Referral
04/12/2023

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.