Creating a caseTRACK "Cheatsheet"

The Dilema

Different programs use caseTRACK in a variety of different ways. In one program, specifying a valid Medicaid billable mental health diagnosis is high on the priority list. For other programs not providing Medicaid billable services this is not important.

Some programs are split into several different "components" in caseTRACK and other programs are contained in themselves.

Most programs have a need to count each family member involved a "case", but others may only need to account for one person in a family.

A program may cross regions and another might be specific to a single region.

All these issues require carefull consideration when implementing and maintaining your program's data in caseTRACK.

The Suggestion

Most programs have procedures and documentation for day to day operations. But how many have similar documentation for the program's data requirements? In my experience...very few.

If you would like to put together a program specific "cheatsheet", here is a suggestion on how to start.

• Think in terms a brand new employee. Just as you might provide a new employee with your Operations Procedures or a user guide for caseTRACK a cheatsheet that puts 2 and 2 together can help tremendously.
  
• Describe your Program. As mentioned above, some programs are split into multiple “components” inside caseTRACK. If this is the case, list and describe the program components.
  
• Address Admissions and Discharges. Some programs receive a bunch of referrals with only a fraction of those referrals becoming clients. Describing when a client becomes a client and when they are discharged will help with the consistency of your data.
  
• Specify what portions of caseTRACK are top priority. caseTRACK contains many different features that could be overwhelming for a user. Highlight those features and functions most critical to your program. What referral sources are used? What funders pay for the program? What services do they pay for? What are the critical tasks and requirements for your program ? Do you need to use 'Other Identification' to group clients together as a unit? What reports are need to be used and how are they used?
  
• Keep it simple. Try to limit your cheatsheet to 1 or 2 pages. Refer to your Operations Procedures or the caseTRACK user manual for more detailed information.

Puting together a quick reference guide for users in your department will hopefully help to ensure consistent and valid data entry. Along the way it may also help you identify some additional needs your program may have that can be resolved inside caseTRACK.

Let me know if you have any other suggestions or would like some help putting together your caseTRACK "cheatsheet".