October 2009

Information Bulletin 09-13
NH-143
BCH-51
Hospitals with Swing Beds-54

Changes to the MDH Web-Based Incident Reporting System

Purpose:

The Office of Health Facility Complaints (OHFC) is issuing this bulletin for two specific purposes. The first purpose is to notify providers of revisions to the current MDH web-based incident reporting form to comply with the 2009 legislative changes allowing providers to replace phone complaints to the Common Entry Point (CEP) with a faxed copy of the incident reporting form to the CEP. The additional information requested on the incident reporting form is necessary to assist the CEP in processing facility reports, and ensures that facilities are in compliance with federal reporting requirements, as well as reporting requirements under the Minnesota Vulnerable Adults Act (MN Statutes, section 626.557).

The second purpose is to release updated instructions for completing and submitting the MDH web-based incident reporting forms to OHFC, along with a new system for accessing OHFC’s disposition letter on the web-site.

Background:

The 2009 Minnesota Legislature made revisions to the Vulnerable Adults Act (VAA), Minnesota Statutes, section 626.557 to streamline the adult maltreatment reporting system. Effective August 1, 2009 an exception was added to the requirement for an oral CEP report made for: a boarding care home that is licensed under Minnesota Statutes, sections 144.50 to 144.58 and certified under Title 19 of the Social Security Act; a nursing home that is licensed under Minnesota Statutes, section 144.02 and certified under Title 18 and Title 19 of the Social Security Act; a hospital that is licensed under Minnesota Statutes, sections 144.50 to 144.58 and has swing beds certified under CFR, title 42, section 482.66 (incident reports required for swing bed patients only). As a result of the 2009 legislation, providers are permitted to submit an electronic (fax) copy of the MDH web-based incident reporting form to the Common Entry Point (CEP) instead of the previous practice of filing incident reports by telephone.

To facilitate this new reporting system, the Office of Health Facility Complaints and the Minnesota Department of Human Services worked in cooperation with the CEP to revise and draft changes and additions to the MDH web-based Incident Reporting Form. Effective October 1, 2009, all required information changes to the MDH web-based Incident Reporting Form have been completed.

In addition, attached to this bulletin are updated instructions to assist providers with completing and submitting incident reporting forms to the web-based system. These updated instructions are in direct response to issues identified by providers and also allow OHFC an opportunity to streamline the process for better customer service.

Summary of Changes:

Information added to the incident reporting form includes:

  1. The address of the initial reporter if the report was not made by a staff person who represents the facility.
  2. The addition of “financial exploitation” to the maltreatment drop down box.
  3. The address of the resident’s guardian/power of attorney.

This additional information is required for the CEP to process the complaint and notify involved parties.

A “PDF” file containing the revised instructions for the MDH web-based incident reporting system can be accessed at the end of this bulletin. All revised information has been bolded. The basic instructions on completing and submitting the form to the MDH web-based system have not changed; however, additional required information and tips have been added.

There has been one major change to the MDH web-based Incident Reporting System process which can be found on the last page of the instruction form. OHFC will no longer mail a hard copy of the disposition letter to the facility. As stated in the revised instructions, facilities will instead be able to access the disposition letter on the web-site which will expedite the receipt of the disposition by the facility. The facility will receive an email alert that the disposition letter is available on the web-site. This disposition letter will remain on the web-site indefinitely.

Effective Date:

The changes to the MDH web-based incident reporting system and the MDH web-based information reporting form are effective October 1, 2009.

For questions regarding this bulletin, please call the Office of Health Facility Complaints (OHFC) Intake Section at 651-201-4200.

Download the Instructions for the MDH Web-based Incident Reporting System (PDF:124k/4 pages)


Link to Adobe Acrobat Reader To view the PDF files, you will need Adobe Acrobat Reader (free download from Adobe's website).

(Large files may take a while to download.)
Updated Friday, 11-Feb-2011 12:52:04 CST