The Quarterly Release of maintenance items for the Home and Community Services Information System (HCSIS)/Enterprise Incident Management (EIM) goes live on June 24, 2023. The Release Newsletter has been posted to the HCSIS Learning Management System (LMS). You can also view the newsletter here. Please log in to LMS and visit the “HCSIS Communique” link to review the newsletter and all communications.
The Office of Long-Term Living’s (OLTL) Bureau of Coordinated and Integrated Services (BCIS) has announced the dates and times of the mandatory upcoming Critical Incident Reporting Training webinars. The purpose of the webinar is to provide guidance to Home and Community-Based Services (HCBS) Direct Service Providers and Service Coordinators regarding timely reporting of critical incidents using the Enterprise Incident Management (EIM) system and to review:
The webinar dates and times are below. The requirement is to attend one of the sessions.
March 7, 2023: 9:30 am – 11:30 am
Register by March 1, 2023
Registration for March 7, 2023, Morning Session
March 7, 2023: 1:30 pm – 3:30 pm
Register by March 1, 2023
Registration for March 7, 2023, Afternoon Session
March 9, 2023: 9:30 am – 11:30 am
Register by March 3, 2023
Registration for the March 9, 2023, Morning Session
March 15, 2023: 9:30 am – 11:30 am
Register by March 8, 2023
Registration for the March 15, 2023, Morning Session
Within a few days after registering, you will receive a confirmation email containing information about joining the webinar. Please email OLTL should you have any questions or concerns.
ODP Announcement 23-007 is to inform Providers, Supports Coordinator Organizations (SCOs), and County/Administrative Entities (AEs) that report or manage incidents in the EIM system, including those who are designated as Incident Management Representatives, that enhancements have been made to the EIM system.
On Saturday, January 14, 2023, the Office of Developmental Programs (ODP) released enhancements within the EIM system. With this release, EIM users will benefit from updates that have been made to the system related to medication errors. To facilitate medication error trending and oversight, updates were made to the Medication Error Incident Report and a medication error visual analytic dashboard was created. In addition, a new EIM Medication Error canned report was created to facilitate the use of the Medication Error Dashboard and the analysis of medication errors.
For more specific information related the changes, please reference the HCSIS Release 90.10 Newsletter, pages 25-31.
The Home and Community Services Information System (HCSIS)/Enterprise Incident Management (EIM) Quarterly Release goes live on January 14, 2023. For additional information about this release, please refer to the latest newsletter.
A message from Deputy Secretary Ahrens:
Dear Administrative Entity Staff and Providers,
The purpose of this message is to notify Administrative Entities (AE) and providers of Community Participation Supports (CPS) that as of July 15, 2022, the routine reporting to AEs and/or the applicable regional office of ODP on the operating status of CPS programs is no longer required. ODP is initiating a new mechanism for data collection on the status of CPS programs.
Going forward, ODP will periodically issue a brief survey to providers to collect information on areas of program operation, including but not limited to:
The frequency of these surveys is dependent on changes in pandemic and workforce dynamics but will not exceed once a quarter.
ODP will also provide a list of individuals currently authorized for CPS services who have not utilized CPS services at the time of the survey being released. The survey will ask specific questions related to why the individual has not utilized the CPS service as authorized. The first provider survey is targeted for release August 1, 2022. CPS providers will have up to 30 days to complete the survey. Raw data from the survey will be provided to AEs. Summary data will be shared with stakeholders.
Please note: For CPS providers who still have locations closed, we ask that you complete the survey and notify the appropriate AE and/or ODP regional office prior to any program reopening.
Additionally, any program closure should be reported in EIM per the ODP Incident Management Bulletin.
Thank you for your cooperation as we seek to use more efficient methods of collecting program information in order to improve access for those in need of services.
ODP will be sharing this notice on ODP’s Provider Listserv and with the Provider associations. To ensure all CPS providers are aware, AEs, please ensure the CPS providers in your area receive this notice.
Please direct questions to the appropriate regional CPS lead.
ODP Announcement 22-012 provides information regarding the Office of Developmental Programs (ODP) Bulletin 00-21-02, Incident Management, including the specific roles and responsibilities for Supports Coordination Organizations (SCOs). On June 25, 2021, ODP released Announcement 21-049 to clarify that SCOs were not expected to report more than what they were currently reporting until further notice. ODP is clarifying that announcement 21-049 does not apply to the Adult Autism Waiver (AAW).
SCOs serving individuals in the AAW have always been required to report all incidents that occurred in the absence of a provider rendering services at the time of the incident or if the target of an investigation is not an employee or volunteer of a provider organization. There has been no change in those requirements.
