtually. All trainings will be recorded for those who are unable to participate in the live event or wish to refer to the material later.
Fiscal Enhancements – October 26 @ 2:00 – 3:00
General Review of TRAC-IT – November 13 @ 2:00 – 3:00
Walkthrough and Required Fields for Referral/Intake/Insurance – November 14 @ 2:00 – 3:00
Walkthrough and Required Fields for Eligibility/Assessment – November 15 @ 2:00 – 3:00
Walkthrough and Required Fields for IFSP/Transition/Discharge – November 28 @ 2:00 – 3:30
Walkthrough and Required Fields for Contact Notes – November 29 @ 2:00 – 3:00
Enhancements – What’s New
Certificate numbers on EI Certification print templates (since numbers can be needed for provider enrollment with DMAS)
Text boxes have been made bigger on the contact note edit screen, so it is easier to see the full text and make edits.
Expected to release tonight (10/4) – Ability to select the discipline of an event attendee when the practitioner has more than one discipline.
User Acceptance Testing (UAT) for Fiscal Enhancements: UAT for fiscal enhancements and the new billing extracts will take place the week of October 16 with these new features expected to launch soon after.
Coming soon: Tips on getting ready for full implementation on December 11, including what you could be entering in TRAC-IT now to make it easier to enter contact notes and use the billing extracts on December 11.
TRAC-IT 2023-09-21: Training Announcement
Local System Managers, Contract Agencies and Independent Contractors:
As you continue planning for the December 11, 2023 Phase II implementation of TRAC-IT, please note the following training opportunities and save these dates and times:
Fiscal Enhancements and Billing Extracts - October 26th 2-3pm
General Review of TRAC-IT (logging in, navigation, tasks, dashboards) - November 13th 2-3pm
Walk Through and Required Fields for Referral/Intake/Insurance - November 14th 2-3pm
Walk Through and Required Fields for Eligibility/Assessment - November 15th 2-3 pm
Walk Through and Required Fields for IFSP/Transition/Discharge - November 28th 2-3:30 pm
Walk Through and Required Fields for Contact Notes - November 29th 2-3 pm
Training will be conducted virtually, and registration information will be provided soon. All trainings will be recorded for those who are unable to participate in the live event or wish to refer to the material later.
Please also note that the Sandbox will be updated on the morning of November 13 to reflect the fields that will be required on December 11. This will allow users to become familiar with the system and new requirements and to practice what they learn in the training sessions.
Kyla
TRAC-IT Update 2023-09-14
Local System Managers, Contract Agencies and Independent Contractors:
I only have a couple of brief TRAC-IT updates this week.:
The system upgrade to version 23.1 was completed successfully last night in the live TRAC-IT system.
The sandbox environment will undergo the same upgrade on Friday, 9/15, and will be unavailable from 8 AM - 4 PM that day.
Kyla
TRAC-IT Update 2023-09-08
Local System Managers, Contract Agencies and Independent Contractors:
Please note the following TRAC-IT updates and reminders.
Enhancements: What’s New - In preparation for the enhanced billing extracts, TRAC-IT now allows users to enter and save multiple billing numbers. These are the billing numbers assigned and used by an organization serving that child. Since multiple agencies might be providing services for one child, this allows TRAC-IT to capture all relevant billing numbers. The TRAC-IT User Manual has been updated to reflect this change and provide instructions for entering billing numbers.
Enhancements: Coming Soon
Certificate numbers on EI Certification print templates (since numbers can be needed for provider enrollment with DMAS)
Ability to edit event dates on event tasks for all tasks except Assessment for Service Planning (coming later)
Referral Outcomes by Referral Source Report – The error in how children who “will receive services” were pulling to this report has been corrected. The report is available in TRAC-IT and working properly.
TRAC-IT Platform Update – The technology platform for TRAC-IT will be updated to version 23.1 on Wednesday, September 13, 2023. This update will occur outside of business hours, and there is a message in the banner of TRAC-IT alerting users that the system will be unavailable from 8PM – 12AM on that date. For more information about this update, please see the 8/23/23 TRAC-IT email.
Storage – Since this was a topic in a recent regional meeting, I want to assure you that we will not run out of storage in TRAC-IT for data fields or uploaded documents. SSG uses modern cloud architecture with robust redundancy, auto-scaling, and virtually unlimited cloud storage. They have automatic monitoring and alerts in place to notify them of any need to scale up storage.
Kyla