QuickBase ALR Incident Reporting Statewide Deployment

1. QuickBase ALR Incident Reporting Statewide Deployment Wed June 5th @ 11am Conference Call Dial-In: (888) 757-2790 Passcode: 770-915

2. Today we will discuss • Objective • Overview • Status • Deployment steps • Questions? Today’s Conference Call With as many as 200 ALRs participating, your phones will be muted when we begin. We will open up the line for hellos and Q&A. Use the website’s web-form to raise a question during the call. We’ll address your questions during the call, if possible, or shortly afterwards.

3. Objective: Implementation ALR Certification Unit is implementing a new business process for automated Incident Reporting • Current process • Record facts about an incident on paper form • Fax or email an Incident Report • Voicemail to notify • New process • Record facts about an incident in a QuickBase record • If all required fields are filled, mark QuickBase record as “submit” • What’s not changing • Definition of a “reportable Incident” • Regulations

4. Overview: Technology, Tasks, Training, Support • Technology • QuickBase is a secure web portal, operated by Intuit • Requirements: internet-connected computer, modern browser • Tasks: what will I “do” in the system? • Create Incident Reports • Submit IR’s to CU • Use IR number • IR’s not editable after submission • Find IR’s, search • Only see IR’s from your ALR • Print, Email • Post-report follow-up information, if requested by CU, is provided *outside* of QuickBase • Set-aside, fax, postal mail OK • Never emails post-submission follow-up info • Training materials are on-line • Users will self-train using Job Aids, web videos, QuickBase materials • User Support • Issues: Access, User Accounts, Training, System Availability, Bugs • Check the ALRIR Support website first • FAQs, Announcements • Communications: please avoid email wherever possible: use Ask A Question web form • First point of contact if you need help: CU Support Expert

5. Status • QuickBase ALR Incident Reporter application in production • Functional requirements defined by ALR Certification Unit • Secure, easy-to-use • Incident Report form 1.2 in use statewide since March • Data elements exactly match QuickBase, so everyone is already familiar with QuickBase data elements • Incidents coded by Type & Sub-Type. Major types are • Abuse, neglect or exploitation • Acute health or behavioral emergency • Adverse Medication Event • Death • Elopement • Fall or Suspected Fall • Facility-Wide emergency event • Seven ALRs using QuickBase as pilot since Feb 2013 • Feedback is positive, no ALR concerns registered • A hurdle is delivery of post-report follow-up info requested by CU – not via QuickBase • Process work-around in place • Future system enhancement • IR form 1.3 released in a few days • Obsolete, only to be used if QuickBase is unavailable

6. Statewide deployment steps • (1) Identify an ALR Point-Person to guide your ALR through implementation. • (2) Identify the people who will be creating & submitting Incident Reports • (3) Record all User Account information on web-form • (4) Review the ALR-IR Support website • (5) All users: receive invitation email, account setup, and first login. • (6) All users: review Job Aids and QuickBase training materials. • (7) ALR signoff declaring that the ALR has converted to QuickBase.

7. First steps: identify point-person & all Incident Reporters • (1) Identify an ALR Point-Person to guide your ALR through implementation. • (2) Identify the people who will be creating & submitting Incident Reports • (3) Record all User Account information User Requests received *after* June 5th New requests or changes to submitted user requests through the web-form will be processed as a group after on-time requests are processed.

8. Next: All users first login, train, & practice • (4) Review the ALR-IR Support website • (Action Item: All ALR Users) • Check the website at http://alrir.800ageinfo.com for Announcements, Answers to Frequently Asked Questions, Support Information, Job Aids and other training information. • (5) All users: receive invitation email, then user account creation, account setup, and first login. • (Action Item: All ALR Users) • Users receive QuickBase Invitation emails within three (3) business days after User Information deadline • One-time tasks: From invitation email, user will register, set security questions, and first login • (6) All users: review Job Aids and QuickBase training materials. • (Action Item: All ALR Users) • Self-training is managed & monitored by ALR point-person • Gather as a group to review the new system, verify that all computers can access QuickBase, print out job aids for reference. Practice performing a password reset, review required fields, review the distinction between saved & submitted Incident Reports. Important Note: Do not submit incident reports via QuickBase until *after* ALR Signoff (Step-7)

9. Step (7) Signoff declaring ALR has converted • The ALR Point-Person & Executive Director confirm that all ALR Users are able to use QuickBase • The sign-off declares that the ALR will use QuickBase for timely incident reporting per 651 CMR 12.04(11)(c) and (d). • Faxes/email will not be used for IR submission, except in case of service outage. • ALR Action Item: deadline for ALR signoff is one week after receipt of QuickBase account information. • Timely reporting during service outage: • ALR may fax/ email/ voicemail paper form v1.3 • Indicate reason QuickBase was not used • but must later enter the QuickBase record • Checklist • ALR point-person verifies that all identified ALR Reporters can • Login • Reset their own password • Recognize required fields • Understand Save vs. Submit • Checklist to be updated

10. Questions? Ask us. • Use this web form to ask or comment, instead of email. • This will enable us to more easily delegate and respond to the user community • Common themes will be identified and published to the website’s FAQ – Frequently Asked Questions section.