Referral
11/09/2023

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