NCAtrak Support

The “Agencies” page provides a way to maintain a list of all of the agencies that are a part of the CAC’s multidisciplinary team. It also includes agencies that are a part of community that make referrals to the CAC. The agencies list on this page will be available in the case record any place where you would need a referral source or MDT agency information. To access the Agencies page, select “Agencies” from the “Administration” dropdown menu on the left-hand side of NCAtrak.

Figure 1. Agencies

Tips About Setting Up Agencies

• List all of the agencies that are part of your Multidisciplinary (MDT) team.
• You can also list the MDT itself if your MDT makes referrals or recommendations for services as a team.
• Group individual practitioners. For example, you can add an Agency called “Mental Health Providers” or “Private Practitioners” instead of listing each one separately. You will also list the actual name of the provider in Administration-Personnel and that information will be entered into the case record.
• Add “Non-Professional” or “Anonymous Reporter” as a referral source where the identity is confidential.

Locate an Agency

There are three ways to locate an agency in the table. First, you can scroll through the names of agencies in the list. Agencies are listed alphabetically, based on their names, by default at the “Agencies and Referral Sources” page.

Alternatively, you can search for an agency. Enter the agency name (or a portion of the name) in the “Search Agency Name List for” text box at the top of the page and click “Search.” Search results matching the agency name you entered will appear in a list.

Lastly, you can filter agencies by using the “Filter by Agency Type” dropdown box and selecting the type of agency you are trying to locate.

Figure 2. Locate an Agency

Navigate between pages by clicking on page numbers, forward buttons or back buttons on the page display menu at the bottom of the table. You can change the number of agencies displayed on each page by clicking in the dropdown box next to “Items per page”. The number of agencies listed per page and total number of agencies saved in the table are displayed to the right of the page display menu.

Figure 3. Navigating Pages

You can also sort the names of the agencies to make finding an agency easier. To do this, just click on the column name “Agency Name/Referral Sources”. When you click it once, an upward arrow will appear beside the column name and the agencies are sorted in alphabetical order. Click on it again and a downward arrow will be displayed beside the column name, and the list of agencies will be sorted in reverse order.

Figure 4. Sorting Agencies

Figure 5. Sorting Agencies in Reverse Order

Add an Agency

To add a new agency for your CAC, click on the “Add New Agency” button at the top of the Agency grid. A new and editable row will appear at the top of the list of agencies. Type the name of the agency you want to create under the “Agency Name/Referral Source” column.

Figure 6. Add New Agency

Tick on the appropriate checkboxes to identify the type of work the agency does for your center. Some agencies have more than one type of work. Select all the types of work that the agency provides:

• CPS - Child Protective Services

• LE - Law Enforcement

• MED – Medical

• FI - Forensic Interviews

• MH - Mental Health Services

• VA – Victim Advocacy

• PROS - Prosecution of Alleged Offenders

Once done, click “Update” in that same row to save your changes and create the new agency or click “Cancel” to forego adding the new agency for your CAC.

Figure 7. Agency Type

The new agency will then be saved to your list of agencies/referral sources, still in alphabetical order. Click on the “Details” button next to the new entry.

Figure 8. Details Button

You will be redirected to a page where you can enter the details for the new agency.

Figure 9. Agency Details

Click on the “Save” button to save the information regarding the new agency or “Cancel” to forego saving your changes.

Edit an Agency Name

Locate the agency you wish to edit in the list of agencies. Click on the “Edit” button in that agency’s row.

Figure 10. Edit Agency

The row for the selected agency will become editable. You can modify the agency name, and/or change the services where this agency is assigned using the checkboxes.

Figure 11. New Agency Type

Click “Update” in that same row to save your edits or click “Cancel” to abandon the changes.

Edit Agency Details

Locate the agency you wish to edit in the list of agencies.

Click on the “Details” button in that agency’s row. Make your changes to the details of the selected agency.

Figure 12. Agency Details

Click “Save” at the top or click “Cancel” to abandon the changes.

Remove an Agency

You cannot delete an agency from the database because that would make that agency name unavailable for previously entered cases. However, you can remove an agency from the case record pick lists so that it is not available for future selection.

Locate the agency you wish to remove in the list of agencies for your center.

Click on the “Edit” button in the selected agency’s row and this row will become editable. Tick on the checkbox under the column “Remove.”

Figure 13. Removing an Agency

Click “Update” to remove the agency from your pick lists or click “Cancel” to abandon changes and keep the agency active.

Display Removed Agencies

To display all agencies that have been removed from the pick lists, tick on the “Display Removed Agencies/Referral Sources” checkbox.

Figure 14. Display Removed Agencies

The page will refresh and will show all agencies that have been marked as removed from your center. If you want to set an agency back to active, you can edit that agency and remove the checkmark under the “Remove” column.

Figure 15. Restoring an Agency