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Extension: Annual MUI Reporting Requirements

Background

Effective January 1, 2019, the Major Unusual Incident (MUI) Rule OAC 5123-17-02 was revised and included definition changes, which may impact MUI data. In conjunction with the rule revisions, there were changes made to the way to file MUIs that will change the way the Ohio Department of Developmental Disabilities (DODD) looks at MUI data. Rule and filing changes were made to streamline processes, more accurately capture what is happening to people with disabilities, and ultimately drive prevention.

Changes in the way that data is collected through the Incident Tracking System have affected reports in the Data Warehouse. As these reports needed updates to accurately reflect these changes, some reports utilized by providers and county boards have not been available. The MUI Registry Unit is working diligently to resolve these issues and will let you know through Memo Monday when these reports will be available. Due to the availability of reports, DODD is granting an extension to providers and county boards in order to complete their annual MUI reviews.

  • Independent and agency providers will be required to complete the annual review by February 28, 2020, (previously January 31, 2020) and send to the county board by February 28, 2020.
  • County board and council of governments (when applicable) shall have a committee that reviews trends and patterns of major unusual incidents. The committee should meet in April 2020 (previously March 2020) to review and analyze data for the preceding calendar year.

Understanding the Data

  • One significant change is that an MUI can now contain multiple categories when categories are related and meet a certain criterion. Prior to the rule change, each MUI could only have one category. To illustrate this change, view the example below.

Other Things to Consider

  • The number of MUIs may hold less significance than before. 
  • The number of categories (times something happened) will be a more accurate reflection of what has happened to the person, more so than the number of MUIs.
  • Moving forward, reports regarding people with disabilities will count the number of incidents experienced by a person over a designated date range opposed to the number of MUIs.
  • It is important to know that these changes may impact the way that MUI data is presented. Previously, the MUI Registry Unite looked at a number of MUIs investigated by category, person, provider, region, county board, and state. Now, the unit will focus on the number of categories that were investigated.

What Does That Mean?

  • If you are comparing data that you have previously obtained, you will see a difference. For 2018 and earlier data, you will be looking at number of MUIs, and for 2019 and later you will be looking at number of categories. Using the example above, the 2018 reports will show that there were two MUIs (One MUI for a medical emergency and another MUI for hospitalization). In 2019, the reports would reflect one MUI with two categories. DODD highly recommends using the new standard reports to avoid any confusion.
  • If you are using the new standard reports for 2018 and earlier data, it will convert the MUI count to the incident category count. So, 2018 = two categories, and 2019 = two categories in that example. This would indicate the same number of events and allow for the most seamless and fair year-over-year comparison.
  • It is important to note that a decrease in number of MUIs does not necessarily mean that the person is experiencing less MUI events. The person may be experiencing the same number of these events; you will need to look at the categories to make this determination.
  • County boards will see a difference in number of MUIs filed for their county board. In some cases, county boards will have less MUIs than before. This does not mean that they are conducting fewer investigations or that there are fewer MUIs occurring. To evaluate the difference, you would need to look at the number of categories-events that were investigated by the county board.

Why is This Difference Important?

  • Teams should look at risk(s) associated for MUIs (and unusual incidents) for people, not the number of MUIs, to appropriately plan supports for the person.
  • Agencies use data to make determinations about resources. It is important that agencies consider these changes and not assume a decrease in MUI numbers means a decrease in investigations or investigation-related work. 

Report Changes

  • The Annual Analysis Review Form for providers has been revised to reflect these changes.

To Consider When Reviewing MUI Data

  • Some reports (examples) display alleged incident categories if decided incident categories are not yet determined for a MUI investigation.
  • All incident categories will display “N/A” for substantiation until a decision is made.
  • Only certain incident categories undergo the substantiation process. Categories that do not will always remain “N/A.”
  • The following MUIs have a substantiation: Alleged Physical Abuse, Alleged Sexual Abuse, Alleged Verbal Abuse, Alleged Neglect, Prohibited Sexual, Misappropriation, Rights Code Violation, Exploitation, and Failure to Report.
  • Standard reports are filtered on discovery date. Discovery date is the date on which the county board became aware of the MUI.
  • Using different filters influences the way the data is presented. For example, if you run a report using the decided category, your report will only contain MUIs in which the decided category has been determined. 

Moving Forward

  • DODD recommends that providers and county boards use the newly developed standard reports in the Data Warehouse to complete your annual review to avoid any confusion.
  • DODD encourages providers and county boards to use this information to inform their stakeholders and county board members about how the rule and filing changes have affected the data.
  • Independent and agency providers are required to complete and send the annual review to the county board by February 28, 2020. In 2021, providers will be required to complete their annual review by January 31 and send to the county board by February 28, 2021.
  • County board and council of governments (when applicable) shall have a committee that reviews trends and patterns of major unusual incidents. The committee should meet in April 2020 to review and analyze data for the preceding calendar year. In 2021, county boards will be required to meet with their stakeholders in March, per rule.
  • Look for upcoming training opportunities on annual reviews through Memo Monday and the DODD training calendar.