0 Discuss critical incidents and importance of reporting them, using information learned
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- Ronald Ball
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2 Purpose of this Forum 0 Discuss critical incidents and importance of reporting them, using information learned 0 Review DMHAS policy and procedure around critical incidents 0 Introduce new online incident reporting system going online on October 1, Explain how to gain access to system and who should be involved in critical incident reporting 0 Answer questions and address issues
3 What IS a critical incident? Critical incidents are defined as incidents which may have a serious or potential serious impact on: 0 DMHAS clients 0 DMHAS or PNP contracted staff 0 State operated or contracted facilities 0 The public OR 0 Anything else may bring about adverse publicity
4 Examples 0 A client at a methadone maintenance clinic stops coming in for her regular dose. A few days later, clinic staff notice her obituary in the local newspaper. 0 Residents of a group home are awakened by a smoke alarm and are evacuated to a safe area. They are allowed back in the building after it is declared safe by the fire department. 0 A man receiving detox services complains of rapid heartbeat and shortness of breath and is taken to the emergency department for assessment.
5 Examples, continued 0 A young man comes in to the program office in an agitated state. He makes threatening statements about his counselor and will not calm down. Staff call the police. 0 A supported housing client is found unresponsive in her bed by a visiting nurse. 0 FBI agents visit a man who receives case management services from a state operated LMHA. This consumer has been sending threatening letters to various public officials, including the governor.
6 Benefits of Critical Incident Reporting 0 Did you know that critical incident reporting was invented during WWII as a way to understand the causes of airplane crashes? (Branch, 2005) 0 Debriefing tool to process event 0 Used in medical and nursing schools 0 Anecdotal information, when collected, can coalesce into patterns that can be analyzed 0 Tool for quality monitoring and improvement on multiple levels 0 Heads up for DMHAS as responsible entity
7 What is required by DMHAS? 0 Information about the nature of the incident (when, where, who, what) 0 Timely reporting to the Office of the Commissioner 0 Not intended to supplant any other reporting requirements, e.g. Department of Public Health, the Connecticut Occupational Health and Safety Administration 0 Should not be superseded by other reporting requirements
8 What is required by DMHAS? 0 Verbal Report within three (3) hours of the incident (or learning of the incident) to the DMHAS Critical Incident Line: (860) (within reason)* 0 If a Verbal Report is to be made after hours, call the Connecticut Valley Hospital switchboard for assistance: (860) * 0 Within one (1) business day, the Written Report should be made to Office of the Commissioner * These requirements will remain the same.
9 Current Reporting Procedure 0 A paper form is completed and faxed to a secure fax line in OOC s Community Services Division. 0 The faxed report is reviewed by the Director of CSD or her delegate. 0 The report is brought over to staff in the Evaluation, Quality Management, and Improvement Division. 0 EQMI staff enter data from the paper form into an Access 2003 database (ouch!) 0 CONS: Reports often handwritten; delay in data entry and dissemination of info to senior management and other DMHAS staff.
10 New Reporting Procedure 0 User at the LMHA or Addiction Service provider agency logs into the Critical Incident Application in the DDaP Portal 0 Critical incident report is entered into online webbased application 0 Once data entry is complete, automated alerts are sent to DMHAS senior management and regional managers 0 PROS: No more faxing; information gets to where it needs to be faster; online data collection form allows for client search and information retrieval (less work)
11 Anticipated Improvements 0 Security data is entered directly into online site secured by VPN (Virtual Private Network) 0 Improved speed and quality of notification - most fields are required in the online system, so missing data will be reduced 0 Legibility no more handwriting! 0 Reduced time needed to report- user will be able to look up client in system; no need to input redundant information
12 What s new reporting process 0 LMHA or Addiction Service provider staff will report critical incidents through the online portal 0 OOC will no longer receive faxed reports 0 OOC will no longer handle data entry of critical incidents 0 Users will be able to update and close critical incident reports online
13 LMHAs 0 PNP Mental Health Affiliates will continue to report critical incident reports to their LMHA 0 LMHAs will identify specific users to handle critical incident reporting 0 Specified users will enter critical incident reports into online Critical Incident Application 0 LMHAs will be able to monitor, update, and close affiliates critical incident reports online
14 LMHA Affiliates (PNP MH provider agencies) 0 Continue reporting critical incidents to designated LMHA contacts 0 Use new internal form to standardize reporting to LMHAs (
15 Addiction Service Providers 0 Addiction Service Providers will identify specific users to handle critical incident reporting 0 Specified users will enter critical incident reports into online Critical Incident Application 0 Addiction Service Providers will be able to monitor, update, and close critical incident reports online
16 Incident Report Data Entry - Initial
17 Search by client name or SSN
18 Entering client information
19 Incident Report Data Entry - Closure
20 Sample Summary Report
21 Access to New System 0 Users will need to apply for additional access and have their request signed off at their location 0 Access Form is available on the Critical Incident website : 0 Like other applications available through the DDaP Portal (DDaP, EDW, VATS, Consumer Satisfaction), you will need a token for access
22 Training 0 Training dates may be found here: 0 More dates may be added based on demand
23 Start Date We will be using the Critical Incident Reporting System starting Wednesday, October 1, 2014
24 Critical Incident Website Contact information, memos, forms, news
25 Thank You Any Questions?
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