OTIS Reporting LABENFA Workshop

1. OTIS ReportingLABENFA Workshop 6/28/2012

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. OTIS Training • OTIS Welcome Page: • http://new.dhh.louisiana.gov/index.cfm/page/280 • OTIS Training Resources: • http://new.dhh.louisiana.gov/index.cfm/newsroom/detail/1693?uuid=1303144003194 • OTIS Training Website • OTIS User Guide • OTIS Power Point • OTIS Willful Intent Flow Chart LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS

13. Contact Information • Telephone: 225-342-7715 • Fax: 225-342-0453 • Email: Denise.Traylor@LA.GOV LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS