Reporting Serious Incidents in TFACTS

1. Reporting Serious Incidents in TFACTS Private Provider

2. What is a Serious Incident Any event affecting a child or a program’s operation such as seclusion, restraint, medication errors, etc. that is potentially, if not actually, of serious consequence is considered a serious incident. All serious incidents will be reported in TFACTS by providers in accordance with DCS and provider policies. SIR information will be visible to applicable provider staff for children currently being served by the agency.

3. Why do we need to report SIRS? As a matter of best practice and program fidelity, agencies and DCS must record and track incidents that may occur within their programs from time-to-time. The tracking of incidents will provide agencies and the Department with both quantitative and qualitative data that could be used to enhance program efficacy. The tracking of this information will provide critical data that can be used to ensure the safety and well-being of children served as well as provides oversight of provider’s compliance with policy.

4. SECTION 1 Record a Serious Incident Report (SIR)

5. This is the screen you will see when first accessing TFACTS. Enter your username and password to log in.

6. After you log in, the Switch Organization Profile screen appears, if you are assigned to multiple organizations. If you are not, you will be taken directly to your home screen. On this screen you select the organization for which you want to do work. After you select the organization and click Select, the Home Screen Desktop tab appears.

7. After logging in, you will be shown your home screen. This is where alerts and messages will be shown. To record a serious incident from here, click on the resource tab at the top of your screen.

8. ALERT! You must know where the child is currently placed in order to complete the SIR. You are accessing the child through the “Resource” tab not the “Case” tab. The system has been designed for you to access the child through this mechanism.

9. 1. From the Home screen, click Resource > Directory. Search for the Resource where the child involved in the Serious Incident is placed. *The organization should default to your agency.* Choose any other identifiers you want and click Search. 2. Click select next to the correct Resource from the search results. 3. The Resource Summary Screen will appear. (See next slide.)

10. 4. Click on the Incidents Reports hyperlinkfrom left hand navigation menu. The Incident Search screen appears. 5. From the Incident Category field, select “SIR” for serious and then click Add Incident button. The Incident Information tab appears.

11. Enter basic information for an incident On the Incident Information tab, enter the Incident Date. Select the Incident Type. Select appropriateSIR Incident Subtype if applicable Record the IncidentDescription. Complete other fields as appropriate. Click Apply to save your work.

12. 6. Click the Child/Youth Involved tab to record the involved child’s information. By default the “Not Applicable”box will be checked. If no children or youth were involved proceed to next step. If children or youth were involved, uncheck the “not applicable box”. Click Add Child/Youth. The Available Child/Youth Involved In Incident screen appears. confidential

13. 7. Check the names of all children/youth involved in the incident 8. Click Save. You are returned to the Child/Youth Involved tab. confidential

14. 9. Click the details link for a child. The Child/Youth Details screen appears. Details must be completed for each child/youth for all incident types. confidential

15. 10. Answer ‘Yes’ or “No” for each question. If you select yes – you must complete the other fields or you will get an error message. If the incident type is not runaway click save. You are returned to the Child/Youth Involved tab. Click OK. If the incident type is runaway proceed to next step. confidential confidential

16. 11. If incident type is Runaway click the “Runaway/Escape Information” link. This takes you to a new screen. Complete the details on the screen. 12. Click Close. You are returned to the Child/Youth Involved tab. Click Apply tosave your work. Repeat steps “6 thru 9” for each child/youth involved.

17. By default the Not Applicable check box for resource member/staff involved will be marked. Click on the incident Information tab to continue. Resource members or staff involved in an incident Do not click save (Save returns you to the main filter page and you will then have to search for the incident).

18. You can only submit the report after all required fields are complete. Before clicking submit ensure that all information is correct. No corrections can be made to a submitted SIR. Click Submit. This completes the SIR. Submit the incident report for response Once you click submit the screen will turn to “read only” meaning the submit button will be enabled and all the fields will be grayed out. To return to the filter page click Cancel.

19. SECTION 2 Viewing and Print Serious Incidents

20. View /Print Serious Incidents 1. From the Home screen, click Resource > Directory. The Resource Directory screen appears. 2. Search for the Resource you want to view. Click select. The Resource Summary screen appears. 3. Click Incidents Reports hyperlink in the link menu. The Incident Search screen appears. 4. Select the search criteria for the incident record and click Filter. The matching incident records appear in the list. confidential

21. 5. Click select to view the incident. The Incident Details screen Incident Information tab appears. Click the tabs to view other details about this incident. Click Close to return to the Incident Search screen. 6. Click report to print the incident. confidential

22. This is an example of a print page for a SIR. Authors: Heather Cottrell

23. SECTION 3 Record an addendum to an incident report

24. NOTE: You can add an addendum to a record if it is in the submitted status. An addendum can be done when something was recorded in error or the responder has asked for more details.

25. 1. From the Home screen, click Resource > Workload. The Resource Workload screen appears. 2. Select the resource you want to view. The Resource Summary screen appears. 3. Click Incidents Reports hyperlink in the link menu. The Incident Search screen appears. 4. Select the search criteria for the incident record and click Filter. The matching incident records appear in the list. confidential 5. Click the addendum link for the incident that you wish to amend. (Pending and closed incidents cannot be amended.)

26. Record an addendum to an incident report 6. Click Add Addendum. The Addendum Details screen appears. confidential confidential

27. 7. Enter the text of the addendum and click Save. You are returned to the addendum list screen. 8. Click Close. You are returned to the Incident Search screen.

28. In this topic you learned how to • Record a SIR “serious incident” report • Enter basic information for an incident • Enter the children or youth involved in an incident • Submit the incident report for response • Record a response for a serious incident report • Record an addendum to an incident report • View serious incidents

29. TFACTS HELPFUL HINTS GUIDE • Clicking the “Apply” button not only saves your data but keeps you on the same page. Clicking the “Save” button saves your data but takes you back to the originating screen. • Don’t use your browser’s Back and Forward buttons. This will exit you from the application. • Refer to the TFACTS quick reference guide Chapter 1 to find out more details around your TFACTS Home Screen and Logging on and off. • In TFACTS, if a red asterisk is beside a value, this means it is required field. • An error message will appear at the top of your screen if you are attempting to save a record uncompleted. • You NEED the name or ID number of the resource at which a child/youth is placed in order to create a serious incident report. • If a staff member is involved in the serious incident you are reporting, include their name within the narrative details that define the incident. • A serious incident will be saved in TFACTS under the following status’ pending, closed and submitted. The system selects these statuses for you. • Pending – means that the record has not been submitted yet. This status is given in case the application closes coon you or the system goes down. This way your information is saved and you can still return to the record to complete it. • Closed – means that responders have reviewed and closed the incident. • Submitted – means that the incident was recorded successfully and sent to the appropriate responders. • You can ONLY delete an incident report when it is in “Pending” status. You can ONLY create an addendum on a report in “Submitted” status. • The Runaway/Escape information in TFACTS is also known as the form CS-0705 Absconder/Runaway/Escape/Recovery checklist. This form will be completed electronically in TFACTS and will no longer required to be completed and submitted via paper unless the TFACTS is unavailable. • The Child/Youth Details screen must be completed for every child involved in an incident.