An integrated system that facilitates the management of information in key areas

Affords consistency across the state Expedites communication and processes Increases overall service effectiveness

HCSIS = Home and Community Services Information System

HCSIS: A Component of DMRIS

Is a web based individual information system to be used by both DMR and providers of services

Is geared to capture important events and health care information for individuals served by DMR

MODULES COVERED IN HCSIS

Death Reporting Event Management

National Core Indicator Survey

Provider Sign-Up

User Administration

Health Care Record

Event/ Incident Management

Incident reporting

Restraint reporting

Medication occurrences

Optional Reporting

Incident Management: Component of Quality Management System

Shift from incident reporting to incident management

Procedures similar to current system

Serves important functions: Identifies adverse events Notifies key people Prompts action and response to

protect and to minimize risk Analyzes trends and patterns leading

to service improvements

Incident Management Process

Closure Review

Agreement

DMR

and

Agency Provider

I-Report

Development of Incident Management Process

Goal to integrate various existing processes

Input from stakeholders including DMR and DMR- Provider Partnership Committee

Most processes, including restraint reporting and medication occurrences remain the same

Incident Reporting System enhanced into Incident Management System

Incident reporting

•Today's training is on the newly written form for reporting incidents-- generally completed by the direct support staff. •Is not a training on the technical use of HCSIS.

Incident Management Business Process Training and Support

DMR Training Staff conducting actual training

DMR Content Leaders are available resources for answering questions and providing additional information about the incident management system

Reason for roll-out of Incident Management System as paper process first

Incident Report Form

Site-Based Incident Report Form

Incident Type Categories Primary Categories

Death (sudden or unanticipated)

Suicide Attempt Unplanned Hospital

Visit Near Drowning Assault Missing Person Medical Treatment

Resulting From Injury

Property Damage Suspected

Mistreatment

Unplanned Transportation Restraint

Theft Fire Other Criminal

Activity Transportation

Accident Emergency

Relocation Other: an incident

that does not easily fit into one of the incident types

Secondary Incidents Type Category Helps the reporter by specifying the adverse

event that has occurred, for example : Unplanned Hospital Visit Medical Hospitalization Psychiatric Hospitalization E.R. Visit With Treatment Provided

But No Admission E.R. Visit With No Treatment, No

Admission

Secondary Incidents Type Category Death

Accidental

Suicide Unusual

Circumstances

Suicide Attempt First Known

Attempt Repeat Attempt

Assault Sexual Assault –

Victim Sexual Assault –

Alleged Perpetrator

Physical Assault – Alleged Perpetrator

Physical Assault – Victim

Cause of Injury

Inflicted by self, by staff, by peer, by other

Environmental Restraint-Related

Type of Injury

Abrasion/Cut Fracture Poison

Affected Body Part

Ankle Eye Shoulder

Initial Treatment Provider

Self/Family LPN, RN, NP MD’s Office EMT

Location of Incident

DMR Residence Individual’s Family Home Day Service Community Activity

Incident Location Detail

Bedroom Yard Vehicle

Relation to Individual

Reporting Provider Staff Individual/Consumer Relative

Hospital Occurrence

Death Admission to ICU/CCU Surgical Procedure Psychiatric Admission

Discharge Instructions

Increase in medication (compared to medications before admission)

Instructions on when to contact the health care practitioner

Wound care Transferred to rehabilitation or

nursing facility

Current Status

Change in daily living capabilities – lower than before hospitalization

New Health status-temporary condition that will get better

New Health status – permanent condition, not changing

New health status – terminal condition

Follow-Up Appointments

Primary Care Physician (PCP) Specialist Outpatient/ Admitting

psychiatrist

HCSIS Deployment

March, 2006, pilot of electronic HCSIS scheduled for roll-out in the Northeast Region

July, 2006, full implementation of electronic HCSIS scheduled.

DMR Web Page

Under Publications you will find all the

handouts and HCSIS Alerts

www.Mass.gov/ DMR