CPA Certified Provider Original Modernized Trails

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Signing Into Modernized Trails

Go to https://trails.state.co.us (Chrome is preferred) Login. Click the Acknowledge statement.

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What You Need to Know

When adding a Provider, only the ‘Individual/Family’ provider type can be added. Individual/Family Providers can be added with one or two Applicants. When adding a Provider, the worker’s associated governing body will be added automatically as the governing body of the new Provider and can’t be changed. If the worker is associated to multiple governing bodies, they will have to select one.- REMOVE no profile has multiple GB If an applicant does not already exist as a Client in Trails, they will be added as a Client and then associated to the Provider as Household Members with a Role of “Applicant.” Trails defaults to the worker’s primary affiliation for Owner County/Agency, but if they have more than one affiliation, they will be able to change it. Remove no multiple affiliations.

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Add a Certified Provider Original

In the Left Navigation panel. Click Show Menu. This expands the Left Navigation panel. Note: The menu items displayed in the left navigation panel are dependent upon your security profile.

Click Resource Queues. This expands the Resource Queues list.

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Under Public CPA Worker in the Resource Queues: Click the Add Provider menu item. This opens the Add Provider page.

On the Add Provider page. Click the Associated Governing Body* drop-down arrow. Select the appropriate option.

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Click the FEIN/SSN* drop-down arrow to select the appropriate ID type. Enter the ID information in the accompanying text box.

Owner County/ Agency defaults to Public Provider Agency.

After all fields are completed: Click Done to open the Provider Add or Cancel to close without saving. This will open the Provider Add table to add Applicant 1.

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If required, a second applicant (Applicant 2) can be added.

Only two Applicants can be added for an Individual/Family Provider. Click the Add Another Applicant link. This opens the required fields to add Applicant 2 to the Provider.

Add Applicant 1 information in the Provider Add table: Enter the First Name*, Last Name*, and Date of Birth* of the applicant.

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If Applicant 2 has been added in error, remove Applicant 2.

Click Remove Applicant to delete Applicant 2.

Enter the appropriate First Name*, Last Name*, and Date of Birth* for Applicant 2. Note: If any field is entered for Applicant 2, the First Name, Last Name, and Date of Birth become required.

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Records matching the client are displayed in the Applicant

Client Search results grid. Note: If no existing client is found, a new client must be created. Skip to the Create New Client table starting on page 13.

After all required fields are completed for the Applicant(s): Click Add to open the Applicant 1: Client Search table or Cancel to close without saving. The system performs a Client Search starting with Applicant 1.

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Review the Client record provided.

Click Select to choose the displayed client. This opens the Provider Results table.

In the Applicant results grid: Click the name link under the Full Name column. This displays if the Client is associated to a Referral.

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If a second Applicant has been entered and has a Client record, repeat clicking the name link and Selecting the Client. If the second Applicant is not in Trails, a new client record must be created. Skip to Create New Client starting on page 13.

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Skip down to Family Structure Page

The Provider Results table returns all Providers that have any of the Applicants as Household Members for the Provider. To select an existing Provider: Select the Provider in the Provider Results table. Click Select to choose the existing Provider. This opens the Provider Details record for the selected Provider. --OR -- To affiliate the Applicant to a new Provider: Select the Provider in the Provider Results table. Select Create New. This opens a new Provider Details record.

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This is the Skip to page.

If the required Applicant is not found in the Client Search, a new client must be added. From the Client Search page: Click Create New to add the Applicant as a new Client. This opens the Add Client pop-up window.

In the Add Client pop-up window. Enter the required fields and any additional information if available. Click Add to add the Applicant as a new Client.

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If a second Applicant was entered and the applicant does not match an existing Client, an additional Client Search will be performed. From the Applicant 2: Client Search page: Click Create New to add the Applicant as a new Client. Complete the Add Client pop-up window.

Once the Client(s) are selected or created, a Provider Search is automatically performed. If the Client(s) is not affiliated with a Provider, the Add Provider page is displayed. Select Create New. This opens a new Provider Details record.

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Family Structure

In the Provider Details record: Click the Family Structure* drop-down arrow. Select the desired option.

Navigate to the Household Members section by clicking the Household Members link in the left navigation panel.

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In the Provider Details record: Click the Family Structure* drop-down arrow. Select the desired option.

Use the drop-down menus and text entry fields to Add the Provider Information details within the Provider Summary. When you have finished editing the Summary Information for the selected Individual/Family Provider: Click the page Save. Respond to the Save Successful pop-up window.

