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