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 2023-10-12
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
TRAC-IT Update 2023-08-23
Local System Managers, Contract Agencies and Independent Contractors:
Please note the following TRAC-IT updates and reminders.
Reminder about PII – Please do not send personally identifiable information (PII), like the child’s name, when communicating with the Support Desk.
Enhancements: What’s New
The following have been added to the dropdown list of service coordination activities:
Facilitating initial IFSP meeting
Facilitating annual IFSP meeting
You can now indicate if a service coordination activity was …
A family contact
Conducted with the child present
Not billable
Enhancements: Coming Soon - You will be able to edit event dates on event tasks for all tasks except Assessment for Service Planning (coming later)
Referral Outcomes by Referral Source Report – There is an error in how children who “will receive services” are pulling to this report. SSG is working to correct the report logic, and we expect the report will be fixed by next week.
TRAC-IT Platform Update - TRAC-IT runs on a technology platform called Casetivity, and SSG plans to deploy a new release soon (similar to how our cellphones get updates). Casetivity 23.1 brings a variety of features together that improve end user experience and set the stage for future capabilities. One update includes easier search/data entry with type-ahead and field editing abilities. An end user will need less time to find or enter data in structured fields (such as drop-downs). Improved cascading merge logic allows for better deduplication. Casetivity 23.1 also includes important bug fixes and regular security updates. This update will occur outside of business hours, and there will be a message in the banner of TRAC-IT alerting users a few days before this update will occur.
Updated Data Dictionary – SSG has provided an updated Data Dictionary to align the field names to the schema names and to add a new tab that outlines the schema’s entity relationships. These changes are to assist those building EHR uploads in referencing information across documents. There is no change to required fields or any other aspect of TRAC-IT. The updated Data Dictionary has been posted to the TRAC-IT documents section of our website: TRAC-IT Documents — Infant & Toddler Connection of Virginia (itcva.online)
TRAC-IT Update 2023-07-27
Local System Managers, Contract Agencies and Independent Contractors:
This TRAC-IT update includes a user tip and some enhancement updates.
User Tip: Intake and IFSP Fields – The Support Desk has received some recent questions/concerns about IFSP information being overwritten. The issue occurs when these steps happen in this order:
The Initial IFSP Meeting and Intake tasks are open and available at the same time.
User enters information in the Initial IFSP task in the same fields the Intake task will populate when completed and SAVES the IFSP Meeting task.
User completes the Intake Visit task, leaving these fields blank:
4. The information in the IFSP is overwritten by these blank fields
To avoid this situation, users should really enter this information in the Intake Visit task vs directly into the IFSP for a couple of reasons:
TRAC-IT is expecting the Intake Visit task to be completed before the IFSP task – so the information entered in the Intake will overwrite the fields in the IFSP.
The information from the Intake visit will populate into the IFSP so users will not need to double enter information. You do not need to have complete information in these areas at Intake. You can just take some relevant notes from parent report or observation during the Intake visit. That information then can be added to, edited, etc. at the IFSP meeting.
When leaving these fields blank, TRAC-IT does not populate the Intake Visit print template or electronic copy of the intake with any information.
Enhancements
Later this week – The dropdown menu for service coordination activity will include two new options:
Facilitating initial IFSP meeting
Facilitating annual IFSP meeting
Coming soon –
You will be able to edit event dates on the event tasks
You will be able to indicate if a service coordination activity was …
a family contact
conducted with the child present
not billable.
These new fields for service coordination notes will help us get ready for the enhanced billing extracts that are coming in the fall.
TRAC-IT Update 2023-07-20
Local System Managers, Contract Agencies and Independent Contractors:
Please note the following TRAC-IT updates and reminders.
User Education Hours (Tips and Tricks Webinars): SSG held the second of three summer office hours yesterday. If you were unable to participate live in either of the first two, you can find the recordings and written Q&As from each here. The final session will be August 22, 2:30 – 3:30, and will include a presentation on common questions to the Support Desk related to the IFSP. If you already registered for a previous session, you are automatically registered for the August 22 session and do not need to re-register. If you have not registered, here is the registration link for the upcoming session.
Enhancements and Fixes: Now that the required fields have been developed and tested for implementation on December 11, 2023, SSG is working with us to address bug fixes and requested enhancements. We have categorized enhancements into three tiers: ASAP, by December 11, and after December 11. This is the order in which SSG will review the enhancement and scope the work and cost involved so state staff can make final decisions about what can be accomplished and when within the budgeted funds. As promised, we will not implement any changes that impact required fields for EHR uploads prior to December 11, 2023.