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Add Phone Number

In the Add Phone Number pop-up window: Complete the required fields and enter as much information as is available. If the phone number being added is the primary phone number, click Yes for Primary Designation. Add comments to the Comments field, as needed.

Scroll down the Provider Summary section to the Phone Number header: Click the Actions drop-down arrow. Select the Add Phone Number option. The Add Phone Number pop-up window displays.

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When all required fields are completed: Click Add to save the information or click Cancel to close without saving

This will add the phone number and return you to the Provider Details page.

Click the page Save. Respond to the Save Successful pop-up window.

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Add Email Address

At least one Email address is required if the ‘Does this Provider have an Email Address’ toggle is set to ‘Yes’. The default toggle setting for the question is Yes. Email Addresses are located in the Provider Summary section below Phone Numbers. Click the Yes/No toggle to answer, ‘Does this Provider have an email address?’

In the Email Addresses header: Click the Actions drop-down arrow. Select the Add Email option. The New Email Address pop-up window displays.

In the New Email Address pop-up window: Complete the required fields and enter as much information as is available. If the email address being added is the primary email, click Yes for Primary Email Address, otherwise select No.

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When all required fields are completed: Click Add to save the information or click Cancel to close without saving.

This will add the email address and return you to the Provider Details page.

To submit your changes: Click the page Save. Respond to the Save Successful pop-up window.

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Add Addresses

There can only be one active Location Address and one active Mailing Address at a time. When adding a new address, the existing address will be automatically end-dated one DAY less than the start date for the new address. Addresses are located in the Provider Summary section below Email Addresses. In the Addresses header: Click the Actions drop-down arrow. Select the Add Address option. The Add New Address pop-up window displays.

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Continue to complete the required fields and enter as much information as is available. Note: Address Line 1* is an auto-complete field. As you type the address, you will be presented with a list of addresses to select from. When an address is selected, the City*, State*, Zip Code*, and County* fields will auto-populate.

In the Add New Address pop-up window: Click the required Address Type* drop-down arrow. Select the appropriate option from the list. If appropriate, click the Checkbox if ‘Mailing Address is the same as Location Address’.

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When all required fields are completed: Click Add to save the information or click Cancel to close without saving.

This adds the address and returns you to the Provider Details page. Note: When the ‘Mailing Address is the same as Location Address’ indicator is selected, the Location Address will automatically be copied as the Mailing Address.

To submit your changes: Click the page Save. Respond to the Save Successful pop-up window.

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Add Additional Household Members

● The Household Members section will only be displayed if the Provider Type is ‘Individual/Family’. ● When adding or changing a household member, you will need to have one with the role of 'Applicant'. You will not be able to

add or change more than one household member to the role of 'Applicant'. ● There will be a list of all household members, with the default sort by age (oldest on top). ● There will be badge count displaying the number of household members in the list. ● If the worker has a Public Child Placement Agency Supervisor profile, they will be subject to the limited client search

functionality. ● Trails will validate that a new household member doesn’t currently exist as a household member on the provider.

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In the Household Members section header:

Click the Actions drop-down arrow.

Select Add Household Member.

Navigate to the Household Members section by clicking the links in the left navigation panel or using the scroll bar at the right of the page.

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Click Search to search for the client or click Cancel to

close the pop-up window without searching. This displays the Add Client To Provider pop-up window. In the Search Queries section: Enter the Client ID or other identifying information. If no client ID is Available, enter the first and last name of the individual and a date of birth.

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Select the name link of the client under Full Name. Records matching the client will display in the Search Queries results table. Note: If no existing client is found, a new client must be created. Skip to the No Existing Client table on page 32.

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Add it as a Household Member:

Click Select. The Household Member pop-up window displays.

The Client Details Tabs display below the Search Queries list. Using the tabs, review the client details to confirm you have selected the correct client.

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The window closes, and the Client is added to the

Household Members section of the Provider Details page. When all fields are completed, click Save to save the information or click Cancel to close without saving.

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No Existing Client

In the Add Client pop-up window Complete the required fields and enter as much additional information as is available. When all fields are completed, click Add to save the information or click Cancel to close without adding the client. The Household Member pop-up window displays.

If no existing client is found, a new client must be created. Click New Client. This opens the Add Client pop-up window.

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In the Household Member pop-up window: Complete the required fields and enter as much additional information as is available. Note: The Citizenship List, Educational Level, and Occupation fields will be required when the Role is ‘Applicant’. When all fields are completed, click Save to save the information or click Cancel to close without saving. Note: Trails will check whether the entered fields match any existing client records in the system. If any matches are found, you will be presented with the matches and prompted to whether you wish to select one or continue creating the new household member. The Client is added to the Household Members and you are returned to the Provider Details page.

