COMMUNITY MENTAL HEALTH AUTHORITY

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1 COMMUNITY MENTAL HEALTH AUTHORITY ADMINISTRATIVE POLICY AND PROCEDURES MANUAL CHAPTER QUALITY IMPROVEMENT SYSTEMS SUBJECT INCIDENT, EVENT, AND DEATH REPORTING AND MONITORING SECTION QUALITY IMPROVEMENT CHAPTER 03 SECTION 01 SUBJECT 05 AUTHORIZATION APPROVED: 07/26/05 REPLACES: POLICIES ; ; Updated: April 2015 I. PURPOSE: To ensure a process is in place to report, review, investigate, and act upon, as appropriate, all incidents that are determined to be Critical Events, Risk Events, Immediately Reportable Events, and CMH Events and further determine if they fall into the Sentinel Event Category as defined in the Michigan Department of Health and Human Services (DHHS) contract. II. III. APPLICATION: Community Mental Health Authority (CMH) employees, individuals under contract, and volunteers are required to report any incident involving a consumer. DEFINITIONS: Critical Incident is an incident that meets the state reporting definitions defined by the DHHS/PIHP Contract Attachments C that generally include suicide, nonsuicide death, emergency medical treatment due to injury or medication error, hospitalization due to injury or medication error, arrest of consumer, or injury as a result of physical management. Definitions as they pertain to a Critical Incident are: Suicide the CMH serving the individual determines through its death review process that the individual s death was a suicide or the official death report (i.e., coroner s report) indicates the death was a suicide. Non-suicide death any death that was not otherwise reported as a suicide. Emergency Medical Treatment Due to Injury or Medication Error situations where an injury to an individual or a medication error result in face-to-face emergency medical treatment being provided by medical staff or hospitalization due to an injury that is self-inflicted (i.e., due to harm to self, such as pica, head banging, biting, and including suicide attempts). Hospitalization Due to Injury or Medication Error admissions to a general medical facility due to injury or medication error. Hospitalizations due to the natural course of an illness or underlying condition do not fall within this definition. Arrest situations where an individual is held or taken by a law enforcement officer based on the belief that a crime may have been committed. Situations where an individual is transported for the purpose of receiving emergency mental health services, or situations where a consumer is held in protective custody, are not considered to be an arrest. These events are submitted electronically through the electronic medical record (ELMER) system directly to DHHS. Reference the State Level Data Collection Critical Incident Reporting effective 10/1/13 as an exhibit to this policy. Monitoring.docPage 1 of 11

2 Death means that which does not occur as a natural outcome to a chronic condition (i.e., terminal illness) or old age. Medication Errors mean (a) wrong medication; (b) wrong dosage; (c) double dosage; or (d) missed dosage, that resulted in death or serious injury or the risk thereof. It does not include instances in which consumers have refused medication. Incident is an undesirable and usually unanticipated event such as a death of a person served, an employee, a volunteer, or a visitor of Community Mental Health Authority. Incidents such as a fall or improper administration of medications are also considered unusual incidents if there is no permanent effect on the individual. Incidents are reviewed to determine whether they meet the criteria for a reportable event (Critical, Risk, and Sentinel). Incidents include, but are not limited to: Death of a recipient Serious illness requiring emergency medical treatment or admission to hospital Alleged case of abuse or neglect Injury resulting from accident requiring emergency room visit or admission to hospital Serious challenging behavioral episode (911 was called due to behavior) Behavior of individual (threatening others, self-injurious, hostility, substance use) Physical restraint used due to recipient s behaviors Arrest and/or conviction Medication errors, i.e., wrong medication, wrong dosage, double dosage, or missed dosage (those resulting in death, serious injury or risk thereof will be reviewed for a Critical Incident). Medication refusals are not medication errors, however, are still considered and incident and a report must be written. Harm to self or others Recipient accidental injuries (scrapes, bruises, marks not needing formal medical treatment) Falls Sentinel Event is an unexpected occurrence involving death (not due to the natural course of a health condition) or serious physical or psychological injury, or the risk thereof. Serious injury specifically includes permanent loss of limb or function. The phrase or risk thereof includes any process variation for which a recurrence would carry a significant chance of a serious adverse outcome. (JCAHO, 1998; CARF Behavioral Health Standards Manual). Such events are called sentinel because they signal the need for immediate investigation and response (CARF Behavioral Health Standards Manual). Any injury or death that occurs from the use of any behavior intervention is considered a sentinel event (per DHHS/CMHSP Managed Mental Health Supports and Services Contract FY 15 Attachment C ). 24-hour Specialized Setting means a specialized residential home certified by Michigan Department of Consumer and Industry Services to serve persons with mental illness or intellectual/developmental disabilities. Monitoring.doc Page 2 of 11

