Welcome to the NCAtrak community. We are excited that you have joined our community and look forward to working with you to make NCAtrak an asset for your CAC.
The NCAtrak training is an interactive process. You can read an introduction to materials, watch a video on a subject, and then go into NCAtrak to practice the skills you have learned and start your case tracking in NCAtrak.
Logging into NCAtrak for the First Time
You will have been notified of the NCAtrak team of your username for NCAtrak. Watch the video below to see how to reset your password to something you know, and no one else does.
See the attached Updating your Profile Video at the bottom of this page
Navigating NCAtrak
Now that you can Login to NCAtrak, there are some basics you need to know for navigating the system.
Watch the video below for information on how get around in NCAtrak.
See the attached Navigating NCAtrak Video at the bottom of this page
Adding Partner Agencies
The first step in customizing NCAtrak to meet your center’s need is to enter data into NCAtrak about your partner agencies. To complete this process to maximum affect you need the following information for each partner organization:
- Name
- Address
- Phone Number
- Services provided by the Agency (MDT management, CPS, Law Enforcement (LE), Prosecution, Mental Health (MH), Medical, Forensic Interviewing (FI), and Victim Advocacy (VA). An agency may provide more than one type of service.
The services provided by your partners will determine where you will find them in NCAtrak. The Agency information is also used to organize the personnel that you work with at those agencies. You do not have to enter all the Agencies as you start using NCAtrak, but the more partners you identify now, the fewer additions you will have to make later.
The video below shows you how to add Agencies to NCAtrak for your CAC.
https://vimeo.com/286010098/4c0210182f
Click below to see the Help Documents:
Adding Partner Personnel
After entering Agencies, you are ready to add the people who work at your partner organizations to provide services to your clients. You will need the following information about your partner personnel at a minimum:
- First and Last Name
- Phone Number
- E-mail Address
- Partner Agency
Organize this information by your partner agency. You probably will not get a comprehensive list to start with, but the more complete your list is now, the fewer people you will have to add later. A good place to start is with your primary contacts for each of your partner agencies.
For demonstration of how to add personnel to your NCAtrak, see the following video:
https://vimeo.com/286098012/685fe8e7fa
Click below to see the Help Documents:
Customizing NCAtrak Pick Lists for your Center
The next step in setting up NCAtrak is customizing your pick lists. Pick lists are preset values that you can use to describe the services provided by your CAC, the types of a specific service, or list of options available to describe a client or service. Examples of pick lists would include the Alleged Maltreatments that a client has been exposed to, the types of Forensic Interviews performed at your center, the location of your Medical Exam rooms, or the language used by your local CPS organization to describe the outcomes of their investigation.
Performing this task requires a little planning ahead. Talk with your management team about what pick lists are available in NCAtrak and what the values for those pick lists need to be. Once you have assembled this data, you are ready to enter the values into NCAtrak. You can always add, modify, or remove values later, but the more comprehensive your list is now, the less work there is to do later.
For a demonstration of how to add items to your pick list, please see the video at:
https://vimeo.com/286007087/58e9cf088c
Click below to see the Help Documents:
Configuring Defaults for you CAC
We know that your CAC is a dynamic place that works with a lot of different communities and partners. But we also know that there are probably partners that you work with more often than others and locations where more of your cases originate than others. To help you streamline your data entry process, we have created a way for you to set the default value for many different resources in NCAtrak.
See the video below for information on how to setup your default values:
https://vimeo.com/286007048/52efb05ef7
Click below to see the Help Documents:
Creating User Roles
Part of managing information security is making sure that people have access only to the data that they need to do their work. Further, some people may need to see data, but not change the data to do their job. Roles is the method we use to set up the data access control. These roles are based on job description rather than personality. These Roles should be defined before users are given access to the system.
See the video below for information on how to setup roles:
https://vimeo.com/285349900/6e625f1d15
Click below to see the Help Documents:
Adding a User
Access to NCAtrak may be given to CAC personnel or trusted partners to facilitate data entry and progress monitoring. Giving access to NCAtrak is very similar to creating a Personnel reference to use on a case. Just a few extra steps. The video below demonstrates how to activate a login for a user. People with e-mail accounts have to have an e-mail address.
See the attached Adding Personnel with MFA Video at the bottom of this page
Fields
Is there something that you need to track and you don’t see a field for it in NCAtrak? Is there something that is in NCAtrak that you would like to require your staff enter? There are customizations that you can do to the tabs in NCAtrak that answers these questions and more! The video below demonstrates how to use the Data Entry Fields area of NCAtrak.
https://vimeo.com/286007339/2a9565bd64
Need more Help?
If you have additional questions or need assistance, please contact ncatraksupport@nca-online.org,
202-458-0090 x125.