Here are the enhancements and fixes that have been deployed since the last TRAC-IT update:
Added the option for a user to delete an Insurance Record
Made the Manage ICD-10 Code ad hoc task available any time after the referral has been completed
Fixes will be deployed tomorrow night (July 21) to address the following issues identified by users:
Selected Goals not displayed on Contact Note Print Template
Service Length should not prefill with 60 minutes (contact notes)
Errors on Spanish Confirmation of IFSP
The next set of enhancements planned include the following:
Adding a date range parameter on the Child Extract
Updating the text box display for the contact note narrative summary to be much larger so full paragraph write-ups are more easily edited
Adding Provider Agency Managers to those who receive expiring certification notifications for their staff
TRAC-IT User Manual: SSG has added a Change Log to the TRAC-IT User Manual so you can easily see what changes were made, where in the manual and when. You can find the change log right after the Table of Contents.
TRAC-IT Update 2023-07-06
Local System Managers, Contract Agencies and Independent Contractors:
Please note the following TRAC-IT updates and reminders.
Referral Outcome by Referral Source Report: SSG has made a few updates to this report, and the revised version is now available in TRAC-IT.
New Pre-IFSP Discharge Reasons: In conjunction with revising the Referral Outcome by Referral Source report, two new discharge reason options have been added for children who exit before having an IFSP:
Exit at Age 3 – Late Referral to Part C
Eligible/Family Moved
Electronic Signature Checkbox Added: As we begin deploying some of the requested enhancements to TRAC-IT, we have added a checkbox to use when having the parent “sign” consent in TRAC-IT. The new checkbox includes the statement, “I understand that by typing my name and clicking on this box, I am electronically signing this document.”
TRAC-IT User Manual Updated: As changes and enhancements are made, the TRAC-IT User Manual is updated. Quick Reference Cards also are updated accordingly. The current versions are always available in TRAC-IT.
Summer User Education Hours: Following the first User Education Hour, SSG clarified that if you already registered for the first session you are automatically registered for subsequent sessions and do not need to re-register. There are two sessions remaining, on July 19 and August 22. If you have not registered, here is the registration link for the upcoming sessions.
TRAC-IT Update 2023-06-23
Local System Managers, Contract Agencies and Independent Contractors:
Please note the following TRAC-IT updates.
Changes to Address Optima and Virginia Premier Merger: To address the merger transition period, the two Virginia Premier insurance options in TRAC-IT have been renamed to say Virginia Premier/Optima-VP to reflect the upcoming change. There is nothing that you need to do at this time in TRAC-IT to change over Virginia Premier insurance records to Optima. Additional details to address the final merger will be shared later in the year.
Initial Visit Changed to Intake: One the service type options in TRAC-IT was "initial visit." After some recent conversations with users, we realized that some people were thinking "initial visit" meant the first session of an IFSP service when it was actually intended in TRAC-IT to mean the intake visit. To address this confusion, SSG has change the dropdown selection to read "Intake." That change has been deployed. If you have selected "initial visit" for a first service session, you can correct that by editing the Contact Note and changing the service type to reflect the service provided. You can contact the Support Desk to make sure the service is then marked as timely and ask them to cancel the timeliness task if needed. We apologize for the confusion.
User Acceptance Testing (UAT): UAT on the full set of required fields and validations that will be implemented on December 11, 2023, has been completed. Local and state users executed 34 test scripts to test the new functionality to be sure it is working as intended. One bug/defect was identified, and SSG is correcting that one validation.
EHR Testing Environment Opened: The EHR File Testing and Certification environment has opened, and local agencies that indicated their intent to pursue an EHR upload into TRAC-IT may begin testing their import files.
TRAC-IT Update 2023-06-07
Local System Managers, Contract Agencies and Independent Contractors:
Please note the following TRAC-IT updates and reminders.
Reminder: Ensuring Medicaid Enrollment and Billing - When a service coordinator completes an intake and the family declines to move forward, Medicaid can be billed for the intake if the Initial Service Coordination plan was completed. To ensure the child populates to the Medicaid enrollment report, which state staff use to enroll the child in the Medicaid-EI benefit, please make sure you complete the discharge correctly. When you select Discharge from the Intake Visit task, the intake visit information is NOT stored. If the Intake occurred, you should click COMPLETE and then discharge from the next open task. By clicking Discharge on any task, you are indicating that the event did not occur and you need to discharge. This situation is explained on page 4 in the Discharge Quick Reference Card:
User Acceptance Testing (UAT) – UAT will take place later this week and next week on the full set of required fields and validations that will be implemented on December 11, 2023. Local and state users will test the new functionality to be sure it is working as intended. This step will then allow agencies that are pursuing an EHR upload to begin preparing and testing their upload files to be ready for implementation in December.
