Incident Response Improvement System (IRIS)

Incident Response Improvement System (IRIS)

What is IRIS? Incident Response Improvement System (IRIS) This is a web based incident reporting system for reporting and documenting responses to Level II & III incidents involving individuals that receive Mental Health, Intellectual/Developmental Disabilities and Substance Abuse (MH/DD/SA) services.

Purpose of IRIS The purpose of IRIS is to provide a consistent process for all MH/DD/SAS providers receiving public funds to report incidents in a timely manner.

Definition of an Incident An incident as defined by NC General Statutes is any happening which is not consistent with the routine operation of a facility or service OR the routine care of a consumer that is likely to lead to adverse effects upon that consumer.

Who is Required to Report? All Category A and B Providers are REQUIRED to report any adverse event which is not considered consistent with the routine operation of a facility or service or the routine care of a consumer. Category A Providers: providers licensed under NC General Statutes 122c (except Hospitals) Category B Providers: providers of non-licensed periodic or community based MH/DD/SA services Exceptions to Reporting: Hospitals Non-Licensed Facilities

Levels of Incident Reporting There are three levels of incident reporting: Level I: No significant threat to health and safety Level II: Threat to health and safety of a consumer or others Level III: Results in Death/permanent physical/psychological impairment to or by a consumer

Submission Requirements All incidents must be documented and submitted within the required timeframe. Staff with the most knowledge about the incident should complete the report. Level I: Providers maintain at agency; Level II & III incidents: submit using the North Carolina Incident Response Improvement web-based System (IRIS) within the required timeframe.

Reporting Timelines Level II Written report - submit within 72 hours of provider learning of the incident. Level III Verbal report to the HOST LME/MCOI and HOME LME/MCO as soon as possible upon learning of the incident but no longer than 24 hours. Written report - submit within 72 hours of learning of the incident. Death within 7 days of seclusion or restraint submit report immediately.

Data Entered into IRIS 1. Provider Information including name, address of facility, county of residence, home/host LME information. 2. Incident Information including date & location of incident, service types received by individual 3. Consumer Information tabs including individual service data; hospital admissions/discharges; provider involvement tabs; diagnostic information. 4. Type of Incident 5. Death Reporting Information 6. Restrictive Interventions & Staff Involvement 7. Injury of Individuals 8. Medication Errors

Data Entered into IRIS cont. Alleged Abuse, Neglect & Exploitation Consumer Behaviors Suspension/Expulsion Fire Information Reporting of Authorities Contacted Comment Section for Provider Incidents Supervisory Actions involving Staff Health Care Personnel Registry

Web Submission Tips All provider agencies are REQUIRED to have an IRIS login (user name & password) to access the incident report forms. The person most knowledgeable about the incident should complete the incident report. NPI number- National Provider Identification Number License Number- The license number of the facility or group home where the incident occurred. ALWAYS print a copy of the report for your records & maintain the incident report number assigned by IRIS. SAVE your data after entering it into each tab.

Updating Reports Incident reports should be submitted within the required timeframe Use the comment section to note that additional information will be submitted. When additional information is obtained the original report should be updated and resubmitted Updated information must be submitted even if the new information does not change the incident level CenterPoint Human Services staff may also request additional information (progress notes, death certificate, discharge summaries, etc.)

Notification Depending on the type of Incident the following authorities should be contacted: Notified by the provider/person completing report: DSS (Abuse/Neglect/Exploitation) Law Enforcement Agency Parent/Guardian Clinical Home/Treatment Plan Team Notified by IRIS: Division of Health Service Regulation (DHSR) Healthcare Personnel Registry (HCPR) Home and Host LME

Confidentiality All incident reports are confidential and protected by G.S. 122C-30, G.S. 122C-31, G.S. 122C-191, G.S. 122C-192 Incident reports are quality assurance administrative forms and should not be filed in a consumer s medical record.

Quarterly Provider Incident Report Providers are required to report aggregate information on Level I incidents to the Host LME quarterly. Level 1 Restrictive interventions Medication Errors Search and Seizures Category A and B Providers must also submit a Quarterly Provider Incident Report each quarter (due the 10 th day of the month following the quarter) which summarizes Level I as well as Level II and III incident data per provider site.

Important Information Link to Incident Reporting page on the NC Division of MH/DD/SAS website: http://www.ncdhhs.gov/mhddsas/providers/ncincidentresponse/index.htm CenterPoint contacts for submission of Provider Quarterly Incident Reports and technical assistance / questions regarding Incident reporting and IRIS: Karen Dingwall Claudia Salgado Provider Relations Specialist Provider Relations Specialist kdingwall@cphs.org csalgado@cphs.org 336-714-9116 336-714-9133 Fax: 336-778-3547 Fax: 336-778-3547

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