Referral
08/01/2023

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:

  1. The Initial IFSP Meeting and Intake tasks are open and available at the same time.
  2. 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.
  3. 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:

  1. 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.
  2. 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.
  3. 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.