3 Own Home for purposes of sentinel event reporting means supported independence program for persons with mental illness or intellectual/developmental disabilities regardless of who holds the deed, lease, or rental agreement; as well as own home or apartment for which the consumer has a deed, lease, or rental agreement in his/her own name. Own home does not mean a family s home in which the child or adult is living. Ongoing and continuous in-home assistance (Community Living Supports) means assistance with activities of daily living provided in the person s own home at least once a week, and 6 months or longer. Unexpected death includes those that resulted from suicide, homicide, an undiagnosed condition, were accidental, or were suspicious for possible abuse or neglect. Accident means reportable accidents that result in injuries requiring a visit to an emergency room, medi-center or urgent care clinic/center and/or admission to a hospital (accidents should be included in reporting). Physical illness resulting in admission to a hospital does not include planned surgeries, whether inpatient or outpatient. It also does not include admissions directly related to the natural course of the person s chronic illness, or underlying condition. For example, hospitalization of an individual who has a known terminal illness in order to treat the conditions associated with the terminal illness is not a sentinel event. Serious challenging behaviors are those not already addressed in a treatment plan and include significant (in excess of $100) property damage, attempts at self-inflicted harm or harm to others, or unauthorized leaves of absence. Serious physical harm is defined by the administrative rules for mental health ( ) as physical damage suffered by a recipient that a physician or registered nurse determines caused or could have caused the death of a recipient, caused the impairment of his or her bodily functions, or caused the permanent disfigurement of a recipient. Arrests and/or Convictions are any arrest or conviction that occurs with an individual who is in the reportable population at the time the arrest or conviction takes place. Risk Events are defined in the DHHS QAPIP as additional critical events that put individuals (in the same population categories as critical events) at risk of harm. At a minimum, these events include actions taken by individuals who receive services that cause harm to themselves; actions taken by individuals who receive services that cause harm to others; police calls; emergency use of physical management; hospitalizations (two or more unscheduled admissions to a medical hospital, not due to planned surgery or the natural course of a chronic illness, within a 12 month period). Monitoring.doc Page 3 of 11

4 Root Cause Analysis (RCA) is a class of problem solving methods aimed at identifying the root cause of problems or events. The practice of an RCA is predicated on the belief that problems are best solved by attempting to address, correct or eliminate root causes, as opposed to merely addressing the immediately obvious symptoms. By directing corrective measures at root causes, it is more probable that reoccurrence will be prevented, or at least reduced. Within three (3) days of a critical incident a determination will be made if it meets the sentinel event standard; if it does meet the standard, the organization has two (2) days subsequent to start the RCA. IV. POLICY: Community Mental Health Authority (CMH) will comply with the Michigan Department of Health and Human Services (DHHS) Mental Health and Substance Abuse Services Reporting Requirements per contract. V. PROCEDURE: The Recipient Rights Officer (RRO) will review all incident reports in the Incident Report Module in the electronic medical record (ELMER) to determine if the incident meets the criteria and definitions to be categorized as a critical event, sentinel event, risk event, or an immediately reportable event (events may meet criteria for more than one category). A. The individual observing an incident will: 1. Take necessary steps to resolve the incident including appropriate intervention (which may include notifying law enforcement) and/or appropriate medical treatment to the consumer(s) involved to prevent further harm. 2. Contact the appropriate Supervisor/designee. a. The appropriate Supervisor/designee will determine whether or not additional individuals need to be notified of the incident. b. In the case of a serious physical injury, death, suspected sexual or physical abuse or neglect, the appropriate Supervisor/designee will notify the Program Director/designee. The Program Director/designee is responsible to notify the CEO/designee and the RRO, as applicable. 3. Initiate and document the facts of the incident on the Incident Report (IR) form in the IR module in ELMER. Documentation of the incident should be initiated and submitted electronically to the individual s supervisor/designee within 24 hours of the incident. 4. The Supervisor/designee will fill out their recommendations and the IR will go to the assigned Case Manager of the consumer to review. The RRO will see that the Department Supervisor and/or Program Director have been added as a reviewer. The RRO will review the incident and determine if a recipient rights violation occurred. If a rights violation occurred, procedures in agency policy Complaints/ Appeals ( ) will be followed. Monitoring.doc Page 4 of 11

5 5. Upon receipt and review of the IR, the RRO/designee will code the incident utilizing proper IR Category/IR Code. More than one IR Category/IR Code may be selected if deemed appropriate. The RRO/designee will ensure that: a. the information on the IR explains the cause of the incident. b. immediate action was taken as appropriate. c. follow-up care and treatment is provided as necessary. d. appropriate and adequate remedial action is taken to prevent recurrence and documented on the IR. 6. The RRO will add, as appropriate, the Chairpersons of the following committees as a reviewer for recommendations and monitoring purposes: Pharmacy & Therapeutics/Medical Services, Safety & Risk Management, and/or Behavior Treatment Committee (and/or the Behavioral Psychologist). 7. Once the IR is complete and reviewed by all pending staff, the RRO will close the report. 8. AFC group homes must keep a copy of the IR, in a separate file, for two years. 9. If more than one consumer is involved, additional IR s must be completed; there must be an IR form completed for each and every consumer involved. 10. One IR form will be completed for med errors regardless of the number of instances involved (i.e., if residential consumer did not receive medication scheduled BID, one IR form will be complete with written notation that the consumer missed two doses of meds). The Chairperson of the Pharmacy & Therapeutics/Medical Services Committee will manually track all medication related incidents. 11. All contracted sites are to forward all IR s to CMH s RRO. CMH s RRO will scan the IR s into ELMER; once all information is scanned and entered, the same procedures as noted above will be followed. B. Critical Events 1. The RRO will review the IR and make a determination whether or not the incident meets the criteria to be determined a critical event. If the incident meets the criteria for a critical event and/or a sentinel event, the RRO will establish a clinical care review team to conduct an RCA. An RCA shall commence within two (2) subsequent days of the sentinel event determination. The Pharmacy & Therapeutics/Medical Services Committee will be responsible to conduct the RCA for medication errors determined to be a sentinel event. 2. For an incident that is determined to be a critical incident for only those consumers residing in 24-hour Specialized settings (per Administrative Rule R ), the Program Director/designee is the only individual authorized, within 48 hours, to notify the appropriate Department of Consumer & Industry Monitoring.doc Page 5 of 11

6 Services licensing consultant via telephone and fax (print and fax the IR) when the incident involves: a. death of a resident. b. any accident or illness requiring hospitalization. c. displays of serious hostility. d. intentional destruction of property (in excess of $100). e. attempts at self-inflicted harm or harm to others. f. arrest and/or conviction of a resident. 3. Critical Event Reporting: a. Whenever the RRO has categorized the severity of an incident as a Critical Event, the RRO will notify the Information Systems Analyst as soon as possible after the determination has been made. The Information Systems Analyst will attach a Critical Event to the incident, which is done via the View Historical Incident Reports link from the Incident Reports menu in ELMER. b. The Information Systems Analyst will consult with the RRO to determine the Event Type, Event Sub-Type (if applicable), and the Event Sub-Type Qualifier (if applicable). The Information Systems Analyst will also review the admissions status, living arrangement, and types of services the consumer was receiving at the time of the incident to determine whether the event meets the submission criteria to be reportable. c. Once the Critical Events have been recorded and saved, the Information Systems Analyst will review all new/pending submissions via the DHHS Event Reporting History link on the DHHS Reporting menu in ELMER, and then submit them using the link on the same page. All reportable events will show an updated status of Accepted if the submission was successful (see exhibit for a, b, c, as noted above). d. CMH will report to NorthCare the following critical events within 60 days (except suicide, see a. below) after the end of the month in which the event occurred for individuals actively receiving services, with individual level (vs. aggregate) data on MCOID, event date, and event type. 1. Suicide for any individual actively receiving services at the time of death, and any who have received an emergency service within 30 days prior to death. Once it has been determined whether or not a death was suicide, the suicide must be reported within 30 days after the end of the month in which suicide was determined. If 90 calendar days have elapsed without a determination of cause of death, CMH must submit a best judgment determination of whether the death was a suicide. In this event, the time frame described above shall be followed, with the submission due within 30 days after the end of the month in which this best judgment determination occurred. 2. Non-suicide deaths are to be reported for individuals who were actively receiving services and were living in a Specialized Residential facility (per Administrative Rule R ) or in a Child-Caring institution; or were receiving Community Living Supports, Supports Coordination, Monitoring.doc Page 6 of 11

7 Targeted Case Management, ACT, Home-based, Wraparound, Habilitation Supports Waiver, SED Waiver or Children s Waiver services. If reporting is delayed because CMH is attempting to determine whether the death was due to suicide, the submission is due within 30 days after the end of the month in which it was determined the death was not due to suicide. 3. Emergency Medical Treatment Due to Injury or Medication Error are to be reported for people who at the time of the event were actively receiving services and were living in a Specialized Residential facility (per Administrative Rule R ) or in a Child-Caring institution; or were receiving either Habilitation Supports Waiver services, SED Waiver services or Children s Waiver services. 4. Hospitalization Due to Injury or Medication Error are to be reported for individuals who were living in a Specialized Residential facility (per Administrative Rule R ) or in a Child- Caring institution; or receiving Habilitation Supports Waiver services, SED Waiver services, or Children s Waiver services. 5. Arrest of Service Recipient for individuals who were living in a Specialized Residential facility (per Administrative Rule R ) or in a Child-Caring institution; or receiving Habilitation Supports Waiver services, SED Waiver services, or Children s Waiver services. C. Sentinel events relating to the practice of care must be reported for the following programs and services for the following reportable populations (per Michigan s Mission-Based Performance Indicator System): Prepaid Inpatient Health Plan (Medicaid Beneficiaries only) Criteria must meet one or more of the following: a. Persons living in 24-hour specialized residential settings or child caring institutions. b. Persons living in their own homes receiving ongoing and continued assistance with activities of daily living (Community Living Supports). c. Persons receiving Targeted Case Management, Assertive Community Treatment, Home-based, Wraparound, or Habilitation Supports Waiver Supports Coordination Services. d. Persons residing in a substance abuse residential program. D. The reportable populations include: Adults with Mental Illness Children with Mental Illness or Severe Emotional Disturbance Persons with Intellectual/Developmental Disabilities Persons receiving substance abuse residential treatment services 1. Community Mental Health Services Programs are required to report sentinel events for persons enrolled in the Children s Waiver (CW), the Children with Serious Emotional Disturbance Waiver (SEDW), and who receive services funded by these programs from CMH. CMH will also report for those individuals on the HAB Supports Waiver. Monitoring.doc Page 7 of 11

