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Home and Community Services Information System. HCSIS. HCSIS = Home and Community Services Information System. An integrated system that facilitates the management of information in key areas Affords consistency across the state Expedites communication and processes

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Home and Community Services Information System


Hcsis home and community services information system

HCSIS = Home and Community Services Information System

  • 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 a component of dmris

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

Health Care Record


Core Indicator Survey



User Administration


Event/ Incident Management

Medication occurrences

Incident reporting

Optional Reporting

Restraint reporting

Incident management component of quality management system

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

Incident Management Process




Agency Provider




Development of incident management process

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

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

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

Incident Report Form

Site based incident report form

Site-Based Incident Report Form

Incident type categories primary categories

Death (sudden or unanticipated)

Suicide Attempt

Unplanned Hospital Visit

Near Drowning


Missing Person

Medical Treatment Resulting From Injury

Property Damage

Suspected Mistreatment

Unplanned Transportation Restraint



Other Criminal Activity

Transportation Accident

Emergency Relocation

Other: an incident that does not easily fit into one of the incident types

Incident Type Categories Primary Categories

Secondary incidents type category

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 category1




Unusual Circumstances

Suicide Attempt

First Known Attempt

Repeat Attempt


Sexual Assault – Victim

Sexual Assault – Alleged Perpetrator

Physical Assault – Alleged Perpetrator

Physical Assault – Victim

Secondary Incidents Type Category

Cause of injury

Cause of Injury

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

  • Environmental

  • Restraint-Related

Type of injury

Type of Injury

  • Abrasion/Cut

  • Fracture

  • Poison

Affected body part

Affected Body Part

  • Ankle

  • Eye

  • Shoulder

Initial treatment provider

Initial Treatment Provider

  • Self/Family

  • LPN, RN, NP

  • MD’s Office

  • EMT

Location of incident

Location of Incident

  • DMR Residence

  • Individual’s Family Home

  • Day Service

  • Community Activity

Incident location detail

Incident Location Detail

  • Bedroom

  • Yard

  • Vehicle

Relation to individual

Relation to Individual

  • Reporting Provider Staff

  • Individual/Consumer

  • Relative

Hospital occurrence

Hospital Occurrence

  • Death

  • Admission to ICU/CCU

  • Surgical Procedure

  • Psychiatric Admission

Discharge instructions

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

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

Follow-Up Appointments

  • Primary Care Physician (PCP)

  • Specialist

  • Outpatient/ Admitting psychiatrist

Hcsis deployment

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

DMR Web Page

Under Publications you will find all the handouts and HCSIS Alerts

www.Mass.gov/ DMR

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