Provider Human Rights Coordinator Role Accessing HCSIS to
Support Human Rights Committee Reviews September 11, 2013
Slide 2
2 Overview - Human Rights Coordinator This presentation is
concerned with the role and responsibilities of the Human Rights
Coordinator. The scope of this role captures and organizes
reporting information from HCSIS and documents the findings of the
Human Rights Committee in HCSIS as required. The Human Rights
Coordinator is a liaison between the HR Committee and the
administration of the Providing agency. It is the task of the
Coordinator to gather, compile, and organize reports from several
sources within HCSIS: Restraint reporting Incident reports
Medication Occurrence Reports as requested Investigative
information as is appropriate and necessary for presentation to the
HR Committee. The HR Committee is concerned with all elements of
limitation of movement; including restraints, Supports and Health
Related Protections, as well as transportation restraints and
Limitation Of Movement in Behavior Plans. The Coordinator supports
the Committee role as party to complaints and may also ask for
other HCSIS information at its discretion
Slide 3
3 Finding Limitations of Movement Emergency restraints
[recorded in HCSIS] Supports (115 CMR 5.12) [not recorded in HCSIS,
but in ISP] Health Related Protection [not recorded in HCSIS, Dr.s
order, should consider in ISP] Transportation restraint emergency
use of restraint (force over active resistance) during
transportation. [recorded in HCSIS Restraint Database]
Slide 4
4 Finding Limitations of Movement [cont.] - Un-Planned
transportation restraint event instituted by providing agency in
anticipation of safety concern without ISP Team support [HCSIS
Incident report Unplanned Transportation Restraint] -
Transportation Restraint [Approved ISP Modification, not in HCSIS]
Behavior modification plan [level 2 holding] in ISP - has an
identified treatment purpose in plan [not in HCSIS unless injury
occurs during intervention, or as restraint if implemented only in
an emergency, these should come to you ]
Slide 5
5 Provider Human Rights Coordinator Role The role of the Human
Rights Coordinator is to gather all pertinent information and HCSIS
reports [compile and print for distribution] for the HR Committee
for discussion and review of restraints applied to clients of a
Providing agency. This role includes recording the HR Committees
comments regarding the use of the restraint. The role also includes
read only access to Incident Management, MOR and range of
Investigations documents for presentation to the Committee as it
deems necessary. After review, the HR Coordinator enters into HCSIS
the Human Rights Committees comments concerning the use of a
restraint. Comments on other committee business should be reported
in the minutes of the meeting and advocacy follow up on issues such
as Investigations appeals etc., done as needed.
Slide 6
6 HCSIS SYSTEM ACCESS Restraint Reporting HR Committee
preparation The HR Coordinator has the following access: Update
access to the Provider Human Rights Committee Review and Comment
section of the Restraint Module Read-only access to Restraint
filing process: - Provider Restraint Report - Provider Restraint
Manager Review - Area Management Review Commissioners Review
Request and view Restraint Reports - Restraint Detail Report -
Restraint Status and other Reports
Slide 7
7 Process Management screens - Filing [Provider] and Review
[Area Office] Process Management screens Alerts are triggered at
the time a report is submitted or finalized. Alerts are real time
notifications to a specified role, e.g., an Alert is sent to the
Restraint Manager at the providing agency, letting that person
know, that a report is ready to be reviewed and finalized. Please
note: Alerts will expire after 14 days. Actual Printable Summary
which is a copy of a restraint report, and can be found through the
switchboard in Alerts or by using event numbers from Restraint
Detail report to enter into QM, IM, Data Entry Form, depending on
what is easiest given circumstances. This access facilitates the HR
Coordinator to prepare the reports and materials that are necessary
for the HR Committees review of Restraints for a specified period
of time. The Update access to the HR Committee Review and Comment
screen is to record the conclusions or findings of the HR Committee
in HCSIS.
Slide 8
8 Overview of Report Listing available to the Human Rights
Coordinator
Slide 9
9 Restraint Reports Restraint Detail - This report displays
detail records for Restraints which fit the filter criteria. The
data in the report is grouped by Individual. Summary totals are
provided for number of Restraints and the total duration of the
Restraints, etc. and includes time and date of restraints along
with position of hold. Restraint Status Report - This report
displays the status of a Restraint as well as the next step which
must be taken. The report contains detailed information regarding
the Restraint such as Event ID, Date and Time and the Individual
involved. The report must be viewed from the perspective of DDS or
of the Provider Printable Restraint Summary provides an actual copy
of the Restraint report which can be use to provide copies of the
report to the Human Rights Committee or its designates.
Slide 10
10 HCSIS SYSTEM ACCESS Restraint Reporting: HR Committee
preparation and tasks Use the Restraint Detail report to: Compile
and print documents to be reviewed by the HR Committee and /or an
appointed sub-committee. Print a copy for each member of the
committee. Print out Restraint Detail Report for established period
of Restraint Review. Print copy for each Committee or Sub-committee
member Print out one copy of each restraint to be reviewed based on
the list created in the Restraint Detail report. If Committee has
convened a sub-committee, that sub-committee should review the
individual restraints and the pattern they show in the detail
reports and prepare their impressions for the main committee on
reviewed restraints. Any sub-committee comments, concerns or
findings of the sub-committee will be reviewed and approved by main
Committee Committee reviews information from HR Coordinator or
sub-committee and documents findings on each restraint, but may
have their unique questions too. Coordinator updates HCSIS with
provider Human Rights Committee Review and Comment for each
restraint
Slide 11
11 Sample of Restraint Detail Report: Report selection
screen
Slide 12
12 Sample of Restraint Detail Report: Sample of report
output
Slide 13
13 Restraint Report Switchboard Screen Capture: Use this screen
to print out the Printable Restraint Summary for distribution to
the Human Rights Committee or its designates. Secondly, the switch
board can be used to ascertain the status of a Restraint report;
In-progress, finalized, whatever the case may be from the
perspective of the the Provider [and/or DDS.] Finally, this view
provides the status of the Provider Human Rights Committee Review
and Comment screen; in progress or finalized.
Slide 14
14 Restraint Report Screen Capture - Human Rights Committee
Review and Comment screen This view displays the screen content for
the HR Coordinator to fill out. Alerts Please note that the alerts
sent to the HRC are general and only note that a Restraint report
has been Marked Complete and Finalized. The creation of the HRC
review and comment is not dependent upon the Area Office
review.
Slide 15
15 Restraint Status Report - report selection screen: use this
report to display all reports within a given period of time and the
next step to be taken in the reporting process.
Slide 16
16 Sample of Restraint Status Report: Sample of report
output
Slide 17
17 HCSIS SYSTEM ACCESS Restraint Reporting: HR Committee
preparation and tasks Use the Provider Filing Process Management
screen to identify if there are any restraints not reported in the
detail report, because the initial restraint is in the In-Progress
status from the Providers perspective. This will enable you to be
aware of restraints from the period you are reviewing that havent
been fully processed.
Slide 18
18 Filing Process Management Again, use the Provider Filing
process management screen to display Restraint reports that are
In-Progress; the Recent Milestone of In-Progress will not be
captured or displayed on the Restraint Status report.
Slide 19
19 HCSIS SYSTEM ACCESS Incident Reporting Data Summaries
Read-only access to the submitted/finalized Initial Report and
Final Report, Area and Regional Management Review. Click on Reports
tab, select Events by Individual Detail Report Pull data for period
of review from HCSIS Incident Report List for All Events for your
agency Present copies of summary report to HRC. Have copies of each
incident report available if needed (select QM; IM; Event Data
Entry, select by event ID number from summary report). Follow up
with agency as requested
Slide 20
20 Events by Individual Detail Report - Fill in dates, from and
to, event type (All Events) the name of your Provider; and Report
Format, print out product for HRC
Slide 21
21 Enter Event ID: for Each Incident # on Summary Report to
Obtain Full Reports
Slide 22
22 HCSIS SYSTEM ACCESS Investigations The HR Coordinator has
the following access: Read-only access to: Intake Printable Summary
Disposition Letter Notice Action Plan/Resolution Action
Plan/Resolution Report Notice Process Management screen Alerts When
the Senior Investigator finalizes a Disposition When the Area
Office issues an Action Plan This access facilitates the HR
Coordinator work preparing the reports and materials that are
necessary for the HR Committees review of Investigations according
to change in status, disposition, or Action
Plan/Decision/Resolution.
Slide 23
23 HCSIS SYSTEM ACCESS Investigations (Disposition Phase) Use
the Process Management Screen to identify cases created since the
last meeting: Select Intake Received Date From = 1 week prior to
last meeting Select Intake Received Date To = Todays Date Click
Search Click on each Log # hyperlink Print out for each member the
DPPC Intake Printable Summary for each case. Print out one copy of
the Disposition Letter Notice for each case.
Slide 24
24 HCSIS SYSTEM ACCESS Investigations (Decision Phase) Use the
Process Management Screen to identify cases where an Action Plan
was issued since the last meeting: Select Status = Action
Plan/Resolution Issued Click Search Click on each Log # hyperlink
If the Action Plan/Resolution Issued Date is after the last
meeting, print out one copy of the Action Plan Resolution Report
Notice. If necessary, obtain a copy of the Decision Letter from the
Agency. If necessary, obtain a copy of the Investigation Report
from the Senior Investigator. Repeat the previous process, but this
time select Status = Case to be Closed if No Appeal
Slide 25
25 HCSIS SYSTEM ACCESS Investigations Smaller agencies may be
able to obtain all of the information needed from one Process
Management Screen by entering no selection criteria and sorting by
Date Received from DPPC Committee should have procedure in their
by-laws to authorize actions by chair as needed between meetings
within time-lines. Committee is party to each complaint.
Slide 26
26 Investigations Data Entry Screen Capture Clicking on Action
Plan Issued Alert will display Investigations Switchboard
Slide 27
27 Clicking on the Action Plan hyperlink on the Switchboard
will access the Action Plan screen
Slide 28
28 Clicking on Disposition Letter Alert will display the
Disposition Letter Selection screen
Slide 29
29 Clicking on the Open button will display the Disposition
Letter (this is a partial display) This letter can also be printed
if necessary.
Slide 30
30 Alternative Approach to Investigations Click onto Process
Management tab Click on log # on left Use this screen to navigate
to Printable Summary (which describes the allegation), or to
notices If your agency is small and you dont identify a period, the
list will show you the current status of all complaints.
Slide 31
31 Questions Contact your Human Rights Specialist to answer any
questions. Go to mass.gov//dds and click on Human Rights in top
left column and scroll down to Human Rights Specialist list, or
call: Tom Anzer, DDS Director for Human Rights 617-624-7738