The Oklahoma Office of Juvenile Affairs requires that information about services performed by contracted organizations be submitted on a monthly basis and ChartCaddy is capable of submitting that service information to the JOLTS website. The general process is ChartCaddy users enter their work normally as chart items, an administrator approves and finalizes those chart items normally, and then sometime during the month an administrator enters their JOLTS username and password in a particular spot in ChartCaddy. At that point the information on all services performed for the previous month is submitted to JOLTS automatically. While the time frame defaults to the previous month any date range can be designated. The JOLTS username and password are not retained by ChartCaddy.

All clients, users, and services have to be set up correctly in both ChartCaddy and JOLTS for all services to be submitted. Since that can be challenging, especially the first time the process is run, the process results in a detailed report about what happened. Specifically any services that failed to be submitted and the reason why is noted. Therefore the intention is that the process be run repeatedly for a particular month until all issues have been resolved. In order for service information to be submitted the following conditions must be met:

The process errs on the side of caution so while there is little danger of the process running amok, there is a serious danger of submitting the wrong data if the clients and users links are not set up correctly in ChartCaddy. Therefore it is very important to enter the right JOLTS ID numbers for clients and users in ChartCaddy. There is also the danger of services not being submitted at all, so it is also important to pay attention to the report that is generated after running the process.

NOTE: ChartCaddy only adds services to JOLTS that don't already exist. This is normally good enough except care must be taken when deleting or "significantly" updating services in ChartCaddy after they have been submitted to JOLTS. In other words, any changes to historical services in ChartCaddy need to be replicated manually in JOLTS. For this reason most organizations have a deadline where providers are expected to have documented services by, and only after that deadline are services submitted to JOLTS. That way it is easier to keep track of which services, if any, need to be manually updated in JOLTS.

The first thing you should do is correctly set up any users and clients in JOLTS that you want to submit service information for. You will need a JOLTS client ID for each client as well as the JOLTS active user ID for each user. You can find a list of active user ID numbers in JOLTS under Reports -> Youth Service -> Active User List.

The next step is to link ChartCaddy users to JOLTS users by pulling up the user in ChartCaddy under Settings -> Users -> Search -> <user>, scrolling down to the User Credentials section, and updating the “Bill Legacy” field for any credential. The format should be JOLTS:XXXX; with XXXX being the JOLTS active user ID. The process will ignore anything after the semicolon and only one credential needs to be updated.

The final step is to link ChartCaddy clients to JOLTS users by pulling up the client under Clients -> Search -> <client>, scrolling down to the Client Payers section, and adding a line for any JOLTS payer. The JOLTS client ID goes in the Client ID field. JOLTS does not have to be the primary payer source (or even be active) for a client, it just needs to be listed.

To run the process go to Settings → Organization in ChartCaddy and enter your JOLTS username and password in the JOLTS User and JOLTS Pass fields respectively. The process defaults to the previous month and a high level of log detail, which can be changed if desired. Then click the “Process JOLTS” button and a progress indicator will appear at the top of the screen. When the process is complete there will be an option to download the report. Somebody still needs to log into JOLTS and “approve” the services that have been submitted.

Potential exception categories are: