E asy T r a c ? School Based Health Services Do c u m e n t a t i o n
Qui c k R e f ere n c e Ca r d
To Log In
· Connect to the Internet
· Start your web browser
· Enter URL (web address)
o education.com/kyjefferson
· Enter your:
o User Name: firstname [space] lastname (not case sensitive)
o Password: PCG will provide a randomly generated password for your first login. Once you have logged in you make your password unique by using the "My Info" tab. Your User Name will always be the same.
A ll Ea s y T r a c ? i n f o rm a ti o n is co n fi d e n ti a l. Th e s e r ve r u s e s S ec u re So cke t La ye r ( SSL ) t ec hn o l o g y to e n c r y p t i n f o rm a t i o n a s it is tr an smitt e d o ve r t h e I n t e r n e t. P l e a se a d h e re to t h e f o ll o w i n g s ec u rity p r o ce du r e s:
o Keep your account name and password secure at all times
o Do not save or send information on an unsecured computer
o Always log off of EasyTrac? and close your browser when finished
M y I n fo
The first time you log in to EasyTrac? please click on the "My Info" tab to change your password. Passwords are case-sensitive and should be kept secure at all times. Update your personal information including your title, work phone number and email address. This
information is important so that we can communicate via the
Message Board.
M a in M enu / M e ss a g e B oa r d
When you first log in you will see the main menu of the site. The Message Center can be used by your district and Public Consulting Group to post messages and add information regarding updates or scheduled site maintenance. The Document Library at the bottom of
the page will have school district and PCG reference materials that you can download.
The Message Board is the most secure way to ask questions, give suggestions, or report issues. These links are found at the top of the Main Menu. Simply click on the b l u e hyperlinks and fill out the information required. Due to HIPAA requirements please use the message board when needing to exchange confidential information. DO NOT use email to send us student information.
It is important to keep your "My Info" up-to-date as we will reply to your Message Board questions using that contact information. When we reply to your message, you will receive an email indicating that there is a "New Message" in your EasyTrac? mailbox. Sign on to EasyTrac? and click on the envelope to the right of the “Message Center” banner to read our reply.
To S e t Up Y o u r C a s e l o a d
The “Caseload Setup Wizard” provides a quick way to adjust
caseloads in EasyTrac? . Click on the “Wizards” tab from the main menu and select the “Caseload Setup Wizard”.
T o a d d st u d e n ts t o yo u r c a s e l o ad :
· Click on the "Add more students to caseload" button
· Search for the student(s) you would like to add to your caseload. For best results, keep the search as broad as possible.
· Click on "View Students".
· Check the IEP Team button next to the student(s) you would like to add to your caseload (you do not need to select the "Case Manager" button).
· The related service you provide will automatically be selected on the right side of the screen (i.e. Speech, OT, etc). Do not uncheck this box.
· Click "Add Students to Caseload".
· The students will be added to your caseload along with the related service you provide.
T o r e m o v e st u d e n ts fr o m y ou r c a s e l oad :
· Click on “Wizards” and choose "Caseload Setup Wizard" Uncheck the IEP Team or Case Manager check box next to the student(s) you would like to remove from your caseload.
· Click the "Update the Database" button. This will remove all of the students you selected.
To D o c u m e n t a S erv i c e Usi n g Individual L o gg i n g W i z a r d
The “Logging Wizard” provides a quick way to log multiple
services per student on a monthly basis. You may also have a monthly services logging wizard for Medicaid eligible students only.
· Click on the “Wizards” tab.
· Click the “Service Logging Wizard”. Your caseload will appear.
· All students will be checked.
· You may log services for all students or click “Check None” and select certain students and click "Continue".
· On the drop down menu in the upper right of the page choose the month for which you want to document.
· Record the service for each student that you serve. Verify that you are logging a service for the correct student. Note: the student's name is listed in Bold-Blue letters on the top of your window.
· "Pre-fill" button - Clicking on this button will pre-fill the typical service information that may not change from one service to the next such as "Service Type", "Group Size", and "Areas Covered/Assessed". This is designed to make the documentation process as efficient as possible.
