Referral
10/19/2023

TRAC-IT Update 2023-10-19

Local System Managers, Contract Agencies and Independent Contractors:

An updated Data Dictionary, Schema, Response Schema, and Sample Input XML file have been released and are posted in the TRAC-IT Documents section of our website, TRAC-IT Documents — Infant & Toddler Connection of Virginia (itcva.online). The changes to these documents were driven by user feedback, and none of these changes represent new required fields.

Making goals on contact notes optional: Because matching goal statements on contact notes exactly to the goal statements on the IFSP in TRAC-IT posed a significant challenge to agencies attempting EHR uploads of contact notes, we have decided to make goals an optional field on contact notes. That means that contact notes uploaded from an EHR will be accepted even if they have no goal(s) or the goal provided does not match the wording on the IFSP. Goals also will be optional on contact notes for those directly entering contact notes in TRAC-IT. However, it’s very easy to include goals when directly entering a contact note in TRAC-IT since the goals are provided and the user can just check the one(s) worked on during the session.

  • Updates in Data Dictionary to row 225 for field name “progresses” – changed “Required on 12/11” to No
  • Removed error message “progress is required”

Adding new optional field Method on contact notes and corresponding value set Contact Note Method: This method field can be used to indicate how a person participated in an event (i.e., telehealth, phone, email, etc). This optional field was added to meet billing needs in some local systems.

  • New field noteMethodCode on Service Log, row 223 of the Data Dictionary
  • New value set in Value Sets tab
  • Field added to Schema and sample XML file

Re-adding Workaround as reason for late: Because contact notes are required in TRAC-IT beginning 12/11/23, we had removed Workaround as a choice in the reason for late start of service dropdown list. Recognizing that there might be some initial delays in entering/uploading contact notes as users adjust to full implementation, we have added Workaround back to the value set during this period of transition.

  • Update to “Reason If Late” value set in Value Sets tab

Adding a few more ICD 10 codes: A few more ICD 10 codes have been added based on local requests that came in through the Support Desk since the last update.

  • Added to ICD 10 code tab of the Data Dictionary