Online tracking incident system
1 / 56

Online Tracking Incident System - PowerPoint PPT Presentation

  • Updated On :

OTIS. Online Tracking Incident System. Health Standards Section October 2010. Agenda. OTIS Introduction OTIS Internet Home Page OTIS News OTIS Passwords OTIS Contacts Data Entry Support. OTIS April 1, 2003. OTIS 2003. Nursing homes given option to use OTIS or fax reports. July 2006.

I am the owner, or an agent authorized to act on behalf of the owner, of the copyrighted work described.
Download Presentation

PowerPoint Slideshow about 'Online Tracking Incident System' - quinto

An Image/Link below is provided (as is) to download presentation

Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.

- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -
Presentation Transcript
Online tracking incident system


Online Tracking Incident System

Health Standards Section

October 2010


  • OTIS Introduction

  • OTIS Internet Home Page

  • OTIS News

  • OTIS Passwords

  • OTIS Contacts

  • Data Entry

  • Support

Otis april 1 2003
OTIS April 1, 2003

Otis 2003
OTIS 2003

  • Nursing homes given option to use OTIS or fax reports

July 2006
July 2006

  • Released a newer version of OTIS

  • Multi agency reporting

    • APS – Adult Protective Services (April 2003)

    • OCDD – Office for Citizens w/ Dev. Disabilities

    • OAAS – Office of Aging & Adult Services

    • ICF/DD – Intermediate Care Facilities/ DD

  • Assign allegations to a specific “abuser”

  • Select outcome for each allegation


  • Save natural resources

  • reduced machine maintenance

  • Legible document

  • Date/Time embedded on form when submit online

  • System tracks all changes made to form

  • Secure login

  • Online reports available


  • Once report completed cannot alter report unless contact HSS

  • Passwords must be changed every 6 months or twice a year

  • Notify HSS when staff with access are terminated

  • Notify HSS to request new usernames & passwords

Internet address
Internet Address

  • Health Standards Section’s Home Page

  • http://

  • Locate “Featured Services”

  • Click “OTIS” hyperlink

Otis welcome page
OTIS Welcome Page

  • OTIS News! (link)

  • OTIS Training Resources (link)

    • OTIS User Guide (link)

    • OTIS Training web site (link)

  • OTIS Password Rules

  • OTIS Production Web Site (link)

  • OTIS Production Site Status

  • OTIS Reports (link)

  • Contact Information

Usernames passwords1
Usernames & Passwords

  • Issued by HSS

  • Submit request to ICF/DD Program Desk on company letterhead, signed by administrator

  • Allow 5 work days for processing request

  • Same username & password can be used to access multiple facilities

  • One username issued for one person (cannot be shared)

Password rules
Password Rules

  • Expire every 180 days

  • Can change or reset password anytime after login

  • Receive prompt to reset password online 14 days prior to expiration date

  • Consists of six characters. At least one must be numeric. (No special characters - *, /, %, - , etc.)

Password rules1
Password Rules

  • Cannot reuse the last 3 passwords

  • Locked out after 3 incorrect attempts

  • Disabled after 180 days inactivity

Reset password anytime
Reset Password Anytime

1. Enter username and password2. Select “Reset password”

Expired password
Expired Password

  • The user is responsible for maintaining a current password at all times.

  • Notify HSS via fax on company letterhead, signed by administrator to request a new password.

  • New passwords will be issued within 5 work days via certified mail.

State monitoring1
State Monitoring

  • “Date Entered – Date Discovered Report”

    • Report displays number of days between “Date Entered” and “Date Discovered” for OTIS reports with a value > 1 day

    • Citation may be issued for failure to report timely

Data entry
Data Entry

How to Create an OTIS Report


  • Obtain username & password from HSS

  • Print a copy of the OTIS Data Entry User Guide

    • Link to OTIS Training Resources found on OTIS Welcome Page

    • 26 pages

  • Practice! Enter several reports in the OTIS Training Web Site (allow 30 minutes to enter first report)

Create a practice report
Create a Practice Report

  • Select “OTIS Training Web Site”

  • Logon

Incident id
Incident ID

  • Every OTIS record receives a unique identification number.

  • Record this number on any hard copies associated with the report.

  • Refer to this number when corresponding with HSS or the Attorney General’s office.

  • ID is located on all data entry pages after a report is created.

Enter contact reporter
Enter Contact (Reporter)

  • Reporter is person who completed the incident report.

  • Data entry person may not be the reporter.

    • Enter Reporter’s last name

    • Select “Find”

    • If person’s name was entered previously it will be displayed in the box below “Contact last name”.

Find contact
Find Contact

Select “Add”

Case notes description summary
Case Notes (Description & Summary Actions

  • Case Notes

    • Description

    • Summary

    • Recommend type notes in MS Word first

      • Then copy/paste into OTIS

Summary Actions

Left click “Summary” and the “>”

Enter Summary text.

Completed report
Completed Report Actions

  • Enter CEO finding date & time

  • Enter outcome

    • If any of the allegations were valid, Outcome = Substantiated

    • If none were substantiated and at least one was unsubstantiated, enter “unsubstantiated.

    • If all were “unable to verify” enter, “unable to verify”.

Print report
Print Report Actions

  • Please select the Print button location in the OTIS Report

Printed Form Actions

Otis support for icf dds
OTIS Support for ICF/DDs Actions

  • Hank Choate, Program Manager

    • Is this reportable?

    • Can’t submit and is Sexual Abuse or egregious

    • Technical

      • Page not displayed

      • Server Error

    • Fax requests

      • New Password, navigation assistance, delete record, unlock record

The end
The End Actions

  • “Otis Campbell” – character from The Andy Griffith Show

  • 1960 – 1967

  • Actor’s name: Hal Smith – deceased 1/28/94