Search

This screen allows users to search for individuals, providers, incidents, and complaints for the purpose of reviewing individual information or to report an individual incident or complaint. Each search grouping is separated into a different tab.

 

Note: The search options displayed depend on the user's roles. For example, users with provider role do not have the option to search for complaints.

 

 

Individual Search

 

 

The Individual Search tab allows users to search for individuals in order to file a new incident. Search results are sorted alphabetically by the individual's last name, then the individual's first name, then are sorted by the individual's MCI number. For OLTL and ODP-BSASP, if an individual has multiple active waiver/program enrollments, each combination is displayed as a separate row. If the individual does not have a waiver/program enrollment, this field will be blank. For individuals in ODP-ID/A and OMHSAS, the individual's most recent waiver/program enrollment will display.

 

 

Enter the appropriate search criteria and click [SEARCH]. The search results display at the bottom of the screen. Click the individual's MCI number hyperlink, or Individual Name hyperlink if individual does not have an MCI from the search results to view the Individual Detail screen.

 

Notes:

 

• The search results display all individuals matching the search criteria, regardless of whether their case or waiver/program is active. Users must review the waiver/program dates (start and end dates) for each search to identify and select the correct record.

• If the search returns more than 100 search results, only the first 100 results are displayed along with a warning message to refine the search by including additional parameters.

• ODP-ID/A users associated with an organization that is either a licensed provider or an extended care facility and OMHSAS users associated with a provider organization may enter individual information when their search returns zero results. In these situations, these types of providers may use the [CONTINUE - INDIVIDUAL HAS NO MCI] button when the provider is confident the individual has not been issued an MCI number. In order to proceed, an additional search must be performed with different criteria which also returns zero results.

 

Field Name	Field Description
Identifier Type	Select the type of identifier to search for from the drop-down list provided. If this field is selected, the identifier field becomes mandatory.
Identifier	Enter the actual number or text based on the identifier type selected in the previous field. This field is mandatory if an identifier type is selected.
Last Name	Enter the last name of the individual for whom you are searching. At least 2 characters of the Last Name must be entered as well.
First Name	Enter the first name of the individual for whom you are searching.
Date of Birth	Enter the date of birth of the individual. Use the format MM/DD/YYYY. For example, 02/19/1973.
Residential County	Select the county where the individual resides from the drop-down list.
Search for CHC Participants	Select this checkbox if the individual that you are searching for is enrolled in Community HealthChoices. Deselect the checkbox if the individual that you are searching for is not enrolled in Community HealthChoices.    OLTL Provider users, if searching for CHC participants, must provide MCI, Last Name, First Name, and Date of Birth.    Note: This field appears for OLTL Provider, MCO and State users. MCO users must have this option selected in order to perform a search. This field is hidden from OLTL SC Entity users.

 

 

 

Provider Search

 

 

 

The Provider Search tab allows users to search for providers and service locations to add to an incident/complaint, for informational purposes, or to file a new site-level incident. The search results display a list of the provider service locations that match the search criteria and that the user has access to, sorted by provider name.

 

 

Enter the appropriate search criteria and click [SEARCH]. The search results display at the bottom of the screen and are sorted alphabetically by the Provider Name, in ascending order by Service Location ID, then by MPI number. Click an MPI number or Service Location ID to view the Provider Detail screen.

Notes:

• If a user selects an MPI number, the Provider Detail screen for the provider will be displayed. If a user selects a service location, the Provider Detail page for the service location will be displayed.  
• Users can perform a partial search based on the provider name field. In addition, special characters can be entered in the Provider Name field.
• 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).
• Provider searches performed by ODP-ID/A, ODP-BSASP, OMHSAS, and OLTL SC Entity users both outside of an incident and within an incident are performed against HCSIS (only providers known to HCSIS are returned). Provider searches by OLTL State and provider users within an OLTL Fee-for-Service incident are also performed against HCSIS.
• • Only service locations which have been active in HCSIS within the past 365 days (based on the service location end date) will be available for selection.
  • If the search returns more than 100 search results from HCSIS, the first 100 results are displayed along with a warning message to refine the search by including additional parameters.
• Provider searches by OLTL State, provider, and CHC MCO users both outside of an incident and within an OLTL CHC incident are performed against MPI (all providers are returned, not limited just to HCSIS).
• • The search will return up to 50 search results from MPI. If the desired service location is not shown, the search should be refined by including additional parameters.

