TRAC-IT Update 2023-03-07
Local System Managers, Contract Agencies and Independent Contractors:
After some relatively quiet TRAC-IT weeks, I have several updates for you this week.
Enhanced Billing Extracts
SSG continues to work with a small group of stakeholders to improve the billing extracts. We will be scheduling a webinar, most likely in early April, to show and explain the new extracts. User testing of the new fiscal components and extracts is expected to take place in May, with the enhanced extracts available in TRAC-IT in June.
EHR Uploads
- EHR Interest Survey – Thirty-eight (38) agencies, including 25 local lead agencies and 13 contract provider agencies, responded to the EHR Interest Survey. Of those, 28 agencies (17 local lead agencies and 11 contract provider agencies) indicated interest in pursuing an EHR upload. For some respondents, their final decision will depend on the enhanced billing extract.
- EHR Kick-Off Meeting – If you are considering using TRAC-IT’s EHR upload functionality, there will be a kick-off informational meeting on Friday, March 24, 2:00 – 3:30. Please save the date. A meeting link will be forthcoming.
- Data Dictionary – An updated Data Dictionary will be provided during the EHR Kick-Off and posted to our website at that time. Most updates are related to fields required for the enhanced billing extracts.
Local System Managers
A new user role is available in TRAC-IT to provide additional access to federal reports, extracts and other reports. The Local System Reporting role can be assigned to users within the local lead agency.
TRAC-IT Support Desk Metrics
Here are the latest three-month trend reports from the Support Desk.
TRAC-IT Phase 2 Launch
Local System Managers:
I am pleased to announce that Phase 2 (full implementation) of TRAC-IT will launch on December 11, 2023. Beginning on that date, all required data must be entered either directly in TRAC-IT or through an electronic health record (EHR) upload. Between now and December 11, there will be a number of activities happening to prepare for full implementation. We will be sharing additional dates and details soon, including milestones you can expect over the next 9-1/2 months.
I know that many of you are interested in details related to the EHR upload option. We have planned six months for EHR testing to make sure your upload files are working by December 11. Planning and support will begin well ahead of that testing period for those who are building EHR upload files. You also can expect to see details next month about the enhanced billing extracts, which will help you decide whether to pursue an EHR upload into TRAC-IT or use TRAC-IT as your primary early intervention record and extract the information you need for billing.
Thank you for your patience as we completed the administrative steps necessary to support this next phase of TRAC-IT implementation.
Kyla
TRAC-IT Update 2023-02-10
Local System Managers, Contract Agencies and Independent Contractors:
I hope you are doing well and have enjoyed this week’s warmer weather. This TRAC-IT update includes a couple of tips/reminders and some January Help Desk statistics.
Updating Insurance Information: When you need to update information (new number, correction to spelling of a person’s name, etc.) for existing insurance in TRAC-IT, please edit the existing insurance record rather than creating a new insurance record.
- To edit an existing insurance, go to the Insurance tab at the bottom left of the child’s case page, select the row with the existing insurance, then click edit.
- If you have already created a second insurance record instead of editing, then please end date any previous insurance record that is no longer current.
- Use the ad hoc Update Insurance task only when there is totally new insurance that needs to be added. The Update Insurance task creates a new insurance record.
Before Discharge: 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 they need to move forward if the child comes back into Virginia’s early intervention system.
January Help Desk Statistics: The Help Desk was busy in January! Some of that spike was due to local systems requesting assistance to remove parents/guardians as they cleaned up data ahead of the family survey. Here are some other trends we saw.
Kyla
