Data Collection for FY2020

Good afternoon, SOAR Superstars! I hope that you are all taking good care of yourselves as you are continuing your work through COVID. I am writing to give you a heads up that you will be receiving data collection requests from me next week. We talk a lot about data collection in training and during our local meetings. We require the use of OAT (Online Application Tracking) as part of our Virginia SOAR Certification.

For those of you who are new to SOAR this year, we collect data during the month of July every year to assist us with examining SOAR across the state. Through this examination, we look for gaps/needs in our services and work to create program changes to help fill those needs. A great example is the creation of our SOAR SSA/DDS Regional Representatives in response to slow case processing and a high number of lost/delayed claims. We also use this data to show the great work each of you are doing in your communities. In Fiscal Year 2019, our data helped us show that (a) the implementation of our Regional Representatives and (b) changes to the way you were processing cases resulted in a 10% increase of our initial approval rate across the state.

On Wednesday, July 1st, you will receive an email from me requesting that you enter and update your cases in OAT from July 1, 2019 to June 30, 2020. While we require you to use OAT all year, sometimes folks get behind in entering case information. In preparation for next week's data collection, please make sure you have:

1. Created your OAT online account. If you have not, you can do so via the following link: https://soartrack.prainc.com/login.php. Utilize the attached OAT user guide for assistance with establishing your account.

2. Reached out to the SAMHSA SOAR TA Center if you are having difficulty establishing or logging into your OAT account. You can reach them via the following email address: soaroat@prainc.com.

3. Entered all SOAR cases you started, completed or assisted with between July 1, 2019 and June 30, 2020.

4. Ensured that you have entered all requested information, including submission date, approval date, any backpay amount and current benefit amount.

5. Reached out to Georgi, Virginia SOAR Lead, with extenuating circumstances if you have not completed at least 2 applications during the last fiscal year.

We will require that you have all information updated as soon as possible to assist us in our required reporting to SAMHSA. You will be receiving follow-up from both your Local Lead and myself if you are missing data, have not reported any cases in the last fiscal year, or have not registered for OAT. Please reach out to Georgi (georgi.fisher@dbhds.virginia.gov) with any questions you have about data collection. We look forward to working with you to assist you through this process. Thank you for the great work you continue to do in community.

SOAR OAT User Guide 2020.pdf

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