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:
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:
Enhancements
These new fields for service coordination notes will help us get ready for the enhanced billing extracts that are coming in the fall.
Local System Managers, Contract Agencies and Independent Contractors:
Please note the following TRAC-IT updates and reminders.
User Education Hours (Tips and Tricks Webinars): SSG held the second of three summer office hours yesterday. If you were unable to participate live in either of the first two, you can find the recordings and written Q&As from each here. The final session will be August 22, 2:30 – 3:30, and will include a presentation on common questions to the Support Desk related to the IFSP. If you already registered for a previous session, you are automatically registered for the August 22 session and do not need to re-register. If you have not registered, here is the registration link for the upcoming session.
Enhancements and Fixes: Now that the required fields have been developed and tested for implementation on December 11, 2023, SSG is working with us to address bug fixes and requested enhancements. We have categorized enhancements into three tiers: ASAP, by December 11, and after December 11. This is the order in which SSG will review the enhancement and scope the work and cost involved so state staff can make final decisions about what can be accomplished and when within the budgeted funds. As promised, we will not implement any changes that impact required fields for EHR uploads prior to December 11, 2023.
Here are the enhancements and fixes that have been deployed since the last TRAC-IT update:
Fixes will be deployed tomorrow night (July 21) to address the following issues identified by users:
The next set of enhancements planned include the following:
TRAC-IT User Manual: SSG has added a Change Log to the TRAC-IT User Manual so you can easily see what changes were made, where in the manual and when. You can find the change log right after the Table of Contents.
Local System Managers, Contract Agencies and Independent Contractors:
Please note the following TRAC-IT updates and reminders.
Referral Outcome by Referral Source Report: SSG has made a few updates to this report, and the revised version is now available in TRAC-IT.
New Pre-IFSP Discharge Reasons: In conjunction with revising the Referral Outcome by Referral Source report, two new discharge reason options have been added for children who exit before having an IFSP:
Electronic Signature Checkbox Added: As we begin deploying some of the requested enhancements to TRAC-IT, we have added a checkbox to use when having the parent “sign” consent in TRAC-IT. The new checkbox includes the statement, “I understand that by typing my name and clicking on this box, I am electronically signing this document.”
TRAC-IT User Manual Updated: As changes and enhancements are made, the TRAC-IT User Manual is updated. Quick Reference Cards also are updated accordingly. The current versions are always available in TRAC-IT.
Summer User Education Hours: Following the first User Education Hour, SSG clarified that if you already registered for the first session you are automatically registered for subsequent sessions and do not need to re-register. There are two sessions remaining, on July 19 and August 22. If you have not registered, here is the registration link for the upcoming sessions.
Local System Managers, Contract Agencies and Independent Contractors:
Please note the following TRAC-IT updates.
Changes to Address Optima and Virginia Premier Merger: To address the merger transition period, the two Virginia Premier insurance options in TRAC-IT have been renamed to say Virginia Premier/Optima-VP to reflect the upcoming change. There is nothing that you need to do at this time in TRAC-IT to change over Virginia Premier insurance records to Optima. Additional details to address the final merger will be shared later in the year.
Initial Visit Changed to Intake: One the service type options in TRAC-IT was “initial visit.” After some recent conversations with users, we realized that some people were thinking “initial visit” meant the first session of an IFSP service when it was actually intended in TRAC-IT to mean the intake visit. To address this confusion, SSG has change the dropdown selection to read “Intake.” That change has been deployed. If you have selected “initial visit” for a first service session, you can correct that by editing the Contact Note and changing the service type to reflect the service provided. You can contact the Support Desk to make sure the service is then marked as timely and ask them to cancel the timeliness task if needed. We apologize for the confusion.
User Acceptance Testing (UAT): UAT on the full set of required fields and validations that will be implemented on December 11, 2023, has been completed. Local and state users executed 34 test scripts to test the new functionality to be sure it is working as intended. One bug/defect was identified, and SSG is correcting that one validation.
EHR Testing Environment Opened: The EHR File Testing and Certification environment has opened, and local agencies that indicated their intent to pursue an EHR upload into TRAC-IT may begin testing their import files.
Local System Managers, Contract Agencies and Independent Contractors:
Please note the following TRAC-IT updates and reminders.
Local System Managers, Contract Agencies and Independent Contractors:
This email is relevant to those agencies still planning to pursue an EHR upload. SSG has provided several updated documents, and these have been posted to the TRAC-IT documents section of our website:
In working through the schema files and ongoing development work (as well as some production support tickets that came in requesting new ICD-10 codes and languages), SSG had to make some minor updates to the data dictionary. SSG has indicated that there is nothing fundamentally different and no major impacts – these are just some clarifications that will help end users who use the data dictionary. The changes are listed below:
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:
Please plan to join office hours at the beginning of the hour since we will end each session when there are no further questions.
Kyla
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:
EHR Upload Updates and Resources
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.
Local System Managers, Contract Agencies and Independent Contractors:
Here are the latest TRAC-IT updates and tips.
Family Survey Method – During this year’s implementation of the family survey, we received a question about removing the family survey method in TRAC-IT for a family with safety concerns.
In TRAC-IT, all families are asked to provide a survey method preference: Email or post. This is a required field. When we ask an incoming family about their survey method preference, we should be explaining briefly what the survey is, when it will come (once a year) and why it is important. A family can always choose not to complete a survey once received.
Under some circumstances—chief among these, concerns related to a family’s safety and security—a family may request to not have their contact information shared for the purposes of receiving a family survey. In these instances, the following steps may be followed to remove the survey method preference that initially was required.
To Remove Survey Method Preference
For Agencies Considering EHR Upload – The Question & Answer document from the March 24th EHR Kickoff has been posted to our website at https://www.itcva.online/trac-it-webinars
Help Desks Statistics – Here are some snapshots of March Help Desk ticket topics and the latest 3-month trends:
Local System Managers, Contract Agencies and Independent Contractors:
Here are the latest TRAC-IT updates and reminders.
Billing Extract Webinar: April 5, 1:30 – 2:30
Join us and SSG to get a preview and explanation of the enhanced TRAC-IT billing extracts that will be available in a few months. For some agencies, their final decision about pursuing an EHR upload will depend on the extent to which these billing extracts provide the data they need. Please forward this information to your billing staff if it will be helpful for them to see and hear the information firsthand.
Link to register – https://attendee.gotowebinar.com/register/1259100672681170012
Important Reminders about Transition Tasks in TRAC-IT
EHR Kickoff and Documents
Timelines
The following presents an overview of work happening and projected timelines leading up to the December 11, 2023 launch of Phase 2: