Investigations Quick Guide for Area Office and Regional Office Users

This document is meant for use by the following roles: Area Facility Director Designee, Area Office Investigation Designee, Regional Director Designee, Regional Director Investigation Designee, and Assistant Commissioner for Facilities.

To Create and Issue an Action Plan/Resolution
Screen Name:  Switchboard
Steps:  

1.	Click QM
2.	Click Investigations
3.	Click Data Entry
4.	Click the Create link under the Action Plan/Resolution header

Screen Name: Action Plan/Resolution
Steps: 

5.	Enter all information for the first action
6.	Click Save
7.	Click Add
8.	Enter all information for the next action
9.	Repeat Steps 6-8 for each additional action
10.	Click Issue Action Plan/Resolution button

To Enter and Finalize Action Plan/Resolution Outcomes 
Screen Name:  Switchboard
Steps:  

1.	Click QM
2.	Click Investigations
3.	Click Data Entry
4.	Click the Issued link under the Action Plan/Resolution header

Screen Name:  Action Plan/Resolution Screen
Steps:  

5.	The Action Plan/Resolution screen appears
6.	Click Continue

Screen Name: Action Plan/Resolution Outcomes
Steps:

7.	The Action Plan/Resolution Outcomes screen appears
8.	Enter all mandatory information
9.	Click Save
10.	Click the radio button for the next action 
11.	Click Edit
12.	Enter all Mandatory information
13.	Click Save
14.	Repeat steps 10-13 for each additional action
15.	Click the Finalize button

To Copy An Action Plan
Screen Name:	Copy Action Plan
Steps:

1.	Click Tools
2.	Click IN Utilities
3.	Click Copy Action Plan
4.	Enter both the Copy From and Copy To Log #s
5.	Click Submit
6.	A verification message will be displayed
7.	Click Continue

Notes:

•	The Copy To Log # can not already have an existing Issued or Finalized Action Plan.

•	The Action Plan that is created will a have a status of In-Progress.

To Create an Administrative Review
Screen Name:  Switchboard
Steps:  

1.	Click QM
2.	Click Investigations
3.	Click Data Entry
4.	Click the Create link under the Administrative Review header

Screen Name: Administrative Review
Steps:

5.	Enter all mandatory information
6.	Click Finalize

For Facility Users: Title 19 Process
Screen Name:  Switchboard
Steps:  

1.	Click QM
2.	Click Investigations
3.	Click Data Entry
4.	Click the Create link under the Facility Complaint Review header

Screen Name:  Facility Complaint Review
Steps:

5.	Enter information and place check marks next to all mandatory fields
6.	Click Finalize

To View Investigator Title 19 Form
Screen Name:  Switchboard
Steps:  

1.	Click QM
2.	Click Investigations
3.	Click Data Entry
4.	Click Investigators Title 19 Form link

To View Appeals
Screen Name:  Switchboard
Steps:  

1.	Click QM
2.	Click Investigations
3.	Click Data Entry
4.	Click Appeals link

To Search For A Case
Screen Name: Case Search
Steps:

1.	Click QM
2.	Click Investigations
3.	Click Data Entry
4.	Click Search

Viewing the Process Management Screen
The process management screen allows the user to view the current status for all open cases or intakes.  This screen can be used to manage the workload of a user, view all cases in a particular status, or view the latest status of a particular case (or set of cases).

Screen Name: Process Management
Steps:

1.	Click QM
2.	Click Investigations
3.	Click Process Management

Note, closed cases do not appear on the process management screen.  To view a closed case, you must search for the case from the switchboard.

Printing Information from HCSIS – Where to go

Printable Summary Screen (QM > Investigations > Printable Summary)
	
DPPC Intake	
Action Plan / Resolution	
Investigations Notices List Screen (QM > Investigations > Notices)
	
Decision Letter 	
Disposition Letter 	
Public Log Report  	
Investigation Report  	
Action Plan Resolution Report	
Facility Complaint Review and Action Report  (For Facility Users)	
Investigations Reports List Screen (QM > Reports > Reports Request)
	
Action Plan/Resolution Report	
Investigations Case Listing Report	
Investigations Counts Report 	
Investigations Outstanding Summary Report 	
QE Provider Investigation Report	

To View Alerts
Screen Name: Pending Alerts
Steps:

1.  Click Home
2.  Click Alerts 

A list of the alerts sent to the Area/Facility Director Designee, and the Area Office Investigations Designee is listed below.

