Embedded Files
Log into the COHFI system
Select licensed facility name/facility ID number
Select Occurrence in the top menu bar (two options will then pop up)
Two options appear:
Occurrence "big list" - shows all provider reports regardless of case status (listed by the date of event)
Occurrence Workbench - shows an organized list of reports in active categories along with any new messages (Occurrences may appear in more than one section of the workbench)
Category 001 (new messages) on the workbench
Open event "select" details.
Navigate and select "Messages" box to view any notes/message from our department.
Occurrences will remain in this category until the new message is marked as read.
Category 002 initial Draft Reports
This folder contains initial events that have either been started, remain in draft status and have not been submitted to the department.
Draft initial reports will not have an occurrence ID #.
Occurrences will remain in this category until the initial report is successfully submitted.
For any draft status cases for initial reports, the event can be deleted in this category.
Select Initial report, edit and select delete. Once the event is closed, the case should disappear from this category.
Category 003 Pending for Final Report
Final reports need to be completed and successfully saved & submitted (check message/note tab within the event to view a note entry reading the final report was submitted).
The occurrence will remain in this category until the final report is complete.
Category 004 State Review
Cases under state review.
The occurrence will remain in this category until the department's investigation is complete and the occurrence summary is written.
Category 005 Summary Available for Review and Comment
Completed written summaries for public viewing will be sent back to the facility for review and/or comment.
A note message will be sent to the facility attention as it appears in the workbench.
7 day timeline for review, accept or provide comments.
Review for accuracy of details.
Accept - the event will be uploaded for review on the public website.
Provide comments for departmental review. Sends the comments and summary back to the department for review and processing. Once the department addresses the comments, the summary will be sent back for a one-day review before it posts to the public website.
Category 006 Published Occurrences
No action necessary with this folder. Reports that have been accepted are moved into this folder until released for public viewing onto the state website.
Category 007 Other
Miscellaneous folder for reports that might have a validation error with case type or status.
Please send a note/message to the department through the particular event for review and action.
Navigating the workbench and/or "Big" list
Navigating the workbench and/or "Big" list
Workbench
Select the "arrow" to open up the category folder.
List of reports/events will auto-populate accordingly (some reports might show up in more than one folder).
Select "details" to open the report to the tracking/landing page.
Landing page contains the function buttons, important dates for the reports, and timeliness box.
Select "edit" button if shown to start entering data. Save options will also pop up after edit button is selected.
Big List
Select "details" to open the report to the tracking/landing page.
Landing page contains the function buttons, important dates for the reports, and timeliness box.
Select "edit" button if shown to start entering data. Save options will also pop up after edit button is selected.
Occurrence Date/Date filters (top right side) - system defaults to last 30 days worth of data. One can expand the date range by changing the selection accordingly.
Search Function
The workbench and/or big list page has an entry box to search for a report.
OR
Each column on either the workbench or big list has a search function (funnel icon).
Timelines - Ensure to check the Occurrence Date filter when working in the Big list (upper right hand corner - default for pulling up data is 30 days. Adjust timeline accordingly.
Workbench/Big list:
Magnifying glass - search function
Workbench - across all categories of workbench
Big list - searches through all submitted reports
Red X - clears/resets the column filters
Spinning circle - refreshes page/data load
Each column on either workbench/big list has a search/filter icon
New window pops up to enter search details
Red X - clears/resets the search function
Sort Function in Columns
Each column has sort function (can select more than one column when sorting).
Display picture shows two filters are in use (indicated by the down arrow).
Place cursor within the designated box and click
Sorts the data from newest to oldest date
Can sort by occurrence type and case ID chronological order
To clear filters or search - utilize the red X button.
Print function
Print function
Print function has been enabled.
Prints the report information.
Print button located on the landing/tracking page of each event.
Select "print" button and follow prompts accordingly.
Documents
Documents
If requested by the department, external documents can be uploaded into the event.
After uploading a document (s), send a note alert message to the investigator.
Viewing options with event reports
Viewing options with event reports
Two options available for viewing the report information
Open each section individually
OR
Select "Open Everything"
All sections open on the screen at once for viewing
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