We have been reviewing CSB/Agency Tracking Sheet data for GPRAs submitted into the online system. We are finding that a number of CSBs/Agencies have been submitting multiple Follow-Up and/or Discharge GPRAs per client. We wanted to highlight this issue so we can remedy this error as soon as possible.
Only one Follow-Up GPRA should be submitted for each client. Similarly, only one Discharge GPRA should be completed per client. Please communicate this to the staff on your teams who complete GPRAs to avoid duplication in the online system.
You may know that the online system will not allow you to enter duplicate Intake GPRAs (the system will let you know if one has already been entered). However, there is not a similar check for the Follow-Up/Discharge online survey. Please avoid using the method of typing in a client ID into the Follow-Up/Discharge GPRA online survey to check if one has already been entered. The system will not know, and this may result in duplication of a Follow-Up/Discharge GPRA. Instead, please refer to your CSB/Agency Tracking Sheet in Dropbox for a weekly update of each client’s status.
In addition, OMNI has put in place an alert in your Tracking Sheets to notify you of any duplicate issues with this message: “More than one FU has been entered for this client in SOR III. OMNI has proceeded with using the first interview FU received within the FU window (if any received were within the window) and disregarded the others (not displayed here). Please contact OMNI if your organization has questions or concerns.”
Please review your Tracking Sheet each week to see if a Follow-Up has been entered. If you see an alert, please be proactive and reach out to the TA Team to clarify which of any duplicates is the correct GPRA whenever possible.
For questions, please reach out to our TA Team at SORSupport@omni.org.