online tracking incident system health standards section october 2010
TRANSCRIPT
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ONLINE TRACKING INCIDENT SYSTEMHealth Standards SectionOctober 2010
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Agenda
1. OTIS Introduction2. OTIS Internet Home Page3. OTIS News4. OTIS Passwords5. OTIS Contacts6. Data Entry7. Support
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OTIS April 1, 2003
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OTIS 2003
Nursing homes given option to use OTIS or fax reports
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July 2006
Released a newer version of OTIS Multi agency reporting
APS – Adult Protective Services (April 2003) OCDD – Office for Citizens w/ Dev. Disabilities OAAS – Office of Aging & Adult Services ICF/DD – Intermediate Care Facilities/ DD
Assign allegations to a specific “abuser” Select outcome for each allegation
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Pros & Cons
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Pros
Save natural resources reduced machine maintenance Legible document Date/Time embedded on form
when submit online System tracks all changes made
to form Secure login Online reports available
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Cons
Once report completed cannot alter report unless contact HSS
Passwords must be changed every 6 months or twice a year
Notify HSS when staff with access are terminated
Notify HSS to request new usernames & passwords
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Internet Address
Health Standards Section’s Home Page
http:// www.dhh.louisiana.gov/offices/?ID=112
Locate “Featured Services” Click “OTIS” hyperlink
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OTIS Welcome Page
OTIS News! (link) OTIS Training Resources (link)
OTIS User Guide (link) OTIS Training web site (link)
OTIS Password Rules OTIS Production Web Site (link) OTIS Production Site Status OTIS Reports (link) Contact Information
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Usernames & Passwords
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Usernames & Passwords
Issued by HSS Submit request to ICF/DD Program Desk
on company letterhead, signed by administrator
Allow 5 work days for processing request Same username & password can be
used to access multiple facilities One username issued for one person
(cannot be shared)
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Password Rules Expire every 180 days Can change or reset password anytime
after login Receive prompt to reset password online
14 days prior to expiration date Consists of six characters. At least one
must be numeric. (No special characters - *, /, %, - , etc.)
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Password Rules
Cannot reuse the last 3 passwords Locked out after 3 incorrect attempts Disabled after 180 days inactivity
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Reset Password Anytime
1. Enter username and password
2. Select “Reset password”
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Reset Password
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Expired Passwords
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Expired Password
The user is responsible for maintaining a current password at all times.
Notify HSS via fax on company letterhead, signed by administrator to request a new password.
New passwords will be issued within 5 work days via certified mail.
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Expired Password - result
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State Monitoring
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State Monitoring
“Date Entered – Date Discovered Report” Report displays number of days between
“Date Entered” and “Date Discovered” for OTIS reports with a value > 1 day
Citation may be issued for failure to report timely
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How to Create an OTIS Report
Data Entry
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Preparation
1. Obtain username & password from HSS2. Print a copy of the OTIS Data Entry User
Guidea) Link to OTIS Training Resources found on
OTIS Welcome Pageb) 26 pages
3. Practice! Enter several reports in the OTIS Training Web Site (allow 30 minutes to enter first report)
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Create a Practice Report
Select “OTIS Training Web Site” Logon
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Incident ID
Every OTIS record receives a unique identification number.
Record this number on any hard copies associated with the report.
Refer to this number when corresponding with HSS or the Attorney General’s office.
ID is located on all data entry pages after a report is created.
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Select “New incident”
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Select “Save new incident”
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Select “OK”
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Enter Contact (Reporter)
Reporter is person who completed the incident report.
Data entry person may not be the reporter. Enter Reporter’s last name Select “Find” If person’s name was entered previously it will be
displayed in the box below “Contact last name”.
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Find Contact
Select “Add”
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Accused
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May enter multiple Allegations, Findings & Protective Actions
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Use the Return button to navigate to previous page.
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Case Notes (Description & Summary
Case Notes Description Summary Recommend type notes in MS Word
first Then copy/paste into OTIS
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Case Notes View
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Description Text Entered
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Summary
Left click “Summary” and the “>”
Enter Summary text.
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CEO Finding/Determination
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Enter Date & Time
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Completed Report
Enter CEO finding date & time Enter outcome
If any of the allegations were valid, Outcome = Substantiated
If none were substantiated and at least one was unsubstantiated, enter “unsubstantiated.
If all were “unable to verify” enter, “unable to verify”.
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Print Report
Please select the Print button location in the OTIS Report
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OTIS Support for ICF/DDs
Hank Choate, Program Manager Is this reportable? Can’t submit and is Sexual Abuse or
egregious Technical
Page not displayed Server Error
Fax requests New Password, navigation assistance, delete
record, unlock record
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The End
“Otis Campbell” – character from The Andy Griffith Show
1960 – 1967 Actor’s name:
Hal Smith – deceased 1/28/94