easytrac user manual - nh department of education · nhseis easytrac™ manual updated 12.22.2017...

Updated December 2017

EasyTrac User Manual

NHSEIS EasyTrac™ Manual Updated 12.22.2017

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TABLE OF CONTENTS

GENERAL INFORMATION ....................................................................................................................................... 3

WHAT IS EASYTRAC? ................................................................................................................................................ 3 WHO CAN USE EASYTRAC? ....................................................................................................................................... 3 DOES OUR DISTRICT HAVE TO USE EASYTRAC? ......................................................................................................... 3 WHY MIGHT WE USE EASYTRAC? .............................................................................................................................. 3 ARE THERE ANY LIMITATIONS TO EASYTRAC? .......................................................................................................... 3

ESTABLISHING PERMISSIONS FOR SERVICE LOGGING ............................................................................................ 3

ADDING STUDENTS TO YOUR CASELOAD ............................................................................................................................. 5

DOCUMENTING SERVICES ...................................................................................................................................... 6

USING THE LOGGING WIZARD .......................................................................................................................................... 6

VIEWING REPORTS ............................................................................................................................................... 10

SMART LOGBOOK .................................................................................................................................................... 10 Smart Logbook Report ....................................................................................................................................... 12 Smart Logbook Report Detail ............................................................................................................................ 13

REPORTS PAGE ........................................................................................................................................................ 13 Service Documentation Report........................................................................................................................... 14 Service Log Summary ......................................................................................................................................... 16

Special Education Aid ...................................................................................................................................................... 16 Logged Related Services Summary .................................................................................................................... 17

REQUESTING THAT A SERVICE LOG BE REMOVED ................................................................................................ 18

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GENERAL INFORMATION What is EasyTrac?

EasyTrac is an optional service delivery documentation module within NHSEIS. The module

allows users to log and report on services delivered based on services included in student IEPs.

Who can use EasyTrac?

Access to EasyTrac is controlled at the local level. Permissions to be able to log services are

granted through the User Information page (see below) and correlate with the user’s usertype

(i.e. SAU District Administrator, Case Manager, Provider, etc.) and role with regards to the

student (Case Manager or IEP Team Member) within the system.

Does our district have to use EasyTrac?

No. EasyTrac is an optional module within NHSEIS. Individual districts may self-select whether

to utilize the documentation feature for all service delivery areas only a select few.

Why might we use EasyTrac?

As EasyTrac is integrated into NHSEIS, it offers districts the unique opportunity to link service

delivery directly to a student’s IEP. Only services included within a finalized IEP can be logged,

and only providers with the appropriate permissions to the system can enter/view service logs.

In addition, the system allows for robust reporting to support administrative oversight for staff

management and budgeting, ensuring compliance, and providing documentation to parents,

financial reimbursement, and monitoring.

Are there any limitations to EasyTrac?

EasyTrac logging wizards are based on the Special Education and Related Service dropdown

menus. As a result, custom services are not able to be logged at this time.

ESTABLISHING PERMISSIONS FOR SERVICE LOGGING Permission to the system is locally controlled and granted by an identified individual(s) within

the district.

To establish permissions to log services within the system, as the user with the appropriate local

authorities:

1) Click on “Users” in the green menu bar

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2) Select any applicable Search Criteria and click on “View Users”

3) Click on the appropriate user’s name to select them from the list.

4) On the Edit User Information screen, scroll down to the Service Certifications

section. Select “Can Provide” for any of the Special Education or Related Services

that the user is authorized to provide and click “Update the Database”.

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Adding Students to Your Caseload

To add students to your caseload, first click on the “Wizards” tab at the top of the page.

1) Click on the “Caseload Setup Wizard” Link

2) Click on the “Add More Students to Caseload” button. You can search for students by

providing criteria such as Last Name or Student ID. Click “View Students.”

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3) Select the student(s) using either the check box under “Case Manager” or “Team

Member” on the left to add to the caseload. To add services immediately to the student

record, select the Service from the right-hand side that you will be performing/evaluating

for that student. Scroll to the bottom and click “Add Students to Caseload” to save your

selection(s) and return to your caseload list. You may also click “Add Students to

Caseload,” then “Find More” to save your selection(s) and return to the student search

page.

4) To remove a student from your caseload, click on “Wizards” and then “Caseload Setup

Wizard” and uncheck the box next to the student’s name. Remember to Update the Database to

save.

DOCUMENTING SERVICES

Using the Logging Wizard

To begin documenting your services, you will need to have all of your students added to your

caseload. Once the students are added to your caseload, you will use the Service Logging

Wizard for your students. Please see the “Managing Caseloads” section for more details.

How to Document a Service Using the Logging Wizard 1. Login to NHSEIS, and click on the “Wizards” tab

2. Click the Logging Wizard for the service that you provide

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3. Click on the student(s) for whom you wish to document services and then click ‘Launch

Wizard.’ You can click the info button ( ) to see more details about that student’s record. Note: If there is a student not showing up in the logging wizard that is on the user’s caseload,

this means that the corresponding related service has not been added yet for that student.

4. Verify that you are logging a service for the correct student. Note: all students you selected on the previous screen will appear in the left sidebar. Clicking

on these names will automatically scroll the page down to the corresponding student. The

active student—the one for whom you are logging—will always appear in a green box.

Clicking on “Prefill”

next to any previous

date will prefill the

current log with

prior log’s data

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5. Complete the data fields for the service you provided.

6. Hit for each student, and address any error warnings before deleting, editing, or

confirming the service log entry.

Documenting Group Services

1. Click on the “Wizards” tab on the top of your NHSEIS window

2. Click the wizard for the service that you provide

3. Check the boxes for the students for whom you wish to document services. Then click

“Launch Wizard.” To save this group for future use, click “Groups” and then “Create

Group From Selected Students.” Your new group will now be available on the “Groups”

.

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dropdown menu.

4. To edit a group’s members, select the group, update your selections to reflect the group’s

current composition, and then select “Save Changes To Current Group.” You can also

“Delete Current Group” or “Clear Group Selection” to start from scratch.

5. Click on “Group Logging” in the blue bar, and complete the data fields that apply to the

entire group for the service you provided, then click ‘Apply’

6. The data you entered in ‘Group Logging’ will auto-fill for each of the students you

selected. Go through and add student-specific information before hitting the button

.

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for each one, and then confirming if you’re ready:

VIEWING REPORTS There are two locations in the system where reports can be generated based upon services

documented through the Wizards. The first is through the Smart Logbook and the second is

through School System Info: Reports.

Smart Logbook

1. To access Smart Logbook, click on Smart Logbook on the green menu bar.

2. Specify the criteria for the data you wish to be included in the report.

a. Choose either Date of Service(date service was provided) or Date Service was

entered into system

b. Select a date range for services you wish to view by either selecting a preset date

range (i.e. Today, Last Week, etc.) or specify a custom Begin and End Date

(Note: The Smart Logbook Report can only display logs for up to 30 days at a

time. Additional Smart Logbook Reports are available via the Reports tab

described below)

c. After selecting the date range, the system will give you the additional option to

refine your search by selecting specific services and/or students and to Select

Sorting Options.

Tip: Be sure to complete steps a and b in order and monitor the Select Students field at

the bottom of the report criteria page. If it it indicates that “No Students Match the

Criteria,” then attempting to generate the report will result in an error message. Revise

your criteria until the Select Students field becomes a dropdown with student names,

indicating available data.

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3. Click on the “View Logs for Selected Students” button to continue

4. The report will provide an on-screen view of logs entered that meet the report criteria.

For more information, select the Details button for a particular log.

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5. From this screen, additional comments may be added to the log by entering text into the

comment box and selecting Update the Database.

Smart Logbook Report

To generate the Smart Logbook report, follow steps 1 through 3 above under Smart Logbook to generate

the onscreen report. Then click on Click on “Create PDF Report of this Data” to create a printable Smart

Logbook report.

Once run, this report will also appear in the report list at the bottom of the main Smart Logbook screen.

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Smart Logbook Report Detail 1. To generate the Smart Logbook report, follow Steps 1 through 3 above under Smart Logbook to

generate the onscreen report.

2. Then click on Show More Detail.

3. Click on Create PDF Report of this Data. Once run, this report will also appear in the report list at

the bottom of the main Smart Logbook screen.

Reports Page

1. On the green menu bar, click on “School System Info”

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2. Click on Reports in the grey menu bar

3. Click on either a report under “Service Log Reports” or the “Service Logging” tab

4. Select the report you wish to view and specify the report criteria.

Service Documentation Report

The Service Documentation Report can be found under the Standard Reports section of the

Reports page (see screenshot above).

To run the report, specify the following report criteria:

1. For the Type of Date to Use: choose either Date of Service or Date service

entered into system

2. Select a date range for services you wish to view by entering a Start Date and End

Date

3. Select a field to sort by choosing Student’s Last Name, Date of Logged Service,

School Services were Logged at, or Progress under “Order the results by”

dropdown

4. Click on the “Next” button to continue (Note: You may only view a service log for

a 360 day range.

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5. Select a student by clicking on the student’s name. This will show you a list of the

services you provided to that student during the date range you entered.

6. If you want to view the details of the service, including duration and comments, click on

the “View” link to the right.

7. If you want to view the services for another student, click on “Back,” to bring you back

to the student list.

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Service Log Summary

The Service Log Summary report is a highly customizable report; allowing you to report on

services based on the date of service, date of log entry, type of service, user who entered the logs,

and student receiving services.

To run the report, navigate to the Reports screen and click on the Service Logging tab (described

in the Viewing Services via Reports section above) and enter your report criteria. Then click

“Generate Report” and the report will open as a spreadsheet.

Special Education Aid To provide documentation of service delivery for Special Education Aid reimbursement using

EasyTrac, run the Service Log Summary Report with the following criteria:

1) Include services that were served between July 1st and June 30

th of the requested

reimbursement year and enter the student’s NHSEIS student code

2) Include the following fields:

Student Code Service

Minutes Date of Service

Group Size Provider

District Name

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3) Click “Generate Report”

Logged Related Services Summary

The Logged Related Services Summary Report lists each of the service categories and a

summary of services entries and hours delivered during the specified date range by service

provider/clinician.

Excerpt of Sample Report

To run the report:

1) Navigate to the Reports screen and click on the Service Logging tab (described in the

Viewing Services via Reports section above)

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2) Select the service dates and types (optional) to be included. Note: the date fields for “On

or After” and “Before” can be used individually or in conjunction to create a begin and

end date for the report.

3) Click “Generate Report” and the report will open as a PDF.

REQUESTING THAT A SERVICE LOG BE REMOVED 1. Follow the instructions listed in the Viewing Service via Reports section to view your

service log for a student.

2. Click the box under “Request Removal” for the log you wish to have removed

3. Click “Update the Database”

4. After clicking “Update the Database,” the below graphic will appear

5. 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

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6. Type your reasons for deleting the log in the text box and click on “Request Log

Removal”

7. 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.