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Add Services

In the Services section header: Click the Actions drop-down arrow. Select Add Service. The Add Service pop-up window displays.

The worker will be able to select the Service Category and the Service Type (based on the selected Service Category) for the Service when it is being added to the Provider. Based on the Service Category and Service Type selected, additional fields may be made visible and required. Navigate to the Services section by clicking the Services link in the left navigation panel.

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Service Type options displayed are based on the selected Service Category. Click the Service Type* drop-down arrow. Select the Family Foster Home Care option. Note: Based on the Service Category and Service Type selected, additional fields may be made visible and required.

In the Add Service pop-up window: Click the Service Category* drop-down arrow. Select the Out of Home option.

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Click the Approval Type* drop-down arrow.

Select the Certify option.

The Action Type* defaults to ‘Initial’ for a new Service and cannot be changed.

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If the Service Category selected is ‘Out of Home’, the Indian Foster Home/Indian Serving Agency toggle is made visible and a response is required. Click the appropriate response for the toggle. When all fields are completed: Click Add to save the information or Cancel to close without saving.

Click the License Type* drop-down arrow. Select the One Year option.

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A new Service page displays. Trails uses the information provided in the Add Services pop-up window to complete the top section. Click Save. Respond to the Save Successful pop-up window

Click Back to Provider Details to return to the Provider Details page.

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The new Service will be added and, based on Service Type and Service Category, an entry will also be added to the Certifications/Licenses/ Approvals section.

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Add Requirements

In the Provider Details page: Navigate to Certifications, Licenses, Approvals in the left navigation panel. Click Certifications, Licenses, Approvals.

In the Certifications, Licenses, Approvals section: Click the Date Initiated link to open the specific Service Approval record. This opens the Service Approval page.

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In the Provider Details page: Navigate to Requirement Chklst in the left navigation panel. Click Requirement Chklst.

In the Requirement Checklist section: Mandatory Requirements are auto-populated in the Requirements Checklist section and are either at the Service level or at the Household Member level.

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Household Member Requirements are only added for providers with the Provider Type of Individual/Family.

● The Household Member Name is appended to the Requirement Name with a hyphen (-) when the requirement is a household member-level requirement.

● If the Approval Status is Pending and a Household Member is added, the Requirements List will automatically update for the new Household Member.

● If the Approval Status is Open and a Household Member is added, the

● Requirement will have to be updated manually for the new Household Member.

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In the Requirements Checklist table: Click the appropriate Requirement link. This opens the Edit Requirement pop-up window.

In the Edit Requirement pop-up window: Make changes as needed in any enabled field. Note: For Mandatory Requirements: ● The Requirement field is disabled and read-only. ● The Delete function is not an available option.

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When all changes are completed, save the record. Click Save to save the information or Cancel to close without saving.

The changes are made and returns you to the Requirements Checklist section. Note: Repeat this process for each Requirement until all Mandatory Requirements are updated. Click the page Save. Respond to the Save Successful pop-up window.

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Add Capacity & Preference

In the Service Approval page: Navigate to the Capacity & Preference section by clicking the Capacity & Preference link in the left navigation panel.

In the Capacity & Preference section: Click the Actions drop-down arrow. Select Add Capacity & Preference. This opens the Capacity/ Preference pop-up window.

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In the Capacity/Preference pop-up window: Complete the required fields and enter as much additional information as is available. Select the option of “Both” for capacity and preference. The record requires at least one capacity and one preference.

When all required fields are completed: Click Save to add the new record or Cancel to close without saving.

This adds the new record and returns you to the Capacity & Preference section. Click the page Save. Respond to the Save Successful pop-up window.

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Requesting Approval

In the Service Approval page: Navigate to the Approval Acceptance section by clicking the Approval Acceptance link in the left navigation panel.

In the Approval Acceptance section: Complete as much additional information as is available using the drop-down menus and text boxes. Note: The Special Conditions/Restrictions field allows one or more conditions or restrictions to be selected.

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After all information for the Approval Record has been provided: Click Request Approval. The Success pop-up window displays. If there are missing requirements, a notification will display, directing the worker to enter the specific missing information.

In the Success pop-up window: Click Ok.

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This adds the Supervisor Approval section and the Approval Acceptance section becomes read-only. Click the Save button at the bottom of the page to save your changes. The Save Successful pop-up window displays

In the Success pop-up window: Click Ok.

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