TRAC-IT Update 2023-05-26
Local System Managers, Contract Agencies and Independent Contractors:
This email is relevant to those agencies still planning to pursue an EHR upload. SSG has provided several updated documents, and these have been posted to the TRAC-IT documents section of our website:
Updated schema
Updated response schema
Updated input file
Updated Data Dictionary
In working through the schema files and ongoing development work (as well as some production support tickets that came in requesting new ICD-10 codes and languages), SSG had to make some minor updates to the data dictionary. SSG has indicated that there is nothing fundamentally different and no major impacts – these are just some clarifications that will help end users who use the data dictionary. The changes are listed below:
Changed hsqDetail to hsq — There’s a limitation in our database we can’t end a table name with Detail so we had to rename this to hsq
ConsentToAcesss on the Insurance Entity — This has to change from a Boolean to a Yes/No option
We were missing the ProfessionalDiscipline options in the value set tab — Without this, a user would not know how to send this value
Added these ICD-10 codes and languages to drop-down value sets
P91.821 Neonatal cerebral infarction, right side of brain
P91.822 Neonatal cerebral infarction, left side of brain
P91.823 Neonatal cerebral infarction, bilateral
P91.829 Neonatal cerebral infarction, unspecified side
A50.9 Congenital syphilis, unspecified
D70.0 Congenital agranulocytosis
Language options: DARI, KURDISH
TRAC-IT Update 2023-04-21
Local System Managers, Contract Providers and Independent Contractors:
I hope you are enjoying spring and surviving the pollen. Please note the following TRAC-IT updates and reminders.
Remember to Link Practitioners to Your Agency/Local System: For an individual practitioner to show on the Provider Extract, that practitioner must be affiliated/added to a local system or provider agency. If you are using TRAC-IT fully, you are less likely to forget this step since you must add practitioners to the local system or provider agency for them to be assigned services or access a child’s record. Since that is not required right now, some practitioners who are providing services have not been added to the local system or a provider agency in TRAC-IT. This becomes a problem when DBHDS uses the provider extract to populate the Medicaid Provider Roster for DMAS. Please take a moment to add practitioners to your agency or local system if you have not done so recently. If you need more information about how to do that, click on the Help button in TRAC-IT to access the User Manual section and Quick Reference Cards on User Management and Organization Management.
Billing Extract Q&A: Questions and answers from the Enhanced Billing Extract webinar have been posted to our website to accompany the recording and PPT. You can find them here.
EHR Functionality Updates:
EHR Office Hours - EHR Office Hours with SSG will be held the third Tuesday of each month, starting May 16th, from 2:00 – 3:00. There will be a “bonus” Office Hour on May 2nd. You can register for these Office Hours using the links below.
Here is the link to the “bonus” May 2nd EMR Office Hours webinar, occurring 2-3pm
For the third Tuesday series, you only need to register one time using the link below and then you can attend sessions as you please. https://attendee.gotowebinar.com/register/8557411468577168222.
Please plan to join office hours at the beginning of the hour since we will end each session when there are no further questions.
Updated Data Dictionary and Code Freeze – We anticipate providing an updated EHR Data Dictionary early next week. At the point we provide that updated Data Dictionary, we will implement a code freeze on EHR-related fields. DBHDS will have discretion to make an exception if a blocker is discovered during testing or in the unlikely event of a new OSEP or Commonwealth mandate. DBHDS would work with the TRAC-IT EHR Committee to determine a workable solution should such a circumstance arise. The code freeze will be in place through the launch of Phase II in December 2023. Other, non-EHR fields could be updated through go-live, if needed.
Kyla
TRAC-IT Update 2023-04-12
Local System Managers, Contract Agencies and Independent Contractors:
We have lots of TRAC-IT updates, tips and resources for you this week!
Children Over Three: Data Clean-up
Localities are reminded that all children should be discharged in TRAC-IT on or before their third birthday. Children who turn three and remain open in TRAC-IT populate to the locality's dashboard in the "Children > 3 with Active Cases" tile. Local system managers and/or service coordinators should regularly review this dashboard tile to ensure that all children over age three are discharged within data entry timelines. (These children can also be identified via the Client Extract report; column J indicates the number of days that have passed since the child's third birthday.)
Ensure All Required Information Is Entered into TRAC-IT Before Discharge
From the 02/10/2023 weekly TRAC-IT update: Before discharging a child in TRAC-IT, please make sure all required information has been entered and is correct to ensure the child is correctly included on reports for your local system. This also ensures that the next local system has what is needed to move forward if the child comes back into Virginia’s early intervention system.
All required information includes the child's most up to date IFSP services. Several localities have recently received transfer enrollments where the child's services were not updated prior to discharge. When this happens, the only options available to resolve the issue, neither ideal, include:
Holding an IFSP review to update the child's service plan; or
Asking the SSG help desk to modify the sending locality's discharged enrollment.
