Referral
11/15/2024

TRAC-IT Update 2024-11-01

Local System Managers, Contract Providers and Independent Contractors:

Please note the following TRAC-IT updates.

Overlapping Enrollment Validation – On November 15, SSG will deploy a bug fix to prevent overlapping enrollments. That is, Referral Date in subsequent enrollments cannot be on or before the Discharge Date of the most recent enrollment. Without this validation, a subsequent enrollment may not re-enroll properly, and assistance is required from the Help Desk.

Change: Add a validation to ensure the referral date is not on or before the most recent discharge date. TRAC-IT will check this in 4 places:

  • Referral/Review Referral task
  • Child Record Open task
  • Possible Duplicate Child task (if user indicates that the child entities should be merged)
  • Intake Visit task
  • EMR upload (see below)

Impact to Users: On completion of each of these four tasks, if the Referral Date in the new enrollment is on or before the previous Discharge Date, the below error is generated:

  • Most recent discharge date for this child is xx/xx/xxxx, Referral date must be after this Discharge Date

In addition, the Referral Date field will become visible in the task and the user will have the opportunity to change the date to meet the criteria of the new validation. Once the validation is met, the user can continue with the case as normal.

 For EHR Uploads: The Data Dictionary already contains the error message so this validation just enforces it. The check will be done when a new referral is sent. If the validation is not met, the response file will generate this message: 

  • The referral date cannot be on or before the discharge date of the child’s previous enrollment

Exit Assessment Validations at Discharge – The logic in TRAC-IT was updated regarding requiring an exit assessment or reason for no exit assessment in re-enrolled cases. If a child is re-enrolled in TRAC-IT and the IFSP was copied from the previous case to the current case, TRAC-IT checks for completed service-related contact notes before requiring an exit assessment or reason for no exit assessment. By including this check in the logic, children that are transferred but do not receive services in the receiving system will be excluded from the exit assessment requirements.

Enhancements – The following TRAC-IT enhancements have been identified as the next set of top priorities:

  • Add revision history to insurance entity
  • Print entire record
  • Print batches of contact notes
  • Add service coordination to Assign Services task
  • Users can delete Parent/Guardians from child’s record
  • Users can cancel Add Provider tasks when not needed
  • Automating transition notification and referral directly from TRAC-IT to DOE database

Since local systems using an EHR upload need significant advanced notice to work with their local EHR vendor on TRAC-IT changes, this next set of priorities was selected to avoid impacts on EHR uploads. While SSG works on this list of enhancements, state staff will work with SSG to analyze the EHR impacts of remaining enhancement requests and then with stakeholders to establish a schedule for releasing future changes/enhancements.

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