December 2025 ISAC Meeting Materials and Updates Now Available
incident management
Update Issued for Incident Management Rebalancing Initiative Phase 1 Guidance
The Office of Developmental Programs (ODP) has shared an update to communication ODPANN 25-093. The purpose of this announcement is to provide updated guidance related to the ODP Incident Management (IM) Rebalancing Initiative. Updates have been made to the “Clarifying the Definition of Serious Injury” section of this announcement. Updates appear in red text. The guidelines are organized into seven separate topics covering the following:
- Finalizing Incident Reports
- Reducing Duplicative and Multiple Incident Reports
- Clarifying the Definition of Serious Injury
- Clarifying the Definition for Discovery Date
- Managing Events Occurring Prior to Enrollment
- Discontinuing the Use of Optionally Reportable Events (OREs)
- Discontinuing the Use of Illness/Other and Illness/COVID Incident Categories.
Please view the announcement for additional information and details.
Clarification for the 6100 Annual Incident Management Training Requirements
The Office of Developmental Programs (ODP) has shared ODPANN 25-069. This communication announces:
- A direct path to annual training requirements for IM and protective services for Providers and Supports Coordination Organizations (SCO) as outlined in the Chapter 6100 Regulations.
- A new condensed IM training module that meets 6100.143 (c) (4) requirements.
The module can be found on MyODP by navigating to the “topics” tab and clicking on “Incident and Risk Management” in the dropdown, then clicking on Incident Management Annual training as pictured below OR by this link.
Please view the announcement for additional information and details.
Webinar Recordings Now Available on Incident Management and the Incident Fidelity Initiative
The Office of Developmental Programs (ODP) has shared ODPANN 25-068. This communication announces the availability of the recordings of two recently held webinars, the “Basics of Incident Management” and the “Incident Fidelity Initiative.” The first webinar provided information about determining the discovery date, initial reporters, the impacts of management reviews that result in “Not approved” status, and monitoring incidents using the Enterprise Incident Management (EIM) My Workload Dashboard. The second webinar provided information about the Incident Fidelity Initiative and how the process works, including identification of unreported incidents, record reviews, remediation, and preventing unreported incidents.
These webinars were recorded and are now available, along with the PowerPoint presentations, on the MyODP website.
ODP Hosts Webinar on the Basics of Incident Management
The Office of Developmental Programs (ODP) recently hosted a live webinar titled “The Basics of Incident Management – The Incident Reporting Cycle From Discovery to Closure.” The session provided technical guidance and included a Q&A segment to address participant questions regarding the incident management process.
Presentation materials were distributed during the session. A full recording of the webinar will be made available on the MyODP website in the near future.
ODP will host a follow-up webinar titled “From Oversight to Action: A Provider’s Responsibility in the Incident Fidelity Process” on Friday, July 11, 2025, from 10:00 am – 11:30 am. Providers are encouraged to register using this link.
For questions or additional information related to this update, please contact Tim Sohosky.
AAW Quarterly Incident and Risk Management Meeting on June 27
June 27, 2025
10:00 am – 11:30 am
Register Here
Adult Autism Waiver (AAW) providers are invited to participate in the AAW Provider Quarterly Incident and Risk Management meeting. This meeting will be held for all Office of Developmental Programs (ODP) providers and Support Coordinators (SC) providing AAW services. Pam Treadway and Heather Easley will facilitate these meetings with the intent to provide updates on incident and risk management related activities, share AAW data, inform providers of any upcoming changes, review ODP expectations, etc. Providers will be able to network with one another and ask questions directly to the Bureau of Supports for Autism and Special Populations (BSASP).
The upcoming meeting will include recommendations for providers to ensure incidents are appropriately detailed so that during the Management Review process, the incident can be approved and closed. We highly encourage those who fulfill the Incident Management (IM) Representative role to attend this meeting.
Multiple staff from a provider may attend but should register separately. Be sure to complete all required information to confirm attendance. A link to the meeting will be sent prior to the scheduled meeting date.
Please contact the Provider Support inbox with questions.
Save the Date: The Basics of Incident Management on June 25
The Incident Reporting Cycle From Discovery to Closure
June 25, 2025
10:00 am – 11:30 am
The purpose of this webinar is to provide a high-level overview of the incident management process, specifically the path of an incident report in the incident reporting system, from discovery through closure.
This includes:
- Determining the discovery date;
- Initial reporters;
- Regulatory timeframes;
- Management reviews;
- Impacts of management reviews that result in a “Not Approved” status; and
- Using the workload dashboard.
Audience: All Interested Stakeholders
Registration information to follow.
Simplify Compliance and Empower Staff at a Discounted Price With Relias
OLTL Critical Incident Management Notification of Requirements Clarification
The Office of Long-Term Living (OLTL) Critical Incident Management Unit monitors provider compliance in the application of guidance specific to critical incident management. OLTL has identified compliance concerns and is issuing the following clarification.
This communication focuses on required critical incident notification by provider agencies to the participant’s assigned service coordinator and the documentation of such notification in the Enterprise Incident Management (EIM) entry. The OLTL Critical Incident Management Bulletin, which is also available on OLTL’s website, indicates the following:
- Within 48 hours, the Managed Care Organization (MCO), Service Coordinator (SC), provider agency that discovers or has independent knowledge of the critical incident is to submit the First Section of the critical incident report to OLTL using OLTL’s critical incident management system. If the critical incident was discovered on a weekend or holiday, the 48 hours begin at 12:00 am on the first business day after discovery of the critical incident.
- Providers must inform the participant’s SC within 24 hours of discovering or first learning of a critical incident.
Notification to the participant’s SC that a critical incident was discovered must not be made using the HHAeXchange system. The required notification to the participant’s SC must be made by telephone call, electronic mail communication, or any other method that is agreed upon by all parties involved, excluding the HHAeXchange system.
In addition, the notification by the provider to the participant’s SC that a critical incident was discovered must be clearly documented in the EIM incident report, specifically within the “Agencies Contacted” page. Instructions are below:
- Enter the first name of the SC in the Person Contacted (First Name) Field.
- Enter the SC’s last name in the Person Contacted (Last Name) Field.
- Enter the contact phone number. Note that the email address field is not mandatory; however, it should be completed when notification to the SC was made via email.
- Click the SAVE button when all information has been entered.
See an example of page completion below.
Providers who are experiencing difficulty meeting the Critical Incident Management Bulletin requirements may email concerns to the resource account. Additionally, questions related to critical incidents may be emailed to the Critical Incident Management team member identified in any case-specific communication.
AAW Quarterly Incident and Risk Management Meeting Announced
Adult Autism Waiver (AAW) providers are invited to participate in the AAW Provider Quarterly Incident and Risk Management meetings.
The meetings will be held for all Office of Developmental Programs (ODP) providers and Support Coordinators (SC) providing Adult Autism Waiver (AAW) services. Pam Treadway and Heather Easley will facilitate these meetings with the intent to provide updates on incident and risk management related activities, share AAW data, inform providers of any upcoming changes, review ODP expectations, etc. Providers will be able to network with one another and ask questions directly to the Bureau of Supports for Autism and Special Populations (BSASP).
The upcoming meeting will include a discussion on risk mitigation activities. Behavior Support Services can be an effective means for mitigating risks. For that reason, we strongly encourage Behavior Specialists to participate in the meeting.
January 30, 2025
10:00 am – 11:30 am
Register Here
Multiple staff from a provider may attend but should register separately. Be sure to complete all required information to confirm attendance. A link to the meeting will be send prior to the scheduled meeting date.
Please contact the Provider Support inbox with questions.
