Multidisciplinary Team (MDT) meetings are planned, conducted, and documented in different ways throughout the country. The information contained in this training document will give information about how to set up MDT meetings and give options for managing your CAC’s meeting needs.

The information is separated into the following sections: “Setup MDT Meeting Types,” “Create a List of Meeting Locations,” “Create a List of Recommendations” and “Create a List of Regular Attendees.”

NOTE: Users with “View” privileges can view the information on the page, however, options to add or modify meetings are disabled.

The most common meeting type is case review. Most CACs routinely conduct or participate in one MDT case review meeting. Many CAC have multiple routine meetings for different counties or jurisdictions represented by different multi-disciplinary teams. Other CACs conduct special case reviews. If your CAC participates in more than just one MDT case review meeting you will need to give each one a unique name in Trak.

STEP 1: Select Meeting Type Pick List

Select “Pick Lists” from the “Administration” dropdown menu on the left hand side of Trak

Figure 1. “Pick Lists” on the Administration menu

You will be redirected to the Pick List Configuration page. Select MDT from the Category dropdown list and choose Meeting Type from the Pick List dropdown.

Figure 2. MDT and Meeting Type pick lists

STEP 2: Add Meeting Types

Click on the “Add new record” button to create a new MDT Meeting Type.

Figure 3. “Add new record” MDT Meeting Type button

This will add a new row in the list of Meeting Types where you can enter the name of the new one you want to create. Type in the name of the new Meeting Type.

Figure 4. Meeting Type text box

Click “Update” to add the meeting type or “Cancel” to forego adding the meeting type and return to the list.

Repeat for each meeting type until all types you want to add are successfully created.

STEP 3: Remove Meeting Types

To remove a meeting type from the pick list, click on the “Edit” button next to the meeting type you want to remove.

Figure 5. “Edit” button for meeting type

The row for the selected Meeting Type will become editable. Put a checkmark in the checkbox under the “Removed” column for the Meeting Type.

Figure 6. “Removed” check box for meeting type record

Click “Update” to save the change and remove the selected Meeting Type from the list.

Alternatively, click “Cancel” to forego the change.

STEP 4: View and Sort Meeting Types

Sort the list of meeting types alphabetically by clicking on the “Resort Alphabetically” button at the top.

For a custom order, sort the meeting types using the up and down arrows in the “Sort Order” Column.

Figure 7. “Resort Alphabetically” button and “Sort Order” arrows

Most MDT meetings happen in the same location every time but setting a meeting location becomes necessary for CACs hosting multiple meetings or traveling to various locations for different meetings.

STEP 1: Select Meeting Location Pick List

Select “Pick Lists” from the “Administration” drop-down menu on the left side of the page.

Figure 8. “Pick Lists” under the Administration menu

You will be redirected to the Pick List Configuration page. Select MDT from the Category dropdown list and choose Meeting Location from the Pick List dropdown.

Figure 9. MDT and Meeting Location fields

STEP 2: Add Meeting Locations

Click on the “Add new record” button to create a new MDT meeting location.

Figure 10. “Add new record” button to create a new MDT meeting location

This will add a new row in the list of Meeting Locations where you can enter the name of the new one you want to create. Type in the name of the new Meeting Location.

Figure 11. Meeting Locations text box

Click “Update” to add the meeting location or “Cancel” to forego adding the meeting location and return to the list.

Repeat for each meeting location until all locations you need for your CAC are listed.

STEP 3: Remove Meeting Locations

To remove a meeting location from the pick list, click on the “Edit” button next to the meeting location you want to remove.

Figure 12. “Edit” meeting location button

The row for the selected Meeting Location will become editable. Put a checkmark in the checkbox under the “Removed” column for the Meeting Location.

Figure 13. “Removed” meeting location check box

Click “Update” to save your changes and return to the list of Meeting Locations. Alternatively, click “Cancel” to forego the change.

STEP 4: View and Sort Meeting Locations

Sort the list of meeting locations alphabetically by clicking on the “Resort Alphabetically” button at the top.

For a custom order, sort meetings using the up and down arrows in the “Sort Order” Column.

Figure 14. “Resort Alphabetically” button and “Sort Order” arrows

To quickly identify what was recommended at a meeting, create a custom list of standard recommendations.

STEP 1: Select Recommendation Pick List

Select “Pick Lists” from the “Administration” dropdown menu on the left hand side of Trak.

Figure 15. “Pick Lists” under the Administration menu

You will be redirected to the Pick List Configuration page. Select MDT from the Category dropdown list and choose Recommendations from the Pick List dropdown.

Figure 16. MDT and Recommendations fields

STEP 2: Add Recommendations

Click on the “Add new record” button to create a new recommendation.

Figure 17. “Add new record” to create a new recommendation

This will add a new row in the list of Recommendations where you can enter the name of the new one you want to create. Type in the name of the new Recommendation.

Figure 18. Recommendation text box

Click “Update” to create the Recommendation or “Cancel” to forego adding the

recommendation and return to the list.

Repeat for each recommendation you want to add for your CAC until all are listed.

STEP 3: Remove Recommendations

To remove a Recommendation from the pick list, click on the “Edit” button next to the

Recommendation you want to delete.

Figure 19. “Edit” recommendation button

The row for the selected Recommendation will become editable. Put a checkmark in the checkbox under the “Removed” column for the Recommendation.

Figure 20. “Removed” recommendation check box

Click on the “Update” button to save the changes and return to the list of Recommendations or click on the “Cancel” button to forego the change.

STEP 4: View and Sort Recommendations

Sort the list of Recommendations alphabetically by clicking on the “Resort Alphabetically” button at the top.

Figure 21. “Resort Alphabetically” button and “Sort Order” arrows

For a custom order, sort the Recommendations using the up and down arrows in the “Sort Order” Column.

Typically, MDT meetings have a group of personnel who are regular attendees at meetings. Setup a list of regular attendees for each meeting type to keep from having to recreate the attendee list for each meeting.

STEP 1: Select Meeting Type in Attendee Setup

Select “Attendee Setup” from the “MDT” dropdown menu on the left-hand side of Trak.

Figure 22. “Attendee Setup” in the MDT menu

This will bring you to the Attendee Setup page. Select the Meeting Type that you want to add attendees for or setup the list of regular attendees for from the “Select Type of Meeting” dropdown list.

Figure 23. “Select Type of Meeting” drop down list

STEP 2: Add Meeting Attendees

After you have selected the Meeting Type, it will show you the current list of attendees that has been setup for this Meeting Type.

To add an attendee, click on the “Add New” button.

Figure 24. “Add New” Attendee button

An Edit dialog box will come up with fields for you to fill out regarding the attendee you want to add.

Click on the dropdown list for the “Agency” field and choose the appropriate agency.

Then, choose from the “Person” dropdown list the person you want to add as an attendee for the selected Meeting type.

Figure 25. “Agency” and “Person” fields

Click on the “Update” button to add the attendee or “Cancel” to forego adding the attendee and return to the list.

Repeat for each attendee you want to add to the Meeting Type until everyone you want as a regular attendee is listed.

STEP 3: Remove Meeting Attendees

Click on the “Delete” button next to the attendee you want to remove from the list.

Figure 26. “Delete” attendee button

Click “OK” in the confirmation dialog box to proceed removing the attendee, or click “Cancel” to forego the deletion.