Department of Mental Retardation

The HCSIS Story

October 2006

•	The Evolution of a Solution
•	Integration into EOHHS and DMRIS
•	Features and Benefits
•	What People Are Saying
•	The Road to Success
•	Stakeholder involvement early on and throughout the process
•	Implementation planning and preparation
•	Pilot approach
•	On-going Communications
•	Scheduled Maintenance
•	Enhancements
•	Key Statistics

•	HCSIS started in Pennsylvania to support the management of their HCBS Programs. 
•	Massachusetts HCSIS went live with the Quality Management module through a Pilot beginning on March 7, 2006 and became available statewide on July 17, 2006.  

•	Through successful collaboration with EOHHS, HCSIS was made available through the HHS Virtual Gateway
•	The Virtual Gateway is the online portal to Commonwealth of Massachusetts Health and Human Services.  The portal allows state and provider agencies to access a multitude of HHS services and applications with a single log-on ID. 

•	With DMR’s first near real-time MEDITECH Data Repository Interface for retrieval of individual demographics, provider relationships and caseload information, HCSIS has fully integrated into the DMRIS
•	MEDITECH continues to be the system of record for case-related information.
•	HCSIS replaced several of DMR applications to become the system of record for quality management-related information

•	MA HCSIS features the following components:

•	Incident Management provides for the reporting and management of Incidents, Restraints, Medication Occurrences, and Optionally Reportable Events.
•	Death Reporting supports the reporting and review of Death Reports.
•	Investigations includes the tracking, data entry, and reporting of information for allegations of abuse or mistreatment reported to DPPC.
•	Health Care Record gathers demographic and medical information regarding the health status of individuals.
•	National Core Indicators supports the Core Indicator Surveys, which provide information about various  performance indicators across states.
•	User Administration allows DMR to create users and providers to manage the HCSIS roles for their staff.

•	For each component / module, reports are available for data analysis and aggregation.

•	Stakeholders involved early on and throughout the process
•	Representatives from DMR Area Offices, DMR Regional Offices, DMR Central Office, and Provider agencies participated in the following activities:
•	General System Design
•	Regional Road shows
•	Partnership Meetings
•	User Acceptance Testing
•	Implementation Planning and Preparation
•	Classroom and Web-based training

•	Through various discussions and presentations, Stakeholders quickly saw the benefits of HCSIS as a critical and valuable tool for the management of Incidents, Restraints, Medication Occurrences, and Health Care Records.

•	Business Standardization
•	While discussing system design, DMR and Providers identified business processes that would benefit from an additional level of standardization.  
•	Categorization of Incidents 
•	Review Process for Incident Management

•	Pilot Approach
•	Streamlined New User Sign-up
•	Issues and Enhancements identified in the first pilot were evaluated for the next Regional Implementation
•	Providers who offered services across regions had the option to choose which implementation to participate in

•	On-going Communications
•	DMR releases HCSIS Alerts to explain upcoming changes and/or 
	helpful hints
•	DMR updates training materials on an on-going basis
•	Regional Conference Calls and Meetings
•	End-User Forums
•	Scheduled HCSIS Regional Leads Meetings

•	Scheduled Maintenance
•	On a scheduled basis, maintenance updates are made to HCSIS
•	DMR tracks issues raised to the DMR Helpdesk

•	Enhancements
•	DMR continues to pursue enhancements that were identified after implementation and those which were tabled during the initial design phases

•	Process Flow
•	Defined during General System Design and updated as needed.

•	Screen Shot: Initial Report – Individual Information

•	Screen Shot: Initial Report – Filing Agency Information

•	Screen Shot: Initial Report – Incident Classification

•	Screen Shot: Medication Occurrence Report – Medication Occurrence Information

•	Screen Shot: Medication Occurrence Report - Medications Involved

•	Screen Shot: Medication Occurrence Report – Medication Occurrence Additional Information

•	Screen Shot: Restraint Report – Restraint Basic Information

•	Screen Shot: Restraint Report – Restraint Information II

•	Screen Shot: Restraint Report – Involved Parties

•	Screen Shots - Event Management - Filing Process Management

•	Screen Shots - Event Management – Review Process Management

•	Screen Shot: Health Care Record – View/Edit Health Care Record

•	Screen Shot: Health Care Record – Basic Information

•	Screen Shot: Health Care Record – Special Needs

•	Screen Shot: Tools – Alerts

•	Screen Shot: Reports – Reports Request

•	Sample Report: Events By Individual Detail

•	Sample Report: Events By Site/Provider

•	Sample Report: Multiple Events by Individual Summary

•	Screen Shot: Administration – User Roles

•	Screen Shot: Administration – User to Security Group Relationships

•	Screen Shot: Administration – Individual to Security Group Relationships