Each week, OMNI uploads agencies' GPRA Administration Tracking Sheets to your Dropbox Folder. OMNI has prepared some tips, ideas, and suggestions to help support your use of the Tracking Sheet and make GPRA administration smooth and timely!
Tips:
Reference the OMNI-produced Tracking Sheets in your Dropbox on a regular basis. Over the years, we have improved this tool with more columns and information to help you better keep track of your GPRA windows and due dates. Check them out!
Review and contact our team with questions or errors, or if anything seems to be missing or off (e.g., an incorrect Client ID or a duplicated GPRA). Use the SOR Website TA Request form to let us know about the issues or errors as soon as you discover them.
If you need to email us a client ID, please email using encryption.
Remember that for every Intake GPRA, there should be a 6-month Follow-Up GPRA completed (hopefully an interview GPRA, but if client is not reachable, an administrative Follow-up GPRA). Even if a client is discharged from services before the 6-month mark, and you have completed a Discharge GPRA, you should still use the Follow-up Window open/close information to plan for and complete the 6-month Follow Up GPRA. Your tracking sheet displays all the timepoints you need to know about.
Consider setting up a supplemental internal tracking system that could help you stay on track in terms of completing GPRAs or set up other systems to remind you of the timeline or window and dates coming due. Some suggestions:
Download and modify the OMNI tracking sheet. For instance, you could add new columns for client name, the date the GPRA is noted as complete in your system, and even a client discharge date.
Some agencies use a separate spreadsheet to keep track of GPRA by type, completed each month, with a running total for the year. This is not required, just another tool to get a sense of your workflow.
Some agencies have incorporated gift card tracking into the tracking sheet (e.g., date sent and amount) so it's in one place.
Use colors! You can highlight important dates or cases in the spreadsheet (e.g., GPRA's that are due) in a different color to draw attention or as a reminder that something is due. You could choose a different color to highlight rows or cells for a discharged client to remind you to continue to contact them for the Discharge GPRA. Or, highlight when a case is complete.
Use calendar programs to schedule follow-up reminders for you and your team. Be sure that the system used is secure if you intend to add client IDs or other personally identifying information to your calendar item.
Be creative! One agency invented a Word document prepared before a client appointment. They include date, client initials and ID#, contact info, birthdate, admission date, type of referral, diagnostic codes, MAT type, treatment type, and gift card amount. This saves having to jump back and forth between their online client record and the GPRA. For the GPRA, they enter the administrative information from the sheet before starting the interview. After use, they shred.
We created a resource that contains some of these ideas, too: GPRA Administration Tips and Best Practices
Our TA Team is available to brainstorm with you if you would like to explore any of these or other tracking options! SORSupport@omni.org