ALR Incident Reporter * QuickBase ALR Incident Reporting Statewide Deployment Wed June 11am Conference Call Dial-In: (888) Passcode:

ALR Incident Reporter * Today we will discuss Objective Overview Status Deployment steps Questions? Today’s Conference Call With as many as 200 ALRs participating, your phones will be muted when we begin. We will open up the line for hellos and Q&A. Use the website’s web-form to raise a question during the call. We’ll address your questions during the call, if possible, or shortly afterwards.

ALR Incident Reporter * Objective: Implementation ALR Certification Unit is implementing a new business process for automated Incident Reporting – Current process Record facts about an incident on paper form Fax or an Incident Report Voic to notify – New process Record facts about an incident in a QuickBase record If all required fields are filled, mark QuickBase record as “submit” – What’s not changing Definition of a “reportable Incident” Regulations

ALR Incident Reporter * Overview: Technology, Tasks, Training, Support Technology – QuickBase is a secure web portal, operated by Intuit – Requirements: internet-connected computer, modern browser Tasks: what will I “do” in the system? – Create Incident Reports – Submit IR’s to CU Use IR number IR’s not editable after submission – Find IR’s, search Only see IR’s from your ALR – Print, – Post-report follow-up information, if requested by CU, is provided *outside* of QuickBase Set-aside, fax, postal mail OK Never s post-submission follow-up info Training materials are on-line – Users will self-train using Job Aids, web videos, QuickBase materials User Support – Issues: Access, User Accounts, Training, System Availability, Bugs – Check the ALRIR Support website first FAQs, Announcements – Communications: please avoid wherever possible: use Ask A Question web form – First point of contact if you need help: CU Support Expert

ALR Incident Reporter * Status QuickBase ALR Incident Reporter application in production – Functional requirements defined by ALR Certification Unit – Secure, easy-to-use Incident Report form 1.2 in use statewide since March – Data elements exactly match QuickBase, so everyone is already familiar with QuickBase data elements – Incidents coded by Type & Sub-Type. Major types are 1.Abuse, neglect or exploitation 2.Acute health or behavioral emergency 3.Adverse Medication Event 4.Death 5.Elopement 6.Fall or Suspected Fall 7.Facility-Wide emergency event Seven ALRs using QuickBase as pilot since Feb 2013 – Feedback is positive, no ALR concerns registered – A hurdle is delivery of post-report follow-up info requested by CU – not via QuickBase Process work-around in place Future system enhancement IR form 1.3 released in a few days – Obsolete, only to be used if QuickBase is unavailable

ALR Incident Reporter * Statewide deployment steps (1) Identify an ALR Point-Person to guide your ALR through implementation. (2) Identify the people who will be creating & submitting Incident Reports (3) Record all User Account information on web-form (4) Review the ALR-IR Support website (5) All users: receive invitation , account setup, and first login. (6) All users: review Job Aids and QuickBase training materials. (7) ALR signoff declaring that the ALR has converted to QuickBase.

ALR Incident Reporter * First steps: identify point-person & all Incident Reporters (1) Identify an ALR Point-Person to guide your ALR through implementation. (2) Identify the people who will be creating & submitting Incident Reports (3) Record all User Account information User Requests received *after* June 5th New requests or changes to submitted user requests through the web-form will be processed as a group after on- time requests are processed.

ALR Incident Reporter * Next: All users first login, train, & practice (4) Review the ALR-IR Support website (Action Item: All ALR Users) Check the website at for Announcements, Answers to Frequently Asked Questions, Support Information, Job Aids and other training information. (5) All users: receive invitation , then user account creation, account setup, and first login. (Action Item: All ALR Users) Users receive QuickBase Invitation s within three (3) business days after User Information deadline One-time tasks: From invitation , user will register, set security questions, and first login (6) All users: review Job Aids and QuickBase training materials. (Action Item: All ALR Users) Self-training is managed & monitored by ALR point-person Gather as a group to review the new system, verify that all computers can access QuickBase, print out job aids for reference. Practice performing a password reset, review required fields, review the distinction between saved & submitted Incident Reports. Important Note: Do not submit incident reports via QuickBase until *after* ALR Signoff (Step-7)

ALR Incident Reporter * Step (7) Signoff declaring ALR has converted The ALR Point-Person & Executive Director confirm that all ALR Users are able to use QuickBase The sign-off declares that the ALR will use QuickBase for timely incident reporting per 651 CMR 12.04(11)(c) and (d). – Faxes/ will not be used for IR submission, except in case of service outage. ALR Action Item: deadline for ALR signoff is one week after receipt of QuickBase account information. Timely reporting during service outage: ALR may fax/ / voic paper form v1.3 Indicate reason QuickBase was not used but must later enter the QuickBase record Checklist ALR point-person verifies that all identified ALR Reporters can  Login  Reset their own password  Recognize required fields  Understand Save vs. Submit  Checklist to be updated

ALR Incident Reporter * Questions? Ask us. Use this web form to ask or comment, instead of . This will enable us to more easily delegate and respond to the user community Common themes will be identified and published to the website’s FAQ – Frequently Asked Questions section.