As most of you are probably already aware the IRS 3.0 Facility Production site
has been released. You should already have received a credential letter
introducing you to the new system. You will need to use this new username and
password combination to access the IRS 3.0 website. IRS 3.0 passwords are
CASE SENSITIVE!
Notice
To All Facilities: 5/27/2009
Effective May 27, 2009, the Health Data Reporting Act of 2002 was amended by
Public Chapter 318. The new law provides that all licensed health care
facilities are no longer required to report " unusual events " as the term was
defined in the 2002 Act, but that each facility, except for those facilities
required to report abuse, neglect or misappropriation pursuant to federal laws
and rules (42 CFR ยง483.13), shall only report incidents of abuse, neglect, and
misappropriation that occur at the facility to the Department. The facility is
required to make the report within seven (7) business days from the date that
the facility identifies the incident. The new law removes the requirement that
the facility shall submit a corrective action report to the Department.
Although reporting requirements for facilities have been changed, the
Department is still required to investigate the incidents of abuse, neglect or
misappropriation reported to the Department as complaints for certification
purposes.
The new law did not change the requirements contained in the 2002 Act that
require all licensed health care facilities to report the following to the
Department: strike by the staff at the facility; external disaster impacting
the facility; disruption of any services vital to the continued safe operation
of the facility or to the health and safety of its patients and personnel; and
fires at the facility that disrupt the provisions of patient care services or
cause harm to the patients or staff, or that are reported by the facility to
any entity, including but not limited to a fire department charged with
preventing fires. These incidents must be reported to the Department of Health
within seven (7) business days after the facility becomes aware of the
incident.
Entering
diagnoses: (12/06/07)
When entering an
incident, please look in the Diagnosis dropdown for an existing diagnosis
description to meet the diagnosis requirement before selecting "Other".
Authorization Process Update: (3/15/05)
There is an update to the code in Add User/Administrator that creates the
confirmation url. An additional page has been added for the case of
an uninitialized user trying to log on so that they can receive proper
direction to complete the initialization. The current email address of that
user will be displayed and there will be options of either re-sending the
confirmation email to that address, changing the address and sending a new
confirmation email to the new address, or cancelling and returning to the login
screen. Temporarily disabled the ability to edit the e-mail address in the
Edit/Update User screen for all users. Upon completion, a
re-initialization processs will be substituted to verify the authenticity
of a new e-mail account for an existing user.
New Password Recovery: (3/10/05)
If you have forgotten your login information please try this new tool before
calling the help desk.
New Account Authorization Process: (3/7/05)
A substantial number of users have been creating accounts with invalid e-mail
addresses. Since e-mail communication is a vital part of electronic reporting
with the UIRS system, a new e-mail verification process has been implemented.
When initializing a Master Account or creating any additional user accounts an
e-mail will be generated and sent to the registered account of the new user.
This user must click on the link in the e-mail or cut and paste the URL into
their browser address bar and complete the login instructions found on the
page. Each URL is encrypted and only usable once. A new password recovery tool
is now available. If you have forgotten your login information please try this
new tool before calling the help desk.
ICF/MR Information: (2/7/05)
Some ICF/MR facilities may have been sent IRS credential letters in error.
ICF/MRs DO NOT report unusual events through the IRS system with a single
exception. If your ICF/MR facility received a letter please disregard, the
credentials are not valid.
Important Information: (1/6/05)
IRS 2.0 is still being used for existing reports. If a IR has been previously
submitted to the state the follow through on that report must be completed in
the IRS 2.0 system http://170.142.107.162
. We know that this may be an inconvenience to some of you, but is the
only way to maintain the data integrity of what is currently in the IRS 2.0
system. Reports that are not electronically submitted to the state via the
website will be entered into the IRS 2.0 system until Monday (1/10/2005).
Therefore, if you submit data via these alternative means you will need to
check IRS 2.0 for the status. Please note that the IRS 2.0 and IRS 3.0
usernames may be the same, but the passwords are not. You will not be able to
use a IRS 2.0 password in IRS 3.0 or vice versa.
Please let me reiterate REPORTS ALREADY SUBMITTED IN IRS 2.0 MUST BE
COMPLETED IN IRS 2.0. This applies to medication error supplements
and corrective action plans as well as incomplete reports.
In IRS 3.0 the link to input Corrective Action Plans (CAPS) will not
appear under the Data Entry Tab until the UIR has been accepted by the
state. Once accepted you can input the CAP information. This process will
prevent facilities from having unnecessarily
spent time inputting CAP information for a UIR that is not
reportable and no further action is required.
At a future time we will be looking at a data migration path for the old data
into the new system. This will likely first address 2005 occurrences only, and
later look at the possibility of converting all data, although this may not be
possible. If this complete conversion can not be completed then the data will
be made available through other means, such as a historical reporting system.
New reports need to be submitted in IRS 3.0. If you attempt to submit a new
report using IRS 2.0 you will be redirected to the new IRS 3.0 website where
you will need to log back in. In order to do this you must use your master
account (from the letter) to create an administrator account. Then the
administrator account can create other accounts or submit reports. There has
been some confusion about this process and we are calling back facilities as
quickly as we can to help them address these issues. Mostly the problem is
related to checking or unchecking the master account box or mistyping the
password. The passwords need to be looked at closely as a (1) one may look like
a lowercase L (l), etc.
There have been some reported problems accessing the IRS 3.0 application.
We are trying to identify the nature of these issues at this time. It doesn't
seem to be a consistent issue because some facilities are able to successfully
access and submit reports.
A scheduled update for IRS 3.0 is planned for next week that will include the
following:
* E-mail notification back to the facility when a IR has been accepted or
marked incomplete
* E-mail notification back to the facility when a CAP has been accepted or
marked incomplete
Currently in IRS 3.0 the Report tab doesn't have any reports. The report
module is under development and will be available in the near future. Since
there is limited data in the IRS 3.0 system at this time there is little use
the reports would provide at this time.
Please feel free to contact our helpdesk 615-253-1446 for technical assistance
accessing or logging into the IRS 3.0 website. Due to the current heavy call
volume most calls are rolling directly to voicemail. Please understand that all
messages are being listened to and entered into our helpdesk ticket system. If
you would kindly leave your e-mail address in the voice mail message or e-mail
DCHLCHelpDesk.HLCHelpDesk@state.tn.us with your issue you will get an
e-mail response back that your ticket has been recorded. We are currently in
the process of returning calls to the facilities that have left messages. The
number one reported issue is that a facility has an event to report and they do
not yet have a letter. If you are on a reporting deadline and have this issue
please let us know when contacting us so we can give your call priority.
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