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.