 

Field Name	Field Description
Identifier Type	Select the type of identifier to search for from the drop-down list provided. If this field is selected, the identifier field becomes mandatory.
Identifier	Enter the actual number or text based on the identifier type selected in the previous field. This field is mandatory if an identifier type is selected.
Provider Name	Enter the name of the provider you are searching for. At least 3 characters of the provider's name must be entered.
Service Location County	Select the county where a given service location resides from the drop-down list.
Service Location Name	Enter the name of the service location you are searching for.
Service Location ID	Enter the ID for the service location. Service Location ID must be a 4-digit number.
Service Location Provider Type	Select one or more provider types to limit the set of service locations returned.   Note: This field is only visible for OLTL State, provider, and CHC MCO users and will only be applied when searching against MPI for a provider.

 

 

 

Incident Search

 

 

 

The Incident Search tab allows users to search for an incident to view or update incident details. The search results display a list of any incidents that the user has access to and that match the user's search criteria. The results on this screen are sorted in reverse chronological order based on the discovery date, then by Incident ID in ascending order.

 

 

Enter the appropriate search criteria and click [SEARCH]. The search results display at the bottom of the screen. Click an incident ID number to view the Incident Details screen.

 

 

Notes:

 

• If the search returns more than 100 search results, the first 100 results are displayed along with a warning message to refine the search by including additional parameters.
• The Waiver/Program field will be populated with the Waivers/Programs which are related to the logged in user's Program Office.
• The Status field will only contain the value 'Deleted' if the logged in user has access to view deleted incidents and complaints.
• State Center users which possess the ability to perform Management Reviews will be able to search for incidents across all State Centers.
• Date ranges entered will be compared to the dates entered in the most recently submitted document for an incident (e.g. discovery date was updated in the Final Section after entering it in First Section).

• If only the Discovery From Date and Discovery To Date fields or only the Occurrence From Date and Occurrence To Date fields are used as search criteria, the dates entered cannot span a period of more than 90 days; otherwise a validation message appears to refine the search.

 

Field Name	Field Description
ID	Enter the incident ID number.
Status	Select the incident status from the drop-down list.
Discovery From Date	Select the beginning date for the discovery date range search.
Discovery To Date	Select the ending date for the discovery date range search.
Occurrence From Date	Select the beginning date for the occurrence date range search.
Occurrence To Date	Select the ending date for the occurrence date range search.
Individual Last Name	Enter the individual last name associated with the incident to search by name.  At least 2 characters of the last name must be entered.
Individual First Name	Enter the individual first name associated with the incident to search by name.
County	Select the residential/service location county(ies) for the search.
Waiver/Program	Select the Waiver(s)/Program(s) for the search.

 

 

 

Complaint Search

 

 

 

The Complaint Search tab allows users to search for complaints. The search results display a list of any complaints that the user has access to and that match the user's search criteria.

 

 

Enter the appropriate search criteria and click [SEARCH]. The search results display at the bottom of the screen. Click a complaint ID number to view the Complaint Detail screen.

 

 

Notes:

• If the search returns more than 100 search results, the first 100 results are displayed along with a warning to refine the search by including additional parameters.
• The individual name will populate in different ways based on whether or not the complainant was an individual or a provider.
• • If the complainant is an individual, the first and last name search will look at the individual's name.
  • If the complainant is a provider, the first and last name search will look at the provider staff person's name.
• The Waiver/Program field will be populated with the Waivers/Programs for the logged in user's Program Office.
• The Status field will only contain the value 'Deleted', if the logged in user has access to view deleted incidents and complaints.
• Users can perform a partial search based in the first and last name fields. For example, if a user enters 'SMI', the system could return the last name 'SMITH'.

 

Field Name	Field Description
ID	Enter the incident ID number.
Status	Select the incident status from the drop-down list.
Discovery From Date	Select the beginning date range for the search based on the date of discovery.
Discovery To Date	Select the ending date range for the search based on the date of discovery.
Individual Last Name	Enter the last name of the individual complainant.
Individual First Name	Enter the first name of the individual complainant.
County	Select the county(ies) for the search.
Waiver/Program	Select the Waiver/Program(s) for the search.