Local System Managers, Contract Agencies and Independent Contractors:
Please note the following TRAC-IT update and tip:
Service Coordination Attempts to Contact Family: In last week’s TRAC-IT update, we noted that SSG would be changing the box labeled “Family Contact” to say “Family Contact/Attempted Contact” so the Service Coordination Billing Extract could account for those attempts to contact. That change has been made. When documenting an attempt to contact the family, please ensure the narrative of your contact note specifies it was an attempt.
Transition: Based on questions received by the SSG Support Desk, here are a few tips/clarifications that might be helpful to users:
Local System Managers, Contract Providers and Independent Contractors:
Please note the following information in response to some common questions about the service coordination billing extract:
Local System Managers, Contract Agencies and Independent Contractors:
I wanted to pass along one quick TRAC-IT update this week.
Learning Opportunities Field on Service Coordination Outcome: Since launching Phase II of TRAC-IT on December 11, the Support Desk has received several questions about the learning opportunities field being a required field on the service coordination outcome. This could be an appropriate field to complete if you think about it in terms of learning opportunities for the family in relation to their priorities and the specific needs that might be reflected in the short-term goals for service coordination. However, we recognize that there will be times that this field does not apply for the service coordination outcome. To assist users when completing the IFSP directly in TRAC-IT, that field (on the service coordination outcomes only) is now prepopulated with “update as needed.” This way, the value will be there already and users will not be stopped to enter something. SSG is also updating this for existing service coordination outcomes if the learning opportunities field was blank. By doing this, users will not be stopped unnecessarily during an IFSP Review. There may be a few instances where their algorithm does not catch the blank field, but most previous IFSPs should be auto-populated through this process.
Local System Managers, Contract Agencies and Independent Contractors:
I have one quick update to pass along. SSG has deployed the first enhancement that will improve visibility to the service plan history and address IFSP Review print template requests. When you complete the IFSP Review task, the IFSP Review print template will now include:
When you complete the task, the IFSP Review print template also will be added to the Documents tab.
SSG is continuing to work on service plan history and insurance history enhancements. Watch for further updates in early January.
Wishing you joy this holiday season,
Kyla
Local System Managers, Contract Agencies and Independent Contractors:
As we approach our December 11, 2023 Phase II launch for TRAC-IT, I have a number of important updates and reminders.
Training: Training sessions for full implementation of TRAC-IT begin on Monday, November 13. For a full list of sessions and registration links, please see previous TRAC-IT Updates or our Monthly Infant & Toddler Connection of Virginia Update for November. All sessions will be recorded and available in the TRAC-IT webinar section of our website.
Fiscal Enhancements and Billing Extracts:
Other Enhancements/Fixes Now Available:
Enhancements Under Development:
Kyla
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.
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.
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.
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.
Local System Managers, Contract Agencies and Independent Contractors:
This week’s TRAC-IT updates include information about EHR uploads, newly scheduled user education hours over the summer, updated timelines and Help Desk metrics from April.
User Education Hours – SSG will hold three User Education sessions over the summer to address common questions they receive and answer other questions you may have. These will be an excellent opportunity for veteran TRAC-IT users and newer users to increase their confidence as we move toward Phase II implementation in December. During each session, SSG will complete a walk-through of a task(s) in TRAC-IT that users often have questions about and then respond to questions on that or other topics. Session dates and times are as follows:
You can register using this link and only need to register once to participate in all three sessions: https://attendee.gotowebinar.com/register/2855613547770411611
Those who register will email receive reminders before each session.
Updated Timelines – While the Phase II launch date of December 11, 2023, has not changed, some of the interim timelines have been adjusted and are reflected in this updated graphic.
EHR Upload Topics & Reminders
April Help Desk Metrics – Here are some snapshots of April Help Desk ticket topics and the latest 3-month trends.