Alert Audience
	Alert Subject/Title	Alert Trigger	Hyperlink Destination	
Area/Facility Director Designee and Area Office Investigation Designee	Disposition Entered	User enters disposition information and clicks Finalize on the Disposition screen.	Investigations Notices	
Area/Facility Director Designee and Area Office Investigation Designee	Disposition Changed
	User enters disposition information and clicks Finalize on the Disposition screen.	Investigations Notices	
Area/Facility Director Designee and Area Office Investigation Designee	Updated Intake Received	Updated Intake for a Case that has a Finalized Disposition is loaded into HCSIS.	Intake Information	
Area/Facility Director	Investigator Title 19 Form Finalized	User clicks Finalize on the Investigator Title 19 Form .	Switchboard	
Area/Facility Director Designee and Area Office Investigation Designee	Decision Letter Issued
	User enters the date of the decision letter.
	Investigations Notices	
Area/Facility Director Designee and Area Office Investigation Designee	Investigation Report Extension Filed	User enters extension information and clicks Save and Continue on the Report Extension screen.	Switchboard	
Area/Facility Director Designee and Area Office Investigation Designee	Action Plan/Resolution Issued
	User clicks the Issued button of the Action Plan/Resolution screen.	Switchboard	
Area/Facility Director Designee and Area Office Investigation Designee	Revised Action Plan/Resolution Issued
.
	User clicks the Issued button of the Action Plan/Resolution screen for a case with an appeal that resulted in a revised Action Plan.
	Switchboard	
Area/Facility Director Designee and Area Office Investigation Designee 	Action Plan/Resolution Finalized
	User clicks the Finalize button of the Action Plan/Resolution Outcomes screen.
	Switchboard	
Area/Facility Director Designee and Area Office Investigation Designee	Appeal Filed
	User clicks the Save and Continue button on the Appeal Information screen after adding a new appeal entry.
	Appeal Information	
Area/Facility Director Designee and Area Office Investigation Designee	Appeal Finalized	User clicks the Save and Generate Documents button on the Appeal Information screen  after entering the appeal decision.	Appeal Information	
Area/Facility Director Designee and Area Office Investigation Designee	Intake to Existing Case	User clicks the Link Intake to Case button on the Involved Parties screen.	Switchboard	
Area/Facility Director Designee and Area Office Investigation Designee	A new Investigation Case has been created for an Alleged Victim in your Area/Facility	User selects an Area / Facility for the case that is different than an ALV’s Area/Facility.	n/a	
Area/Facility Director Designee and Area Office Investigation Designee	Case Assignment has been changed	User changes the Investigation Office or the Area/Facility on the Case Assignment screen and clicks Save or Save and Continue.	Switchboard	

A list of the alerts sent to the Regional Director Designee, the Regional Director Investigations Designee, and the Assistant Commissioner for Facilities is listed below.

Alert Audience
	Alert Subject/Title	Alert Trigger	Hyperlink Destination	
Regional Director Invest. Designee	Disposition Entered	User enters disposition information and clicks Finalize on the Disposition screen.	Investigations Notices	
Regional Director Invest. Designee	Disposition Changed
	User enters disposition information and clicks Finalize on the Disposition screen.	Investigations Notices	
Regional Director Invest. Designee	Updated Intake Received	Updated Intake for a Case that has a Finalized Disposition is loaded into HCSIS.	Intake Information	
Regional Director Designee, Regional Director Invest. Designee and Asst. Comm. for Facilities	Decision Letter Issued
	User enters the date of the decision letter.
	Investigations Notices	
Regional Director Invest. Designee	Investigation Report Extension Filed	User enters extension information and clicks Save and Continue on the Report Extension screen.	Switchboard	
Regional Director Designee, Regional Director Invest. Designee and Asst. Comm. for Facilities	Action Plan/Resolution Issued	User clicks the Issued button of the Action Plan/Resolution screen.	Switchboard	
Regional Director Designee, Regional Director Invest. Designee and Asst. Comm. for Facilities	Revised Action Plan/Resolution Issued	User clicks the Issued button of the Action Plan/Resolution screen for a case with an appeal that resulted in a revised Action Plan.	Switchboard	
Regional Director Designee, Regional Director Invest. Designee and Asst. Comm. for Facilities	Action Plan/Resolution Finalized	User clicks the Finalize button of the Action Plan/Resolution Outcomes screen.	Switchboard	
Regional Director Designee, Regional Director Invest. Designee and Asst. Comm. for Facilities 	Appeal Filed
	User clicks the Save and Continue button on the Appeal Information screen after adding a new appeal entry.
	Appeal Information	
Regional Director Designee, Regional Director Invest. Designee and Asst. Comm. for Facilities 	Appeal Finalized	User clicks the Save and Generate Documents button on the Appeal Information Screen  after entering the appeal decision.	Appeal Information	
Regional Director Designee and Regional Director Invest. Designee	Intake to Existing Case	User clicks the Link Intake to Case button on the Involved Parties screen.	Switchboard	
Regional Director Invest. Designee	A new Investigation Case has been created for an Alleged Victim in your Area/Facility	User selects an Area / Facility for the case that is different than an ALV’s Area/Facility.	n/a	
Regional Director Designee and Regional Director Invest. Designee	Case Assignment has been changed	User changes the Investigation Office or the Area/Facility on the Case Assignment screen and clicks Save or Save and Continue.	Switchboard