IRMA and the Incident Management Process

Transcription

1 IRMA and the Incident Management Process January 2014 Justice Center Changes Overview Protection of People with Special Needs Act Creation of a new agency, the NYS Justice Center for the Protection of People with Special Needs New incident classifications and definitions in Part 624 Addition of Part

2 Justice Center Changes Overview Reportable incidents in programs certified or operated by OPWDD that are reported to the Justice Center are not entered into IRMA by the agency the process is initiated by the JC. Reportable Incidents (Abuse/Neglect and Significant Incidents) that occur in programs operated or certified by OPWDD must be reported to the Justice Center. 3 Justice Center Changes Overview OPWDD Notification is required for all 624 incidents, except Minor Notable Occurrences. For incidents where notification to the Justice Center is required, both notifications must be completed. OPWDD notification for 625 events is made via IRMA. 4 2

3 Justice Center Changes Overview Notification cheat sheets for 624, 625 and deaths and other helpful resources are available at: / / incident_management/justice_center 5 IRMA Login 6 3

4 IRMA Login 7 Summary of Incidents Justice Center Tab (JC) Incidents created in IRMA from the Justice Center via an XML file J Icon (Left) Indicates that the incident originated from the Justice Center and the investigation is being completed by the Justice Center A Icon Indicates that the incident has been delegated to the provider Agency for investigation OPWDD Icon Indicates that the incident has been delegated to OPWDD Office of Investigations and Internal Affairs for investigation 8 4

5 Summary of Incidents NEW New incident received by Justice Center OPEN Agency has entered initial details of incident PENDING CLOSURE Error has occurred during transmission of info back to the JC CLOSED All required fields have been completed by the agency and incident is closed. 9 Summary of Incidents Justice Center Tab From the summary of incidents page you can take the following actions by clicking the corresponding icon in the far right (Action) column: Incident View Incident Edit Review page Communicate with OPWDD IMU staff regarding this incident J Icon (Right) Opens a new window and displays the information that was sent to IRMA by the Justice Center. 10 5

6 Summary of Incidents New Incidents tab This tab will display all incidents that have been entered din the timeframe selected (24 hours, 48 hours, one week or custom date range). Incidents can be narrowed down by category, or all incidents can be displayed with a summary as in the screenshot at right. For ICF incidents, the master incident number will be displayed in RED. Incidents on the JC tab will move to this tab after the initial details and individual(s) are added. 11 Summary of Incidents Review Incidents tab This view displays incidents for which there is an active conversation between the agency and OPWDD IMU staff. The conversation can be viewed or updated by clicking on the blue review page icon in the far right column. 12 6

7 Review Incidents Conversation Page Clicking on the blue icon on the summary of incidents page will bring up this page for the incident. A message can be left for OPWDD IMU staff by typing in the box under conversation to date and hitting the return or enter key. Entries are time and date stamped and cannot be dl deleted. d 13 Summary of Incidents Reporting Update Tab Incidents that have not been closed within 30 days will appear on this page and require an update on the status of the investigation. Clicking on the edit icon in this view will go directly to the reporting updates page so that an update can be added. Updates willcontinue to be requested after the investigation is complete if the incident is not closed. 14 7

8 Summary of Incidents J Icon (Right) Clicking this icon will present the user with the information that was sent to IRMA from the Justice Center. If duplicate incidents have been linked by IMU staff, they will all be shown together. The view can be expanded to show the complete file by clicking the arrow on the left hand side. Any updates that are made by the Justice Center to the original information will be displayed in RED. 15 Process for 625 Events/Situations 625 Events/Situations Do not require the same level of detail as a 624 incident 625 events will only require the following tabs: Details, Individual, Investigation, and Corrective Measures Will generally always be delegated to the agency for investigation 16 8

9 Incident Details Program/Site, Location and Reported/Discovered dates are required to create an incident. Did this incident occur under the auspices of OPWDD or provider agency? Yes Part 624 Regulation No Part 625 Regulation If an incident originates from the Justice Center, the Justice Center Preliminary Report field cannot be altered. All required fields on this page must be entered before going to Individual tab. 17 Involved Persons In this view persons involved in the incident may be added. The involved person types are Person Making Allegation, Person Present, Person Reporting and Target of Allegation of Abuse. Sub Types are Family Member, Individual, Staff (agency or contract), Volunteer or Other. Full names of targets are required to be entered for Reportable Abuse/Neglect. 18 9

10 Individual Select Category/Classification The agency cannot change the category that the Justice Center has chosen. If the incident is a reportable significant incident as in the example on the right, one of those classifications must be chosen. Adding Individuals VPCR Individuals will display the individual names that were reported to the Justice Center. The list of individuals that can be added is generated from the individuals id that are enrolled in the program in the Tracking and Billing (TABS) system. 19 Individual Details Possible crime against individual by custodian? and Law Enforcement Notified are required fields to close the incident. When Law Enforcement Notified? is answered yes, Law Enforcement will be a required notification in the Notifications tab. OPWDD requires all incidents of physical and sexual abuse and any possible crimes to be reported to local law enforcement

11 Initial Findings In this section the contributing factor(s) to the incident and immediate individual protections must be entered, as well as the staff persons who have provided and reviewed the incident information. If there are multiple individuals involved in the incident, protections will need to be entered separately for each person. If yes is selected under additional steps taken, a text box will appear to provide future details. Routine data is collected from the contributing factors field and is very important for use in quality improvement efforts. 21 Physical Findings Any injuries or medical examinations related to the incident should be documented in this section (Page 1). If any injuries are documented and/or a medical examination took place, then Page 2 and Medical Exam Findings must also be completed

12 Physical Findings If an injury was documented on Page 1 of Physical Findings, then Page 2 must be completed. The location of each injury selected on Page 1 is documented by clicking on the corresponding section on the body map. Multiple body parts can be selected for each injury type if indicated. 23 Physical Findings If the question, Was the individual examined by a health care professional? is answered yes on Page 1, the medical exam findings page must be completed. The minimum information that is required is the date, location and description of the exam. The name and title of the examiner should also be completed if known

13 Reporting Deaths Deaths in programs certified or operated by OPWDD are to be reported to the Justice Center via the death reporting line, (855) They should only be called into the VPCR if the death is a potential allegation of abuse or neglect. Unlike other Justice Center incidents, an incident is not automatically generated for a death and must be entered into IRMA manually by the reporting agency. Effective 1/22/2014, IRMA will be updated to change the name of the QCC100 to Report of Death. 25 QCC 100/Report of Death The QCC 100 must be completed for all deaths. Please be sure to complete all four sections to the best of your ability with the information that is available. After the form is completed, click on the E mail link to submit the form. This sends an to OPWDD and the Justice Center to inform us that it is complete. You can submit the form as many times as necessary as additional information becomes available. This is the only form that needs to be completed and it must be completed via IRMA. Do not complete the paper form that is on the Justice Center web site. It is not required for OPWDD providers

14 Notifications All of the required notifications (based on the type of incident and type of program) will automatically appear. Navigate between the notifications by clicking on the link for each one. All notifications must be completed in order to close the incident. Be sure to fill out all required fields, including BOTH first and last name. If there is more than one individual, notification details may be applied to two or more by checking the apply above data box. 27 Special Notifications If Special Notifications (i.e., Jonathan s Law) are required, the link will appear in the green bar. Special notifications are required for all types of incidents except Occurrences regardless of delegation and are not required for Part 625 Events/Situations. If the response to any of the questions is yes, additional fields will pop up requesting additional details. Printable 147 and 148 forms can be obtained by clicking on the links to the left of the individual s name. These forms are also able to be redacted within the application prior to printing

15 Investigation The investigation page has three sections. The text of the investigation should be entered on this page, as well as the dates indicated and the name of the investigator. All fields on this page must be completed in order to close the incident. The fields edsno longer have aeany ysize limits. 29 Investigation Findings The previous Disposition tab for allegations of abuse has been replaced by Findings. Inconclusive is no longer a valid finding the only options are Substantiated and Unsubstantiated. Multiple findings may be entered. A classification, finding, and target must be selected for each finding. If a target was not entered in Involved Persons at the time the incident was created, it can be added or changed from this page by clicking the Add/Edit Target link. This will bring up the Add Target window shown at bottom right

16 Investigation Reporting Updates For Reportable Incidents and Serious Notable Occurrences, updates must be provided if the incident is not closed after 30 days. The system will continue to request updates after the investigation is entered if the incident is not closed. SRC minutes may be used as an update. Recently entered minutes will be available to select by checking the box. 31 Justice Center Investigations Investigations for all Reportable Abuse/Neglect cases that are being investigated by the agency must be submitted for upload to the Justice Center VPCR system. The investigation packet should include the OPWDD Form 158 Submission Form, the notice to the target of the allegation, the SCR request form and the OPWDD Form 149 Required Investigative Format, and all supporting documentation and relevant correspondence. The complete packet should be ed to and clearly state which Master Incident Number the information is for

17 Corrective Measures Each corrective measure selected will bring up Title and Description text boxes to indicate the person responsible and a description of the action taken. In order to close the incident, at least one Administrative and one Consumer Specific action must be selected, and Approved by CEO or Designee must be checked. 33 Pending Closure Pending Closure incidents can be found by clicking on the link on the main agency menu. The number of pending closure incidents is displayed in parentheses. A status of pending closure indicates that an error occurred during transmission of data back to the JC when the incident was closed. This is most commonly caused by either a change in the original JC category or missing data. The link will bring you to a list of pending closure incidents which can then be edited and closed

18 Miscellaneous Notes Up to date information, resources and contact information for Incident Management Unit staff can be found on our website: Please keep your passwords active; they will become inactive if not used for 90 days. Passwords can be reset by visiting and clicking forgot password or contacting the Help Desk at IRMA has been tested for functionality in Internet Explorer 8. Other web browsers (e.g., Chrome, Firefox) have not been tested and their use could result in unexpected application errors. Please send requests for IRMA access and technical support to Multiple staff have access to this account and the first available person will address your request. Please be sure to include the incident number and a detailed description of your issue