Log into the COHFI system

• Select licensed facility name/facility ID number

 Two options appear:

• • Occurrence Workbench (pictured below) - organizes your active occurrence cases in folders. The folders are labeled according to the status of the case or identifies a case with a new message within the state system (Folders below: New Messages, Initial Draft Reports, Pending for Final Report, State Review or Summary available for Review and Comment). Occurrences may appear in more than one section of the workbench.

  • Occurrence "big list" - shows all submitted reports regardless of case status (listed by the date of event)

Workbench Folders

This list contains all active occurrence cases

Select the "triangle" to open or close a folder.

• • List of active reports/events will auto-populate accordingly into a folder (depending on the status of the report and some reports might show up in more than one folder).

 Select "detail" to open the report and view the tracking/landing page.

• • • Landing/Tracking page contains the function buttons, occurrence ID#, facility information, category, dates and timeliness box. 

    • Function tabs are labeled at the top of the tracking landing page. Click a tab button and a new page is displayed accordingly. 

 Select "close" button at the bottom of the page to close the page or event.   

Workbench Folders

 Select side "triangle" to open/close any of the folders. Select "Detail" to open the case to the landing/tracking page. 

Folder 001 (new messages) on the workbench

• • Select "Detail" to open the event. 

  • Navigate and select "Messages" box to view any notes/message from our department.

  • Occurrences will remain in this folder until the new message is marked as read.

 Folder 002 initial Draft Reports

• This folder contains initial events that have been started, but have not been submitted to the department yet.

• 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 reports entered in error or duplicates, the report can be deleted. 

  • Open Initial report, select edit and then select delete this initial report. Once the report is closed, the case will disappear from 002 folder. 

Folder 003 Pending for Final Report

• This folder contains the reports that need a final report to be completed & successfully submitted. With a successful submission, a pop up message will appear noting the action and the system generates an internal note reading the report was submitted (check message/note tab within the event to view the system notes).  

• An occurrence will remain in this folder until the final report is complete.

 Folder 004 State Review

• Cases under state review.

• The occurrence will remain in this category until the department's investigation is complete. 

• If there are questions about a case, a new message will be sent for review and follow-up. 

 Folder 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's attention when it appears in the workbench.

• 7 day timeline for review and to either accept summary or provide comments.

  • Review the summary for accuracy of details.

    • Accept - the event will be uploaded for review on the public website.

    • Provide comments for departmental review. Sends your comments back to the department for review and processing. Once the department addresses the comments, the summary will be posted on the public website.  

  • If no action is taken by the facility within the 7 day timeline, the summary of the event will be uploaded onto the public website.  

 Folder 006 Published Occurrences

• No action necessary with this folder.  Reports that have been accepted are moved into this folder until the summary is released for public viewing onto the state website. Typically, a 7 day hold in this folder. 

 Folder 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. 

Big List/Occurrences

  This list contains all the facility's occurrence events regardless of case status

For awareness - Occurrence Type and Date filters (located above the search box) - ability to filter the data pull according to your needs. 

Select "detail" to open the report to the tracking/landing page.

• • • Landing page contains the function buttons, occurrence ID#, facility information, category, Dates and timeliness box.

    • Function tabs are labeled at the top of the tracking landing page. Click a tab button and a new page is displayed accordingly. 

Search Functions/Options 

• The workbench and/or big list page has an entry box to search for a report (see screen displays below)

OR

• Each column on either the workbench or big list has a search function (funnel icon) that can be utilized to pull up specific data requests. 

• Timelines - Ensure to check the Occurrence Date/timeline filters when working from the Big list (filter options are found above search item box - defaults to ALL. Adjust timeline accordingly.

Sort Function in Columns (displayed below)

Print function

Documents

Viewing options - reports