· Make sure to fill out the “Date”, “Service Type”, “Duration of Service”, “Group Size”, “Progress Report”, any “Comments” you may wish to add, and “Areas Covered/Assessed”.
· After completing the documentation click "Add to Table" at the bottom.
· The service will then appear in the table at the top of the screen in turquoise indicating that it is a newly entered log. The turquoise-colored logs in this table can be removed until they are confirmed. If you need to remove the service click on the garbage can icon to the left of the service and re-enter it. Note: if there is an error in the details of the service log, you must delete the entire log and re-document the service.
· Review the services you have entered into the table. If all of the information is correct you may select either: "Confirm newly entered logs then allow me to enter more logs for this student" or "Proceed to the next student". Once the services are confirmed or saved they appear with a gray background and cannot be deleted from the table on this screen.
· You will notice that some entries on the table have a light gray background and some have a darker gray background. Logs that you have entered and saved will be darker gray. Logs entered and saved by others will be lighter gray.
To D o c u m e n t a S erv i c e Usi n g t h e G r o u p L o gg i n g W i za r d
· Click on the Wizards tab.
· Click on the ‘Wizards’ button from the “Main Menu” tab. Next, click on the "Group Logging Wizard". You may also have a group services logging wizard for Medicaid eligible students only.
· You should now see a list of students from your caseload. Select the students for whom you would like to log a group service. These are students that you served in a group setting at the same time on the same day for the same amount of time. The student selection applies to one group service log. Click the button at the bottom of the screen to continue.
· Now select the group service information: date of service, service type, duration and/or start and end time, group size, and Areas Covered/Assessed. The "Areas Covered/Assessed" selections on this screen should be those covered with the entire group. You will have the opportunity to add or remove areas covered on the next screen if the selections vary from student to student. When you are finished, click ‘Add Student Specific Information.’
· Enter the progress, comments, and update the Areas Covered/Assessed if necessary for each student. Click the button at the bottom of the screen to continue. Note: If a student is absent, instead of removing him or her from the group, “Student Not Present” should be selected from the Service Type Dropdown menu.
· The confirmation screen will allow you to review each service that is about to be logged. At the bottom of the page, there are three buttons. ‘Yes, log these services’ will log all of the services. ‘No, I wish to abort this entry’ will cancel the entire group log. The ‘Edit Log Entries’ button will return you to the page where the student specific information is entered allowing you to correct any errors.
Ho w to V i e w S erv i ce s
· Click on the “Generate Reports” tab.
· Under the Drill-Down Reports Section, click on ‘Service Log Report’.
· Select either “Date of Service” or “Date service entered into system”.
· Select a date range for services you wish to view; enter a Start Date and an End Date.
· Select the field to sort by, under Order the results by.
· Click on the ‘Next’ button to continue.
· Select a student by clicking on the student’s name (This will bring you to a list of the services you provided to that student during that date range).
· If you want to view the details of the service, including duration and comments, click on the View link to the right. If you want to view the services for another student, click on the back button to bring you back to the student list.
R e q ue st i n g T ha t a S erv i c e L o g B e R e m ov e d
· Follow the instructions listed in the How to View Services section above to view your service log for a student.
· Click the box under Request Removal for the log you wish to have removed.
· Click ‘Update the Database’.
· After clicking ‘Update the Database,’ you will be directed to the confirmation screen.
· In the drop-down box marked, "Are you sure you wish to request removal of this service log?" Choose Yes to have the log deleted.
· Type a simple reason for deleting the log in the text box and click on Request Log Removal.
· After a log has been requested to be removed, viewing the log will display a red X in the Request Removal column, instead of the checkbox. This will remain until the log has been deleted by PCG staff. You can now re-log the service.
P r i n ti n g t h e S e r v i c e L o g H ist o r y
· Go to the Reports tab.
· Select “Printable Service Report” Enter a date range of services to view.
· Enter a student ID (leaving blank will print all students on your caseload).
· If appropriate, select “Page break between students” Select “Generate Report”.
· You will receive an email confirmation when the report has been generated.
· The report will be delivered to your Reports Inbox tab where you can view it on the screen or choose to print it.
I m p or t an t T h i n g s to Re m e m b e r
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