Wraparound Discussions

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WERT Learning Community (12)

What can I do if I’m having issues with WrapTrack?

June 15, 2017 | Jeremy Becker

WrapTrack is a complex Electronic Health Record (EHR) system that holds data from numerous users, and there will, occasionally, be an issue you may not be able to figure out on your own. These issues range from minor user error to a system glitch. If you come across an issue you cannot figure out, don’t fret! There are a few things you can try.

First, be sure that you are using the proper web address when accessing WrapTrack. There have been a few different URLs used for WrapTrack over the years. Some of the older URLs work in a limited way, whereas others don’t work at all. Therefore, all collaborators should be using www.wraptrack.net to access WrapTrack.

Second, use Google Chrome when interacting with WrapTrack, if possible. WrapTrack was built around Google Chrome and works best there, instead of Internet Explorer, Firefox or other internet browsers.

Lastly, the folks at the Wraparound Evaluation & Research Team (WERT) are here to help. Email the team at Wrapeval@uw.edu to resolve your issues. That particular address is shared between multiple WERT members so if someone is out of the office, you won’t have to wait until he/she gets back. Sometimes team members may ask you to talk over the phone, or even invite you to talk things through on a webinar platform where you can share your screen to share your issue.

If you want to be kept up to date on what is happening with WrapTrack, join our listserv! If we have a reported issue or new updates, you’ll be the first to know.

You can join the listserv here: https://depts.washington.edu/wrapeval/sites/default/files/training_materials/Join%20the%20WT%20Listserv.pdf

The link provided is a small slideshow with a link that takes you to the actual listserv signup form, and the slideshow details the steps you need to take to submit the form properly.

– WERT

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WrapTrack Permissions

May 25, 2017 | Jeremy Becker

Question: I don’t know what the different roles WrapTrack provides mean, or what permissions they have. What do I do? Can I create my own?

Answer: WrapTrack is pre-loaded with specific roles. Each role has its own specific permissions that allow users to perform functions in WrapTrack (e.g., data entry, export data, generates reports, etc.). Of course, different roles have different permissions, but WrapTrack also allows you to create your own custom roles that can do pretty much whatever you would like.
Configuration Administrators and Project Wide Admins can go to Menu, Admin, Administrative tool, and select the Roles then Add/Edit Roles tab to create a custom role. Create a Role Name for your custom role (e.g., intern, data entry, report generator, etc.), and click “Add”. You’ll then be prompted to select a role WrapTrack already provides to provide the equivalent permissions. It’s okay if you don’t know what each WrapTrack role does, because after you create the role, you can navigate to the Permissions tab to customize what your new role can do! Most roles can achieve their purpose with the “Project Wide Admin” and “Project Manager” roles.
Under the Permissions tab, use the drop down window to select your new custom role. You can then navigate the tabs and items within those tabs to indicate what permissions this role has. For example the “WFI-EZ Tool” tab has three relevant items within it (WFI-EZ Tools, WFI-EZ Data Export, WFI-EZ Reports). You can click each item and select any boxes in the right-hand box that you’d like that role to have.
Let’s say we’ve created a Data Entry role. Users with the Data Entry role should be able to access the WFI-EZ forms (Click the WFI-EZ Tool tab, then WFI-EZ Tools in the bottom left window. Be sure each form type is selected. Now, the Data Entry person may not have a need to export data or generate reports, so navigating through the same bottom left box under the WFI-EZ Tool, click the WFI-EZ Data Export and WFI-EZ Reports subtabs one at a time, and uncheck the functions that appear in the bottom right box. When you’re done, click save and your Data Entry role will be set to go! Conveniently, even though the Data Entry role has an equivalent role, it’s respective equivalent role’s permissions will not change, even though the Data Entry permissions did. You can replicate this process to create roles that make sense to you and your team.

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Why doesn’t all of my data download when I export it from WrapTrack?

May 4, 2017 | Jeremy Becker

QUESTION: I keep trying to download all my data, but when I do some cases do not show up. Why would this happen?

ANSWER: A possible reason for this occurring is because some youths may have had their status updated as “Discharged”. Currently, when youth are notated as Discharged, their data are not included when Exported or Reporting. If you want to add these cases to your data, their status needs to be updated again to “Enrolled”. As an aside, to avoid this issue completely, do not classify any cases as “Discharged” until you are sure those data are no longer needed in reports.

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How to Find Youth Records

April 13, 2017 | Jeremy Becker

QUESTION: We have a lot of youth records and it takes a long time to scroll through existing records. Is there a way to do this more quickly?

ANSWER: There is. Under the Quick Links portion of your Dashboard, there is a link called “Find a Youth Record”. When selected, you can search a youth record either by name or Wrap ID. Further, there are search options you can use. When “Starts with” is selected, you can put the first letter, or first few of the youth’s last name, and a search will turn up all youths who meet those letters. From here you can select the proper youth.

You can also select “Contains” when looking up youth records. If you know part of a Wrap ID (e.g., 546Z), you can search that and all youth that meet those criteria will be displayed.

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Why can’t I modify youth forms?

March 23, 2017 | Jeremy Becker

QUESTION: I’m new to the WrapTrack website and cannot see/add/modify cases/forms – what should I do?

ANSWER: A common answer to this is that because you are new, your site’s WrapTrack Configuration Administrator has not yet granted you permission to access, add or modify youth records and forms in the WrapTrack website. To fix this, your WrapTrack Configuration Administrator needs to log in with their credentials and give you permission. From there, you can then do your permissible duties within WrapTrack!

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