8 2. CMH has three (3) business days after an incident occurred to determine if it is a sentinel event. If the incident is determined to be a sentinel event, the RRO will notify NorthCare upon determination of such. If the incident is determined to be a sentinel event, the RRO will establish a clinical care review team to conduct an RCA via ELMER; the Pharmacy and Therapeutics Committee will be responsible to conduct the RCA for medication errors determined to be a sentinel event. CMH has two (2) subsequent business days to commence an RCA. The RCA must be complete within 90 calendar days of the RRO s sentinel event determination. Arrests are not cause to complete an RCA. a. DHHS will automatically be notified of the event via the Event Reporting system in ELMER. b. The incidents in which an RCA must be completed include: 1. Re-admission to a psychiatric unit within 30 days of discharge (reference policy ). The RCA will focus on the previous inpatient psychiatric hospitalizations and the amount, scope, frequency and duration of services during the past year. In addition, NorthCare's Inpatient Readmission Rate Peer Review form will also be completed and submitted to NorthCare. 2. Death The RRO will request that the consumer s Primary Care Coordinator complete the Death Report within seven (7) business days. The Primary Care Coordinator will provide a copy of the completed Death Report to the RRO. If the RRO determines that a consumer s rights have been violated, the RRO will follow established procedures in the Complaints/Appeals policy ( ). For the death of consumers residing in 24-hour Specialized settings, the Program Director/designee, within 48 hours, shall notify the consumer's designated representative and responsible agency by telephone and shall follow the attempt of contact with a written report to the consumer's designated representative, responsible agency, and the adult foster care licensing division. All unexpected deaths* of Children s Waiver and SED Waiver beneficiaries, who at the time of their death were receiving specialty supports and services, must be reviewed and reported to NorthCare. The report must include the following information as required per QAPIP Section Standard II, Section F.3: Screens of individual deaths with standard information (i.e., coroner s report, death certificate). Involvement of medical personnel in the mortality reviews. Documentation of the mortality review process, findings, and recommendations. Use of mortality information to address quality of care. Aggregation of mortality data over time to identify possible trends. Monitoring.doc Page 8 of 11

9 * Unexpected deaths include those that resulted from suicide, homicide, an undiagnosed condition, were accidental, or were suspicious for possible abuse or neglect. CMH s RRO will, within 24 hours of knowing of the event, notify NorthCare of every Medicaid beneficiary whose death occurred within one year of their discharge from a state-operated facility. Following this notification, CMH's RRO will submit to NorthCare, within 60 days after the month in which the death occurred, a written report of the death review/analysis. The RRO is responsible for data entry into the computerized Death Log and notification and/or submission of required reports and/or forms to NorthCare. 3. Physical illness requiring admission to a hospital. 4. Injuries occurring as a result of accidents or abuse requiring visits to emergency rooms, medi-centers and urgent care clinics/centers, and/or admissions to a hospital. 5. Serious challenging behaviors including: intentional property damage (in excess of $100); attempts at self-inflicted harm or harm to others; unauthorized leaves of absence. 6. Medication errors (wrong medication, wrong dosage, double dosage, missed dosage) that resulted in death or serious injury or the risk thereof (does not include instances in which consumers have refused medication). An RCA for medication errors will only need to be complete when the incident is determined a sentinel event. E. IMMEDIATELY REPORTABLE EVENTS: The PIHP/DHHS contract (Section 6.1.1) requires that the PIHP immediately notify DHHS of the following events: 1. Consumer death that occurs within 12 months of the individual s discharge from a state facility; or a death that occurs as a result of suspected staff member action or inaction within 48 hours of the death or CMA s receipt of notification of the death. CMH must notify NorthCare within 24 hours of the death or of receipt of notification of the death. 2. Relocation of a residential recipient s placement due to licensing issues. 3. An occurrence that requires the relocation of any CMH service site, governance, or administrative operation for more than 24 hours. 4. The conviction of a CMH employee or contract provider staff member for any offense related to the performance of their job duties or responsibilities. Notification of these immediately reportable events shall be made telephonically or in writing within three (3) business days to NorthCare Network s Chief Operating Officer or designee. NorthCare is required to report these events to DHHS within five (5) business days. F. RISK EVENTS 1. Risk Events are reported via the regional IR Module as they occur. CMH will analyze all event data that may put individuals at risk of harm and use this to Monitoring.doc Page 9 of 11

