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ONLINE TRACKING INCIDENT SYSTEMHealth Standards SectionOctober 2010
Agenda
1. OTIS Introduction2. OTIS Internet Home Page3. OTIS News4. OTIS Passwords5. OTIS Contacts6. Data Entry7. Support
OTIS April 1, 2003
OTIS 2003
Nursing homes given option to use OTIS or fax reports
July 2006
Released a newer version of OTIS Multi agency reporting
APS – Adult Protective Services (April 2003) OCDD – Office for Citizens w/ Dev. Disabilities OAAS – Office of Aging & Adult Services ICF/DD – Intermediate Care Facilities/ DD
Assign allegations to a specific “abuser” Select outcome for each allegation
Pros & Cons
Pros
Save natural resources reduced machine maintenance Legible document Date/Time embedded on form
when submit online System tracks all changes made
to form Secure login Online reports available
Cons
Once report completed cannot alter report unless contact HSS
Passwords must be changed every 6 months or twice a year
Notify HSS when staff with access are terminated
Notify HSS to request new usernames & passwords
Internet Address
Health Standards Section’s Home Page
http:// www.dhh.louisiana.gov/offices/?ID=112
Locate “Featured Services” Click “OTIS” hyperlink
OTIS Welcome Page
OTIS News! (link) OTIS Training Resources (link)
OTIS User Guide (link) OTIS Training web site (link)
OTIS Password Rules OTIS Production Web Site (link) OTIS Production Site Status OTIS Reports (link) Contact Information
Usernames & Passwords
Usernames & Passwords
Issued by HSS Submit request to ICF/DD Program Desk
on company letterhead, signed by administrator
Allow 5 work days for processing request Same username & password can be
used to access multiple facilities One username issued for one person
(cannot be shared)
Password Rules Expire every 180 days Can change or reset password anytime
after login Receive prompt to reset password online
14 days prior to expiration date Consists of six characters. At least one
must be numeric. (No special characters - *, /, %, - , etc.)
Password Rules
Cannot reuse the last 3 passwords Locked out after 3 incorrect attempts Disabled after 180 days inactivity
Reset Password Anytime
1. Enter username and password
2. Select “Reset password”
Reset Password
Expired Passwords
Expired Password
The user is responsible for maintaining a current password at all times.
Notify HSS via fax on company letterhead, signed by administrator to request a new password.
New passwords will be issued within 5 work days via certified mail.
Expired Password - result
State Monitoring
State Monitoring
“Date Entered – Date Discovered Report” Report displays number of days between
“Date Entered” and “Date Discovered” for OTIS reports with a value > 1 day
Citation may be issued for failure to report timely
How to Create an OTIS Report
Data Entry
Preparation
1. Obtain username & password from HSS2. Print a copy of the OTIS Data Entry User
Guidea) Link to OTIS Training Resources found on
OTIS Welcome Pageb) 26 pages
3. Practice! Enter several reports in the OTIS Training Web Site (allow 30 minutes to enter first report)
Create a Practice Report
Select “OTIS Training Web Site” Logon
Incident ID
Every OTIS record receives a unique identification number.
Record this number on any hard copies associated with the report.
Refer to this number when corresponding with HSS or the Attorney General’s office.
ID is located on all data entry pages after a report is created.
Select “New incident”
Select “Save new incident”
Select “OK”
Enter Contact (Reporter)
Reporter is person who completed the incident report.
Data entry person may not be the reporter. Enter Reporter’s last name Select “Find” If person’s name was entered previously it will be
displayed in the box below “Contact last name”.
Find Contact
Select “Add”
Accused
May enter multiple Allegations, Findings & Protective Actions
Use the Return button to navigate to previous page.
Case Notes (Description & Summary
Case Notes Description Summary Recommend type notes in MS Word
first Then copy/paste into OTIS
Case Notes View
Description Text Entered
Summary
Left click “Summary” and the “>”
Enter Summary text.
CEO Finding/Determination
Enter Date & Time
Completed Report
Enter CEO finding date & time Enter outcome
If any of the allegations were valid, Outcome = Substantiated
If none were substantiated and at least one was unsubstantiated, enter “unsubstantiated.
If all were “unable to verify” enter, “unable to verify”.
Print Report
Please select the Print button location in the OTIS Report
OTIS Support for ICF/DDs
Hank Choate, Program Manager Is this reportable? Can’t submit and is Sexual Abuse or
egregious Technical
Page not displayed Server Error
Fax requests New Password, navigation assistance, delete
record, unlock record
The End
“Otis Campbell” – character from The Andy Griffith Show
1960 – 1967 Actor’s name:
Hal Smith – deceased 1/28/94