EHR Upload Updates and Resources
The TRAC-IT EHR Committee held its first meeting recently. Notes from this and future meetings will be posted to our website. You can find them under EMR Resources on the TRAC-IT Documents page (https://www.itcva.online/tracit-documents).
The first EHR Office Hour was held this week. The recording and a document with answers to questions asked during the office hour will be posted to the TRAC-IT Webinars page of our website soon. The next Office Hour will be in about two weeks, and we plan to share that and future dates with you shortly. Please plan to join office hours at the beginning of the hour since we will end each session when there are no further questions.
Tips and Reminders about the Medicaid-EI Benefit in TRAC-IT
Please see the attached PowerPoint to be sure you are entering information correctly in TRAC-IT to trigger timely enrollments and discharges for the Medicaid-EI benefit.
Billing Extract Webinar: Recording and Slides Posted
The Billing Extract webinar recording and slides are available here: https://www.itcva.online/trac-it-webinars. A written Q&A document also will be posted soon to accompany the recording.
Please Respond to the SSG Help Desk If/When Contacted
To facilitate resolution of issues (often related to transfers between local systems), the SSG Help Desk may find it necessary to contact one (or more) localities for additional information and/or to request permission to modify data to successfully trigger re-enrollment logic. Please be responsive to these requests if/when they come in by acknowledging and replying to them as quickly as possible.
TRAC-IT Update 2023-04-04
Local System Managers, Contract Agencies and Independent Contractors:
Here are the latest TRAC-IT updates and tips.
Family Survey Method – During this year’s implementation of the family survey, we received a question about removing the family survey method in TRAC-IT for a family with safety concerns.
In TRAC-IT, all families are asked to provide a survey method preference: Email or post. This is a required field. When we ask an incoming family about their survey method preference, we should be explaining briefly what the survey is, when it will come (once a year) and why it is important. A family can always choose not to complete a survey once received.
Under some circumstances—chief among these, concerns related to a family's safety and security—a family may request to not have their contact information shared for the purposes of receiving a family survey. In these instances, the following steps may be followed to remove the survey method preference that initially was required.
To Remove Survey Method Preference
Select "Create Task +"
Select "Update Child/Guardian Information"
Select "Create" - This will create and open the task
Scroll down to Parents/Guardians
Click the arrow beside the parent/guardian name
Select "Edit"
Scroll down to Survey Method
Click the X to remove the method
Click "Save"
Click "Close"
Repeat steps 5-10, as needed, for other parents/guardians listed on the child's record
Scroll up and click "Complete" - This will close the task
For Agencies Considering EHR Upload – The Question & Answer document from the March 24th EHR Kickoff has been posted to our website at https://www.itcva.online/trac-it-webinars
Help Desks Statistics – Here are some snapshots of March Help Desk ticket topics and the latest 3-month trends:
TRAC-IT Update 2023-03-28
Local System Managers, Contract Agencies and Independent Contractors:
Here are the latest TRAC-IT updates and reminders.
Billing Extract Webinar: April 5, 1:30 – 2:30
Join us and SSG to get a preview and explanation of the enhanced TRAC-IT billing extracts that will be available in a few months. For some agencies, their final decision about pursuing an EHR upload will depend on the extent to which these billing extracts provide the data they need. Please forward this information to your billing staff if it will be helpful for them to see and hear the information firsthand.
Link to register - https://attendee.gotowebinar.com/register/1259100672681170012
Important Reminders about Transition Tasks in TRAC-IT
Transition plans are required even if the family declines a transition conference. This requirement has not changed because of implementing TRAC-IT.
You must hit the Complete button for TRAC-IT to record that a task/activity happened. When you first develop the transition plan in TRAC-IT, you must hit Complete for the date of the transition plan to be reflected accurately in the TRAC-IT transition reports. Hitting Save does not record a date. If you need to go back to add information to the transition plan later, use the Create Task button, then select Update Transition Plan.
EHR Kickoff and Documents
If you missed the EHR Kickoff meeting last Friday or would like to review the information shared, you can access the recording and the PPT document here: https://www.itcva.online/trac-it-webinars
Nine (9) documents, including updated Data Dictionary and other technical/support documents, that will be helpful to local agencies and EHR vendors also have been posted to our website: https://www.itcva.online/tracit-documents
The EHR Support Desk is now open and accepting questions regarding the file certification process discussed during the webinar: VATRACIT.FileCertification@ssg-llc.com.
Timelines
The following presents an overview of work happening and projected timelines leading up to the December 11, 2023 launch of Phase 2:
