ONLINE TRACKING INCIDENT SYSTEM Health Standards Section October 2010

Agenda 1. OTIS Introduction 2. OTIS Internet Home Page 3. OTIS News 4. OTIS Passwords 5. OTIS Contacts 6. Data Entry 7. Support

OTIS April 1, 2003

OTIS 2003  Nursing homes given option to use OTIS or fax reports

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

Pros & Cons

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

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

Internet Address  Health Standards Section’s Home Page   Locate “Featured Services”  Click “OTIS” hyperlink

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

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)

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.)

Password Rules  Cannot reuse the last 3 passwords  Locked out after 3 incorrect attempts  Disabled after 180 days inactivity

Reset Password Anytime 1. Enter username and password 2. Select “Reset password”

Reset Password

Expired Passwords

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.

Expired Password - result

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

How to Create an OTIS Report Data Entry

Preparation 1. Obtain username & password from HSS 2. Print a copy of the OTIS Data Entry User Guide a) Link to OTIS Training Resources found on OTIS Welcome Page b) 26 pages 3. Practice! Enter several reports in the OTIS Training Web Site (allow 30 minutes to enter first report)

Create a Practice Report  Select “OTIS Training Web Site”  Logon

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.

Select “New incident”

Select “Save new incident”

Select “OK”

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”.

Find Contact Select “Add”

Accused

May enter multiple Allegations, Findings & Protective Actions

Use the Return button to navigate to previous page.

Case Notes (Description & Summary  Case Notes  Description  Summary  Recommend type notes in MS Word first Then copy/paste into OTIS

Case Notes View

Description Text Entered

Summary Left click “Summary” and the “>” Enter Summary text.

CEO Finding/Determination

Enter Date & Time

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”.

Print Report  Please select the Print button location in the OTIS Report

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

The End  “Otis Campbell” – character from The Andy Griffith Show  1960 – 1967  Actor’s name: Hal Smith – deceased 1/28/94