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OTIS Reporting LABENFA Workshop 6/28/2012 Reporting Requirements Initial report due within 24 hours of Discovery Discovered date, Accused/Allegation or Incident Category, Victim, Description Final report due within 5 working days of Discovery date Extensions granted by Program Manager or OTIS clerical staff Request by email (preferable), fax or telephone LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS 2 What is Not Reportable in OTIS? Resident to Resident incidents without injuries Non-Serious Injuries Small bruises or skin tears not in areas suspicious for Abuse LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS 3 What is Not Reportable in OTIS? Minor injuries not of serious consequence in Resident to Resident incidents & Injuries of Unknown Origin Injuries that cause discomfort, redness to the skin, minor bruising, scratches, superficial lacerations, skin tears, abrasions Insult, disrespect, nuisance, offence, minor cursing LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS 4 What is Not Reportable in OTIS? Incidents that are not reportable in OTIS should be thoroughly investigated according to your facility’s policies and procedures for incident recording, investigation and tracking/trending LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS 5 Reporting Considerations Accidental injuries generally distal - knees, chin, fingers, toes Suspicious injuries generally midline and proximal - face, neck, chest, breast, back, buttocks LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS 6 What is Reportable in OTIS? Incidents between Residents incapable of willful infliction of injury/willful intent Was there a serious injury? Was there a system failure that allowed incident to occur? Was there appropriate supervision? Were both Resident’s Care Plans being followed? Investigate as Caregiver Neglect LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS 7 What is Reportable in OTIS? Always give yourself credit through the Protective Actions for both the Accused and the Victim Treat the Summary like a Plan of Correction Include any training done as a result of the Incident Include all systems put in place to ensure that the incident does not re-occur LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS 8 OTIS Information Requests Requests for correction/clarification/ additional information in OTIS reports Made by faxed/emailed letter Reports re-opened/unlocked by removing facility/CEO finding Due date of report changed by PM when reports re-opened Facility/CEO finding date remains the same, unless you come to a new conclusion LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS 9 OTIS Information Requests Additional information requests May add to Summary as an addendum or re-write Summary to include requested information Address each specific request Send each document only once Correction/clarification requests If no correction/clarification warranted, explain in Summary LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS 10 OTIS Additional Information Requests Used to evaluate/prepare cases against Accused staff members Only information that can be used in preparing CNA cases Thorough investigation essential Used to determine any further referrals Used to determine if incident is reportable Used to evaluate thorough investigation LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS 11 OTIS Training OTIS Welcome Page: http://new.dhh.louisiana.gov/index.cfm/page/280 OTIS Training Resources: http://new.dhh.louisiana.gov/index.cfm/newsroo m/detail/1693?uuid=1303144003194 OTIS Training Website OTIS User Guide OTIS Power Point OTIS Willful Intent Flow Chart LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS 12 Contact Information Telephone: 225-342-7715 Fax: 225-342-0453 Email: [email protected] LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS 13