HCSIS Background Provider Meeting January 30, 2007 Incident Management for the Office of Children, Youth and Families

2 Meeting Objectives Review plans for a new approach to reporting Unusual and Reportable Incidents Provide an overview of the current HCSIS Incident Reporting System—we will be modifying this to meet our needs Share plans for communications, training and rollout Gather feedback from you in several key areas to support easier reporting and future analysis Answer questions from the group—this is a work in progress We want and need your feedback!

3 What are we doing? Using one of the DPW’s current systems (HCSIS) to support on-line reporting of Incidents Taking the base system (HCSIS) and identifying how it needs to change to meet our needs for reporting –Workflow –Language/field labels –System roles The goal is to use HCSIS to replace our manual, paper-based process for incident reporting

4 Why We Are Doing This Decrease duplication of reporting Increase efficiency Standardize our process Improve our ability to provide technical assistance to counties Improve our ability to provide technical assistance to our provider network This process is a critical step in supporting our ability to assure the safety of the children and youth we serve

5 How Do We Plan to Use the Data? Create and target technical assistance to counties Create and target technical assistance to providers Help us quickly control unfounded assumptions / rumors in the press with facts This is about working together to improve our system for the children and youth we serve

6 Who is providing input into this process? Department of Public Welfare –Office of Policy Development –Office of Children, Youth and Families –Office of Mental Health and Substance Abuse Services –Office of Administration Juvenile Court Judges Commission County Commissioners Association –Pennsylvania Children and Youth Administrators –Juvenile Detention Centers Association Pennsylvania Council of Children, Youth and Families Services Pennsylvania Community Providers Association Allegheny Department of Human Services Stakeholder Participation is critical to this process

7 The Scope of Work for Phase One Capture Self-Reported incidents for Foster Family Care Agencies & Residential Facilities (Regulations 3130, 3700 & 3800) Provide ability for counties and regions to review incidents electronically and document findings

HCSIS Overview

9 What is HCSIS? The Department of Public Welfare’s Home and Community Services Information System supporting PA’s HCBS Programs and MA Waivers Web-enabled System: The system can be accessed by authorized users from any computer with access to the internet. Access is crafted based on need: Access to the system is based on defined roles and need. Central Information System: Information entered into the system from the field is accessible in real-time at the central office as required

10 OMR and OMHSAS are currently using HCSIS Incident Management OMR –The on-line automated system supports Incident Management for individuals in State Centers, ICF/MR’s and in the community –All county MH/MR programs and Supports Coordination entities are currently using system and has been operational for 3 1/2 years –The IM module contains demographics information for 56,000 individuals and 800 provider records OMHSAS –OMHSAS is live as of 11/1/2006 –83 LTSR and CRR Providers (Adults)

11 HCSIS Incident Management Features Web-based system that is accessible to all approved users as long as they have access to the Internet. Instantaneous notification of incidents to counties and regions Filtering of Critical Incidents to assist counties and the Commonwealth in prioritizing work and tracking incidents that require immediate attention. Alerts to users that support policy timelines Secure technical infrastructure that provides access to data only to those with approved roles. Standard requirements for reporting information—all users complete the same, standard fields and drop down values support trend analysis. Reports facilitate the identification of trends with individuals; specific providers; counties; and statewide and assist these groups in targeting training, communication and other quality improvement initiatives.

12 The Benefits This web-based incident management provides: The ability for providers to file reports online 24 hours/day to automate incident reporting, management review and data analysis Significant reduction in paper handling Real-time access to incident information at all authorized levels Regional, county and provider reports to target technical support and training needs The Commonwealth and counties have the ability to triage incidents on a daily basis (without manually reviewing every incident)

13 What is the Planned Timeline? Nov 30 Dec 31 Jan 31 Feb 28 Requirements & GSD Detailed System Design Mar 31 Code Int. Test User Acceptance Test Communications, Training and Rollout Support April 30 Initiate planning activities (technical review, environment planning, current policy review, requirements session planning etc.) The system is expected to be available for users by April 30 th The rollout approach is still being developed Planning for a pilot with a set of providers Pilot will be used to help the team further shape communications, training and the system if needed Length and size of the pilot is being determined over the next few weeks Statewide rollout approach will follow

HCSIS Overview

The HCSIS Incident Management Process

16 The HCSIS Incident Management Process

17 Second Topic: Roles “Role” –HCSIS term that refers to a person’s job –Roles are used to control the type of work that each individual can perform in the system

18 OCYF Incident Management Workflow & Structure— Defined by the Workgroup at the First Meeting We understand that provider agencies are different –some will have a person who identifies the incident report it, others will centralize the process

19 Roles in HCSIS Incident Reporting Who starts the report in the system? Roles provide a method to break up job responsibilities among users at each level of the Incident Management process Who submits the report?Who documents the review? Who needs to see the incident reports, but should not fill out the review?

20 Potential Roles in Incident Management Role Create Incident Submit Incident View Incidents Create Management Review Provider Point Person XX Provider IM Representative XXX County Point Person mtg) X County IM Representative mtg) XX County Incident Reviewer X County Incident Manager X Regional Incident Reviewer X Regional Incident Manager X Central Office Reviewer X

Rolling Out the System

22 Implementation Considerations There are several implementation considerations that will be addressed in the implementation plan Readiness AreaOutstanding Questions CommunicationsWho are your stakeholders? What messages do they need to receive? What is the best way to communicate? Pre- Implementation Activities How will you determine who needs what role? How will user IDs and passwords be distributed? Rollout Strategy Does the implementation contain a pilot? How will statewide implementation be organized? Training What is the best approach for training? How will training be coordinated? When will training be delivered?

23 Pre-implementation Activities Areas of Concern Communicate! Assess sites’ technical readiness Identify liaisons Create “Day Zero Data” Identify users Complete role mapping activities Create user Ids Register users in Learning Management System (LMS) Complete pre-requisite training Communicate! Conduct end user training Distribute user ids Validate “Day Zero Data” Train help desk Monitor and resolve issues Preparation for implementation needs to begin several months prior to the go-live date 2-3 Months Prior to Implementation 1 Month Prior to Implementation We have developed multiple tools to support these activities including checklists, scorecards and user readiness surveys

24 Training Approach A training approach will be designed that will provide end users with the knowledge to use the new system Training will be provided “just-in-time,” no more than 3-4 weeks prior to the go- live date The HCSIS training curriculum is role-based HCSIS training may be delivered using multiple approaches –Instructor-led –Web-based –Distance Learning (Live Meetings) –Videos Training logistics, including registration and access to courseware, is handled by our Learning Management System (LMS). Every user will receive access to the LMS Training logistics are highly dependent upon user identification and role mapping activities

25 We will be asking for input and sharing information regularly over the next several months This session Joint RTF Provider Workgroup session scheduled for February 20 th JDCAP Meeting March13th PCCYFS Annual Spring Conference Presentation March 29 th Communications through the associations

Feedback!

27 Using categories and drop down values to simplify reporting Location: –Where did the incident occur Child’s Current Condition: –What categories / terms make sense Actions taken: –What categories / terms make sense

28 Incident Categories & Subcategories The work group has reviewed the Incident Categories from the Unusual Incident and Reportable Incident Forms and have drafted thoughts on drop down values for each.

Questions?