This data is critical to evaluating AAW program outcomes. Please note that with the release of ODP Bulletin 00-21-02 that was effective July 1, 2021, two new categories, Passive Neglect and Self-Neglect can be used to report incidents that were previously reported as Neglect when applicable. For further clarification on Passive Neglect and Self-Neglect, refer to the Learning Management System (LMS) for the recorded module on Enterprise Incident Management (EIM) System Changes, County Management and SC Incidents.
The SCO has a responsibility to respond to and assess emergency situations and incidents as well as assure that appropriate actions are taken to protect the health and welfare of participants. Incident management activities that are the responsibility of and completed by the SCO are billable activities. Billable incident management activities are considered part of the SCO’s function of location, coordinating, and monitoring.
SCOs are responsible for checking alerts generated by Enterprise Incident Management (EIM) that identify incidents entered for participants receiving services through their organization. SCOs shall monitor individual incidents in EIM and make recommendations to ODP regarding the appropriateness and effectiveness of the provider’s actions taken to protect the health and safety of the participant as described in the initial incident report. They must also monitor final EIM incident reports to determine if corrective actions are appropriate, revisions to the Individual Service Plans (ISP) are needed, or additional monitoring of the situation is necessary. Monitoring of incidents by the SCO is integral in helping the ODP incident management reviewer in making a determination regarding the approval or disapproval of the incident report.
For targeted technical assistance or questions, please contact ODP’s Bureau of Supports for Autism and Special Populations’ Provider Support mailbox.
The Office of Long-Term Living (OLTL) has issued additional guidance on the Enterprise Incident Management (EIM) Enhancements.
As stated in the ListServ communication sent on November 24, 2021, Critical Incident Report Extensions changes will be implemented in the EIM system on December 11, 2021. Once the maximum number of allowed extensions is reached, providers and service coordinators (SCs) will need to contact OLTL if additional extensions are needed.
When requesting incident report extensions, please follow these instructions:
OLTL staff will respond to extension requests within 3 business days by replying to the requestor to let them know if the request was approved or rejected. If rejected, the reason for the rejection will be included in the response. If approved, OLTL staff will enter the extension in EIM.
OLTL has drafted a form to use in the near future. Once the form is approved, providers will be notified. Any questions regarding the information should be directed here.
The Home and Community Services Information System (HCSIS)/Enterprise Incident Management (EIM) Quarterly Release goes live on December 11, 2021. The Release Newsletter has been posted to the HCSIS Learning Management System (LMS). The newsletter is also here. Please log in to LMS and click on the “HCSIS Release 85.00 Newsletter” link to review this and all newsletters. If you do not have access to LMS, please contact your agency’s Business Partner Administrator (BP Admin), which would be the person that gave you HCSIS/EIM access.
If you have any questions regarding this email, please contact the OLTL EIM resource account.
ODP Announcement 21-089 informs stakeholders that additional incident extension notifications can be entered into the Enterprise Incident Management (EIM) directly by providers and SCOs who initiate incidents.
In recognition of the ongoing impacts of the COVID-19 pandemic and the Office of Developmental Program’s (ODP) commitment to supporting providers, ODP is adjusting the limits that were introduced on September 11, 2021, to allow for additional internal notifications of the need for extensions in EIM. Effective December 7, 2021, providers and SCOs can enter a total of six 30-day extensions for each incident they initiate, regardless of primary category. Providers are advised that ODP monitors all facets of incident management standards, including those that are not managed in accordance with timeframes and standards established in policy. This also includes when final section documents are initiated, reasons for extensions, patterns of extension use, and patterns of incident disapprovals by management reviewers. Providers with a notable volume of such incidents or that demonstrate patterns indicative of concerning practices will receive technical assistance directly from ODP.
Included with this announcement are the following resources:
ODP Announcement 21-083 provides some guidance to providers when determining whether an event involving staff employed by the provider constitutes alleged neglect in accordance with the Office of Developmental Programs’ (ODP) regulations such that it must be reported as an incident in the Enterprise Incident Management (EIM) system. This announcement also provides guidance about applying regulatory requirements related to complaint management when an event does not require reporting as an incident of alleged neglect.
When alleged neglect is reported for events that do not meet the criteria, it compromises ODP’s ability to identify and act on events that do constitute neglect or an allegation of neglect. When an event does not meet such criteria, providers should address and manage the event as a complaint in accordance with applicable regulatory requirements. A report of alleged neglect should not be filed when a service was not rendered due to the absence of direct care staff and the absence did not place the individual at a health or safety risk. In this circumstance, a provider should follow their complaint management process as opposed to filing a reportable incident.
For more information regarding compliant management and incident reporting, see ODP Announcement 21-083.
