OTIS Reporting
LABENFA Workshop
6/28/2012
Reporting Requirements
 Initial report due within 24 hours of Discovery

Discovered date, Accused/Allegation or Incident
Category, Victim, Description
 Final report due within 5 working days of
Discovery date
 Extensions granted by Program Manager or
OTIS clerical staff
 Request
by email (preferable), fax or telephone
LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS
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What is Not Reportable in OTIS?
 Resident to Resident incidents without
injuries
 Non-Serious Injuries

Small bruises or skin tears not in areas
suspicious for Abuse
LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS
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What is Not Reportable in OTIS?
 Minor injuries not of serious consequence in
Resident to Resident incidents & Injuries of
Unknown Origin


Injuries that cause discomfort, redness to the skin,
minor bruising, scratches, superficial lacerations,
skin tears, abrasions
Insult, disrespect, nuisance, offence, minor cursing
LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS
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What is Not Reportable in OTIS?
 Incidents that are not reportable in OTIS
should be thoroughly investigated according
to your facility’s policies and procedures for
incident recording, investigation and
tracking/trending
LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS
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Reporting Considerations
 Accidental injuries generally distal - knees,
chin, fingers, toes
 Suspicious injuries generally midline and
proximal - face, neck, chest, breast, back,
buttocks
LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS
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What is Reportable in OTIS?
 Incidents between Residents incapable of
willful infliction of injury/willful intent



Was there a serious injury?
Was there a system failure that allowed incident
to occur?
 Was there appropriate supervision?
 Were both Resident’s Care Plans being
followed?
Investigate as Caregiver Neglect
LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS
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What is Reportable in OTIS?
 Always give yourself credit through the
Protective Actions for both the Accused and
the Victim
 Treat the Summary like a Plan of Correction
 Include any training done as a result of the
Incident
 Include all systems put in place to ensure that
the incident does not re-occur
LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS
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OTIS Information Requests
 Requests for correction/clarification/
additional information in OTIS reports

Made by faxed/emailed letter
 Reports
re-opened/unlocked by removing
facility/CEO finding
 Due date of report changed by PM when
reports re-opened
 Facility/CEO finding date remains the same,
unless you come to a new conclusion
LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS
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OTIS Information Requests
 Additional information requests



May add to Summary as an addendum or re-write
Summary to include requested information
Address each specific request
Send each document only once
 Correction/clarification requests

If no correction/clarification warranted, explain in
Summary
LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS
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OTIS Additional Information Requests
 Used to evaluate/prepare cases against
Accused staff members


Only information that can be used in preparing
CNA cases
Thorough investigation essential
 Used to determine any further referrals
 Used to determine if incident is reportable
 Used to evaluate thorough investigation
LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS
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OTIS Training
 OTIS Welcome Page:

http://new.dhh.louisiana.gov/index.cfm/page/280
 OTIS Training Resources:

http://new.dhh.louisiana.gov/index.cfm/newsroo
m/detail/1693?uuid=1303144003194
OTIS Training Website
 OTIS User Guide
 OTIS Power Point
 OTIS Willful Intent Flow Chart

LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS
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Contact Information
 Telephone: 225-342-7715
 Fax: 225-342-0453
 Email: Denise.Traylor@LA.GOV
LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS
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