Online Tracking Incident System

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Online Tracking Incident System
OTIS

• Health Standards Section
• October 2010

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Agenda

1. OTIS Introduction
2. OTIS Internet Home Page
3. OTIS News
4. OTIS Passwords
5. OTIS Contacts
6. Data Entry
7. 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 Sections Home Page
• http// www.dhh.louisiana.gov/offices/?ID112
• Locate Featured Services
• Click OTIS hyperlink

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www.dhh.louisiana.gov/offices/?ID112
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www.dhh.louisiana.gov/offices/?ID112
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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 password2. 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 gt 1 day
• Citation may be issued for failure to report
  timely

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Data Entry

• How to Create an OTIS Report

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Preparation

• Obtain username password from HSS
• Print a copy of the OTIS Data Entry User Guide
• Link to OTIS Training Resources found on OTIS
  Welcome Page
• 26 pages
• 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 Generals 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 Reporters last name
• Select Find
• If persons 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 gt
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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Printed Form
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OTIS Support for ICF/DDs

• Hank Choate, Program Manager
• Is this reportable?
• Cant 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
• Actors name Hal Smith deceased 1/28/94