10 ensure the health and welfare of those served. The RCA function in ELMER will be utilized if an RCA is deemed necessary. This analysis will be used to determine what action needs to be taken to remediate the problem or situation and to prevent the occurrence of additional incidents. DHHS may request documentation of the analysis process when performing site visits. 2. Risk Events are reported on all individuals receiving Targeted Case Management, Supports Coordination, Home-based or ACT services. a. Harm to Self Emergency medical treatment (EMT) or hospitalization due to an injury that is self-inflicted, i.e., due to self-harm such as pica, head banging, biting and including suicide attempts. b. Harm to others Harm to another, (including family, friends, staff, peers, public, etc.) that result in an injury requiring EMT or hospitalization of the other person. c. Police Calls (911) police calls by mental health staff for assistance with an individual during a behavioral crisis situation regardless of whether contacting police is addressed in a behavioral treatment plan. d. Emergency Use of Physical Management Physical Management is a technique used by staff as an emergency intervention to restrict the movement of an individual by continued direct physical contact in spite of the individual s resistance, in order to prevent him or her from physically harming him/herself or others. Physical Management shall only be used on an emergency basis when the situation places the individual or others at imminent risk of serious physical harm. To ensure the safety of each individual and staff, each agency shall designate emergency physical management techniques to be utilized during emergency situations. The term Physical Management does not include briefly holding an individual in order to comfort them or to demonstrate affection, or holding his/her hand. e. Hospitalizations Two or more unscheduled admissions to a medical hospital (not due to a planned surgery or the natural course of a chronic illness, such as when an individual has a chronic illness) within a 12-month period. G. Plans of Action or interventions will be available upon request by DHHS, CARF, and/or NorthCare. H. Monitoring: All events/reports are reviewed and monitored through the quality improvement process. All professional/peer reviews/sentinel events and quality assurance documents of Gogebic CMH and are protected from disclosure pursuant to the provisions of MCL , MCL , MCL , MCL , MCL.21513, MCL a, and other State and Federal Laws. Unauthorized disclosure or duplication is absolutely prohibited. VI. REFERENCES AND LEGAL AUTHORITY: Michigan Department of Health and Human Services and Substance Abuse Services: Guidance On Sentinel Event Reporting, Appendix A of DHHS Contract, as amended. Determining a Sentinel Event Flow Chart DHHS Monitoring.doc Page 10 of 11

11 Medicaid Subcontracting Agreement (PIHP/CMHSP) DHHS/PIHP Contract Attachment P Quality Assessment and Performance Improvement Programs for Specialty Prepaid Inpatient Health Plans DHHS/PIHP Contract and DHHS/PIHP Contract, Section Event Notification MI Mental Health Code (Act 258 of the Public Acts of 1974 as amended) Section (9) Michigan s Mission-Based Performance Indicator System Codebook NorthCare Network Incident/Event, and Death Reporting Monitoring and Notification Policy; Northpointe Behavioral Healthcare Systems Event Reporting and Notification Policy CARF Behavioral Health Standards VII. EXHIBITS: State Level Data Collection Critical Incident Reporting effective 10/1/13; Critical Event Reporting; Death Report; Death Log; Attachment A: Definitions of Causes of Death (DHHS/DQMP: Revised 2/17/2011); IR Codes (April 2014) Monitoring.doc Page 11 of 11