SAMHSA SOAR

Online Application Tracking (OAT) System Frequently Asked Questions

Find the answers to your most commonly asked questions about OAT!

Online Application Tracking (OAT) FAQs

OAT Access

Q: How can I access/register for OAT?
A: Click here to access the OAT program. 

Q: I forgot my password. How can I retrieve it?
A: Click “Forgot Password” (found on the login page of the OAT website), enter the email address that you used to register into OAT, and submit.  You will receive an email with a temporary password and a link to update your password. Create a new password and confirm.  Login to OAT with your email username and your newly created password.

Q: Can I still use OAT if I have not completed the SOAR training?
A:  You must complete the SOAR Online Course to enter outcomes in OAT. However, SOAR Agency/Local/State Leads who are not SOAR-trained can also register for OAT. After choosing your Lead role, answer "Yes" to the question, "Are you a Supervisor Only?" This will allow you to view and run reports on data entered by case workers in your agency/locality/state.

Q: Can I still use OAT when my state uses another tracking resource to track outcomes?
A: The SOAR TA Center encourages SOAR providers to use the tracking resources supported by their State Team Lead. Other tracking resources include HMIS or excel spreadsheets.

Q: How does a Local Lead add counties to their catchment area?
A: At registration, Local Leads can choose the cities/counties for which they need data access. If you need additional areas added at a later date, email soaroat@prainc.com with a request to add those areas.

Q: What if I change agencies? Can I update my profile with my new information?
A: If you change agencies, you must re-register for OAT with your new contact information.

Correct a completed entry

Q: Who should I contact if I need OAT data entry corrected?
A:  Once a decision has been entered, Tabs 1-4 cannot be edited by users. Contact the OAT administrator at soaroat@prainc.com with the ApID and the requested change. (Tab 5-Post-Decision is always available for users to add/edit information).

Q:­ What happens if a SOAR caseworker leaves the agency with pending OAT entries?
A:  Cases can be reassigned to SOAR-trained OAT users within the same agency only. Please contact the OAT administrator at soaroat@prainc.com with the ApIDs and to whom they should be re-assigned. 

Application types

Q: What is the difference between a “Pending” entry and a “New” entry?
A:  An entry that is “New” is one in which the SOAR provider has created an ApID and/or entered demographic information but has not selected an application type. For entries that are “Pending”, an application type has been selected but there is no date of decision. The number of “New” and “Pending” entries can be found on your dashboard.

Q: What is a Non-SOAR claim?
A:  A claim is considered Non-SOAR when the applicant is not experiencing or at risk of homelessness OR the applicant is not eligible for SSI/SSDI (e.g., has resources that exceed the requirements; does not have a disabling condition that will last 12 months or more; is currently working over SGA, etc.) OR the SOAR Critical Components were not used to assist with the application. The OAT system will allow you to track the outcomes of these cases for your records. Non-SOAR cases will not be included in the National Annual Report. If you have additional questions about Non-SOAR entries, please contact your SAMHSA SOAR TA Center liaison before you make a Non-SOAR entry into OAT.

Entering Data

Q: Can I start an entry and finish it later? Do cases have to be entered into OAT every day? 
A:  SOAR providers can begin an entry and complete it at a later time. We encourage SOAR providers to keep their OAT entries updated regularly so that the task is easier to manage. Many SOAR providers wait until a decision has been received before creating an ApID#/entering details about a case.

Q: Can I use the same ApID for different applicants?
A:  No. ApIDs cannot be used more than once. Each ApID is unique to the applicant and should be recorded in the applicant’s hard-copy file. The OAT administrator does not have access to any identifying information and will need the ApID to address any questions or make edits to the entry.

 
Still have questions? Contact the OAT Administrator at soaroat@prainc.com. 

Details

Type:
FAQ
Date:
July, 2017

Other Details

Topic
OAT and Outcomes

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