Local System Managers, Contract Agencies and Independent Contractors:
Please note the following TRAC-IT Updates.
Phase II Implementation Training: Please use the links provided below to register for the training opportunities that apply to you as you continue planning for the December 11, 2023, Phase II implementation of TRAC-IT. Training will be conducted virtually. All trainings will be recorded for those who are unable to participate in the live event or wish to refer to the material later.
Enhancements – What’s New
User Acceptance Testing (UAT) for Fiscal Enhancements: UAT for fiscal enhancements and the new billing extracts will take place the week of October 16 with these new features expected to launch soon after.
Coming soon: Tips on getting ready for full implementation on December 11, including what you could be entering in TRAC-IT now to make it easier to enter contact notes and use the billing extracts on December 11.
Local System Managers, Contract Agencies and Independent Contractors:
As you continue planning for the December 11, 2023 Phase II implementation of TRAC-IT, please note the following training opportunities and save these dates and times:
Training will be conducted virtually, and registration information will be provided soon. All trainings will be recorded for those who are unable to participate in the live event or wish to refer to the material later.
Please also note that the Sandbox will be updated on the morning of November 13 to reflect the fields that will be required on December 11. This will allow users to become familiar with the system and new requirements and to practice what they learn in the training sessions.
Kyla
Local System Managers, Contract Agencies and Independent Contractors:
I only have a couple of brief TRAC-IT updates this week.:
Kyla
Local System Managers, Contract Agencies and Independent Contractors:
Please note the following TRAC-IT updates and reminders.
Enhancements: What’s New – In preparation for the enhanced billing extracts, TRAC-IT now allows users to enter and save multiple billing numbers. These are the billing numbers assigned and used by an organization serving that child. Since multiple agencies might be providing services for one child, this allows TRAC-IT to capture all relevant billing numbers. The TRAC-IT User Manual has been updated to reflect this change and provide instructions for entering billing numbers.
Enhancements: Coming Soon
Referral Outcomes by Referral Source Report – The error in how children who “will receive services” were pulling to this report has been corrected. The report is available in TRAC-IT and working properly.
TRAC-IT Platform Update – The technology platform for TRAC-IT will be updated to version 23.1 on Wednesday, September 13, 2023. This update will occur outside of business hours, and there is a message in the banner of TRAC-IT alerting users that the system will be unavailable from 8PM – 12AM on that date. For more information about this update, please see the 8/23/23 TRAC-IT email.
Storage – Since this was a topic in a recent regional meeting, I want to assure you that we will not run out of storage in TRAC-IT for data fields or uploaded documents. SSG uses modern cloud architecture with robust redundancy, auto-scaling, and virtually unlimited cloud storage. They have automatic monitoring and alerts in place to notify them of any need to scale up storage.
Kyla
Local System Managers, Contract Agencies and Independent Contractors:
Please note the following TRAC-IT updates and reminders.
Reminder about PII – Please do not send personally identifiable information (PII), like the child’s name, when communicating with the Support Desk.
Enhancements: What’s New
Enhancements: Coming Soon – You will be able to edit event dates on event tasks for all tasks except Assessment for Service Planning (coming later)
Referral Outcomes by Referral Source Report – There is an error in how children who “will receive services” are pulling to this report. SSG is working to correct the report logic, and we expect the report will be fixed by next week.
TRAC-IT Platform Update – TRAC-IT runs on a technology platform called Casetivity, and SSG plans to deploy a new release soon (similar to how our cellphones get updates). Casetivity 23.1 brings a variety of features together that improve end user experience and set the stage for future capabilities. One update includes easier search/data entry with type-ahead and field editing abilities. An end user will need less time to find or enter data in structured fields (such as drop-downs). Improved cascading merge logic allows for better deduplication. Casetivity 23.1 also includes important bug fixes and regular security updates. This update will occur outside of business hours, and there will be a message in the banner of TRAC-IT alerting users a few days before this update will occur.
Updated Data Dictionary – SSG has provided an updated Data Dictionary to align the field names to the schema names and to add a new tab that outlines the schema’s entity relationships. These changes are to assist those building EHR uploads in referencing information across documents. There is no change to required fields or any other aspect of TRAC-IT. The updated Data Dictionary has been posted to the TRAC-IT documents section of our website: TRAC-IT Documents — Infant & Toddler Connection of Virginia (itcva.online)
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.