Transcript HCSIS Background - Welcome to PCCYFS

HCSIS Background
Incident Management for the
Office of Children, Youth and Families
Provider Meeting
January 30, 2007
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!
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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
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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
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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
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Who is providing input into this process?
• Department of Public Welfare
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–
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Office
Office
Office
Office
of
of
of
of
Policy Development
Children, Youth and Families
Mental Health and Substance Abuse Services
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
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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
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HCSIS Overview
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
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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)
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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.
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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)
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What is the Planned Timeline?
Initiate planning activities
(technical review,
environment planning,
current policy review,
requirements session
planning etc.)
Requirements & GSD
Detailed System Design
Code
Int. Test
User
Acceptance Test
Communications, Training and Rollout Support
• The system is expected to be available for users by April 30th
• 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
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HCSIS Overview
The HCSIS Incident
Management Process
The HCSIS Incident Management Process
Provider Updates
Report
No
Provider Files
Report
Provider
Investigation
County Reviews
Report
County
Investigation
Does the county
approve the report?
Yes
Region Reviews
Report
Region
Investigation
No
Does the region
approve the report?
Yes
Report
Closed
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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
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OCYF Incident Management Workflow & Structure—
Defined by the Workgroup at the First Meeting
Incident is
Identified
Provider Submits
Incident Report to
County & Region
Licensing Region
contacts provider
or child if needed
May trigger
licensing action or
site visit
Region documents
results of incident
review
Close Incident
Funding County
contacts provider
or child if needed
May trigger followup and/or site visit
County documents
results of incident
review
Close Incident
We understand that provider agencies are different –some will
have a person who identifies the incident report it, others will
centralize the process
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Roles in HCSIS Incident Reporting
Who submits the report?
Incident is
Identified
Provider Submits
Incident Report to
County & Region
Who starts the report
in the system?
Who documents the review?
Licensing Region
contacts provider
or child if needed
May trigger
licensing action or
site visit
Region documents
results of incident
review
Close Incident
Funding County
contacts provider
or child if needed
May trigger followup and/or site visit
County documents
results of incident
review
Close Incident
Who needs to see the
incident reports, but should
not fill out the review?
Roles provide a method to break up job responsibilities among
users at each level of the Incident Management process
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Potential Roles in Incident Management
Role
Create
Incident
Provider Point Person
X
Provider IM
Representative
X
County Point Person
(added @ mtg)
X
County IM
Representative (added
@ mtg)
X
County Incident
Reviewer
Submit
Incident
View
Incidents
X
X
X
X
X
X
County Incident Manager
Regional Incident
Reviewer
X
X
Regional Incident
Manager
Central Office Reviewer
Create
Management
Review
X
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Rolling Out the System
Implementation Considerations
There are several implementation considerations that will be
addressed in the implementation plan
Readiness Area
Outstanding Questions
Communications
•Who are your stakeholders?
•What messages do they need to receive?
•What is the best way to communicate?
PreImplementation
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?
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Pre-implementation Activities
Preparation for implementation needs to begin several months
prior to the go-live date
Areas of Concern
2-3 Months
Prior to Implementation
1 Month
Prior to Implementation
• Communicate!
•Communicate!
• Assess sites’ technical readiness
•Conduct end user training
• Identify liaisons
•Distribute user ids
• Create “Day Zero Data”
•Validate “Day Zero Data”
• Identify users
•Train help desk
• Complete role mapping activities
•Monitor and resolve issues
• Create user Ids
• Register users in Learning
Management System (LMS)
• Complete pre-requisite training
We have developed multiple tools to support these activities including
checklists, scorecards and user readiness surveys
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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 golive 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
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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 20th
• JDCAP Meeting March13th
• PCCYFS Annual Spring Conference Presentation
March 29th
• Communications through the associations
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Feedback!
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
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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.
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Questions?