Incident and Complaint Custom Report

The Incident and Complaint Custom Report request screen allows users to request a custom report containing information about incidents and complaints. The user can select Subject Areas, which are mapped to core or configurable questions. These Subject Areas are used to determine incident or complaint fields to be included in the report output. Queries may be saved by Report Administrators and shared across the creating user's organization. This allows organizations to maintain a set of frequently used report parameters for easy access.

 

Notes:

 

  • Data for this report is retrieved from the EIM Data Warehouse, which is refreshed on a pre-determined schedule. Data may not be real-time.

  • The custom report output will display the most recently created version of each document within the incident i.e. if the first final section was not approved, and a subsequent final section was created, the most recent final section document would be displayed.
  • Subject areas in the report output will be arranged in alphabetical order.
  • The only available format for this report output is Microsoft Excel (.xls).
  • If the discovery or occurrence date range exceeds 6 months and neither a provider nor an individual is selected, the report request will be processed offline and saved to the user's Report Inbox.
  • If the discovery or occurrence date range exceeds 12 months (even if a provider or an individual is selected), the report request will be processed offline and saved to the user's Report Inbox.
  • If the logged in user is an ODP-ID/A County, Region, or Central Office user, the report request will be processed offline and saved to the user’s Report Inbox.
  • Report requests saved for offline processing are processed five times daily.
  • Options available within each drop-down list are dependent on the scope and roles of the logged in user. Some dropdown-lists will not be populated until a value from a dependent drop-down list is selected.
  • Fields that are not required and do not have information entered into them will default to the most general option (i.e., Select All).
  • There is a limitation regarding the maximum number of columns supported with the version of Excel used by this report. To avoid this limitation, select the minimum number of subject areas necessary for the report.  
  • When providers or State Centers navigate to this screen, their MPI number will default for this search criteria (however their service location ID will not be defaulted).
  • For provider searches run against HCSIS, only service locations which have been active within the past 365 days (based on the service location end date) will be available for selection.
  • The default sort order for this report is by Incident ID in ascending order. Depending on the filters and subject areas chosen, additional sorting and filtering in Excel may be necessary to group records logically.

 

 

Field Name

Field Description

Program Office

Select the Program Office for which to retrieve data. This field is populated based on the logged in user’s scope.  A Program Office must be selected in order to populate a number of the other fields.

View Incidents or Complaints?

Select whether to view incidents or complaints from the drop-down list. This drop-down is populated based on the logged in user's scope and roles.  
Subject Area

 Select which core and configurable subject areas will appear in this report.

Discovery/Reported From Date

Select the beginning date for the date range when the incident or complaint was discovered or reported.

Discovery/Reported To Date

Select the end date of the date range when the incident or complaint was discovered or reported.

Occurrence From Date

Select the beginning date for the date range when the incident occurred.

Occurrence To Date

Select the end date for the date range when the incident occurred.

Type

Select the type(s) of incidents or complaints to filter the report. This field is populated based on the Program Office and incident/complaint drop-down values selected.

Status

Select the type of incident/complaint status to filter the report (Open, Closed, Open or Closed, Deleted).

Note: Users will only be able to view and select the deleted status if they have the correct role permissions to do so.

Primary Category

Select the primary category(ies) to filter the report. This list is populated based on the Program Office and incident/complaint type selected.

Secondary Category

Select the secondary category(ies) to filter the report. This list is populated based on the Program Office, incident/complaint type, and primary category selected.

Region

Select which Region to include in the report output. This applies to the region associated with the incident.

 

Note: This field will only be displayed for ODP-ID/A users.

County

Select which County(ies) to include in this report. This applies to the residential county/service location county associated with the incident/complaint.

Waiver/Program

Select the Waiver(s)/Program(s) to include in this report. This list is populated based on the Program Office and incident/complaint type selected.

Funding County/Joinder

Select which Funding County/Joinders to include in the report output. This applies to the County Intellectual Disability Program associated with the incident. This list is populated based on the Region selected.    
Note: This field is only visible to ODP-ID/A Regional and Central Office staff.


Note: If one or more regions are selected, this list is limited to the Funding County/Joinders within the selected region(s).

Minimum Incident Count

Enter the minimum number of incidents for given individual/service location which meets all report parameters to include in this report.

 

When this count is applied for ODP-BSASP, ODP-ID/A, and OMHSAS individual incidents, the report logic will first group all records by each individual and each primary category(ies) selected. For OLTL incidents, the report logic will group records by participant only.  After grouping, the report logic will determine whether within each group, there are at least x number of incidents which meet the other report request filters (where x is the minimum incident count)  

 

Site level incidents will use the same logic except they will be grouped by MPI, provider service location, and primary category.

 

 Note: The default sort order of Incident ID in ascending order will still be applied to the final result set. Additional sorting may be necessary to group incidents logically.

View Only Incidents/Complaints with the Following Overdue Documents

Select a specific document to only view incidents/complaints where the selected document within the incident lifecycle has a due date that is prior to today’s date. This field ignores documents which have been submitted. Selecting this field will exclude closed incidents.

 

 Note: The report output will only show the most recent version of a given document. Please refer to the Incident/Complaint Detail screen to see the history of the documents within a given incident/complaint.

View Only Incidents/Complaints with the Following Outcome of Management Review

 Select a specific management review outcome to only view incidents/complaints where at least one version of a management review document within the incident lifecycle had the selected outcome. (i.e. the incident had three management reviews and one produced a ‘Not Approved’ status) Note: The report output will only show the most recent version of a given document. Please refer to the Incident/Complaint Detail screen to see the history of the documents within a given incident/complaint.

Include State Center Incidents

 Select to include incidents reported for individuals living in State Centers. Note: This field will only be displayed for ODP-ID/A users. If the logged in user does not have permission to view State Center incidents, this filter will have no effect.

Include Individuals without MCI

Select to include incidents for individuals without an MCI number.

 Note: This field will only be displayed for ODP-ID/A users. If the logged in user does not have permission to view incidents for individuals without an MCI, this filter will have no effect.

[SEARCH INDIVIDUALS]

 Click [SEARCH INDIVIDUALS] to search for and select an individual for which you wish to view incident/complaint data.

[SEARCH PROVIDERS]

 Click [SEARCH PROVIDERS] to search for and select a provider/service location for which you wish to view incident/complaint data.

User Label

Enter a unique label for the report when requesting offline reports. This label will be used to identify the report in the Reports Inbox.

Request Report Offline

Select this checkbox to request that the report be processed offline and saved to the user's Report Inbox, regardless of other parameters selected.

[RESET]

Click this button to clear the report parameters and re-enter the values.

[SUBMIT]

Click this button to run the report.

Saved Queries

Lists queries which have been saved for the logged in user’s organization for quick reference and future reporting purposes.

Query Name

Enter a unique name to save the query for future reference.

[SAVE]

Click this button to save a new query.

Notes: A new query cannot be saved if the Query Name already exists for a different Saved Query with the same Program Office selection. Existing Saved Queries can be updated by modifying the Report Criteria and clicking the [SAVE] button. Queries can also be saved without specifying a Discovery/Reported From Date, Discovery/Reported To Date, Occurrence From Date, and Occurrence To Date.