HCSIS Certified Investigation “Screen Shots”
To enter an incident report in HCSIS, and subsequent incident management documents for a specific report, the following menu path is used: IM4Q IM IM Data Entry and the individual is then searched for by name or other identifying information. Specific Certified Investigation information is filed within three main areas of an overall incident report:
1) Incident Report entered by the Provider, A/E, or SCO Point Person 2) Provider Investigation link only initially visible to the Provider’s assigned Certified Investigator.
Once the investigation information in this area is completed and submitted by the CI, it becomes visible (as read-only) to IM Reviewers.
3) County Management Review is the area in which A/E Incident Managers can assign A/E Investigators if necessary (which would then create a link under the
“County Investigation” area similar to the Provider area explained above) and can approve or
disapprove finalized HCSIS reports.
Version 1.0 (10/09) Page 122 For more information regarding the hyperlinks in this system, information can be found in the Learning Management System (LMS) section of HCSIS under the following course titles:
IM100J_ODP Basics of Incident Management (Job Aid)
IM100W_OMR Basics of Incident Management (Web-based training)
IM200J_OMR Incident Management for Certified Investigators (Job Aid)
IM200W_OMR Incident Management for Certified Investigators (Web-based training)
IM300J_OMR Incident Management for Managers and Reviewers (Job Aid)
IM300W_OMR Incident Management for Managers and Reviewers (Web-based training)
Version 1.0 (10/09) Page 123 1. Incident Report: “Verification of Time & Categorization” Screen
The Investigation Information section of this screen has three mandatory questions which the Point Person must answer; all three questions have pre-formed drop-down selections from which the answer is chosen.
Indicate investigation determinations: pre-formed answer selections equal the following:
1. “Confirmed” – the Investigator has come to the conclusion that the allegation, as it was stated, is true and has answered this question as such in his/her investigative report 2. “Not confirmed” – the Investigator has come to the conclusion that the stated allegations
are false and has answered this question as so in his/her investigative report
3. “Inconclusive” – based upon the evidence and witness statements, etc that the Investigator had access to, he/she was unable to make a conclusion regarding the validity of the
allegation presented
4. “N/A” – an answer selection previously available but will be removed from HCSIS as an option to select
As a result of the investigation, is this a case of founded abuse or neglect? After reading the CI’s investigative summary report, the Point Person is to answer if the case itself is specifically founded, or confirmed, as one of the following: “Abuse”, “Neglect”, “Both”, or “Neither”.
Has the family been notified of the outcome of the investigation? The selections here are simply “Yes”
or “No”—ODP expects that families are notified of both incidents and investigation outcomes as they occur, unless: 1) the individual has requested that this information not be shared; 2) a Guardian has asked not to be contacted in such instances; or 3) there is no known family involvement.
The “Verification of Time &
Categorization” Screen is the last screen of all incident reports when the primary and secondary incident category combination require that an investigation be completed, the
Investigation Information section of this screen is to be completed by the Provider, A/E and, or SCO Point Person after receiving the results of the investigation from the Certified Investigator. The determination made by the CI should be stated in the CI’s investigative report.
Version 1.0 (10/09) Page 124 2) Provider Investigation Screens
There are two screens within the Provider Investigation area: Provider Investigation Summary and Provider Investigation Information. Both screens are to be completed by the Provider’s assigned Certified Investigator (likewise, the process and screens are identical for an A/E-assigned Investigator).
Screen 1:
In the Provider Investigation Summary screen, it is recommended that the CI enter only the “Analysis and Findings,” or final portion of their investigative report, being sure to also include their investigatory question and a summary of the evidence to support their conclusion of Confirmed, Not Confirmed, or Inconclusive.
Version 1.0 (10/09) Page 125 Screen 2:
In the Provider Investigation Information screen, the CI enters the date he/she was assigned and the date the Investigation was completed (defined as: the date the last witness interview was taken).
Version 1.0 (10/09) Page 126 3) County Management Review Screens
There are a total of 4 screens within the County Management Review area but only the last two, Management Review Investigation Information and Management Review Investigation Determinations, relate to the Certified Investigation information.
Screen 1:
In the Management Review Investigation Information screen, the A/E IM Point can assign an investigator, even if the primary and secondary incident classification categories do not require one to be completed. Assigning a CI on this screen would create a visible link under the County
Investigation area on the opening Incident Management Documents screen. More information regarding assigning an A/E CI can be found in the LMS job aid “IM300J_OMR Incident Management for Managers and Reviewers” under the download “Management Review Quick Reference Guide- v1.0 12and, or 17and, or 03”
Version 1.0 (10/09) Page 127 Screen 2:
In the Management Review Investigation Determinations screen, the A/E Incident Manager is to answer the same two questions the Provider Point Person answers in the final “Verification of Time & Categorization”
Screen, based upon the A/E-assigned CI’s findings:
Indicate investigation determinations: pre-formed answer selections equal the following:
1. “Confirmed” – the Investigator has come to the conclusion that the allegation, as it was stated, is true and has answered this question as such in his/her investigative report
2. “Not confirmed” – the Investigator has come to the conclusion that the stated allegations are false and has answered this question as so in his/her investigative report
3. “Inconclusive” – based upon the evidence and witness statements, etc that the Investigator had access to, he/she was unable to make a conclusion regarding the validity of the allegation presented
4. “N/A” – this previously offered selection will be removed from HCSIS
5. As a result of the investigation, is this a case of founded abuse or neglect? After reading the CI’s investigative summary report, the Point Person is to answer if the case itself is specifically founded, or confirmed, as one of the following: “Abuse”, “Neglect”, “Both”, or “Neither”.
Additionally, the A/E Incident Manager is asked whether or not the A/E completed Investigation concurs, or agrees, with the findings of the Provider completed investigation and if not, a text box is provided to explain this reasoning.
Version 1.0 (10/09) Page 128