560 likes | 579 Views
Explore the features, benefits, and procedures of the OTIS system for efficient incident tracking and reporting. Learn about data entry, user guidelines, and password rules for secure access.
E N D
OTIS Online Tracking Incident System Health Standards Section October 2010
Agenda • OTIS Introduction • OTIS Internet Home Page • OTIS News • OTIS Passwords • OTIS Contacts • Data Entry • Support
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 • 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 • 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 password2. Select “Reset password”
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.
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
Data Entry How to Create an OTIS Report
Preparation • Obtain username & password from HSS • Print a copy of the OTIS Data Entry User Guide • Link to OTIS Training Resources found on OTIS Welcome Page • 26 pages • 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.
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”
May enter multiple Allegations, Findings & Protective Actions
Case Notes (Description & Summary • Case Notes • Description • Summary • Recommend type notes in MS Word first • Then copy/paste into OTIS
Summary Left click “Summary” and the “>” Enter Summary text.