adult protection in ssis frequently asked questions · 2020. 12. 3. · adult protection in ssis...

Adult Protection in SSIS Frequently Asked Questions and Release Information 1

Contents

Adult Protection and the Social Service Information System (SSIS) Frequently Asked Questions and Release Information. ........................................................................................................................................................ 2

Frequently Asked Questions ............................................................................................................................... 2

Unknown Victim .............................................................................................................................................. 2

VA Maltreatment Summary of Investigation .................................................................................................. 3

New Bounce Features ..................................................................................................................................... 3

Out of State MAARC Report ............................................................................................................................ 6

Duplicate Allegations in Assessment Workgroups ......................................................................................... 7

SDM Workaround for Deceased Vulnerable Adult ......................................................................................... 8

Financial loss to VA ......................................................................................................................................... 9

Transitioning from Assessment to a Case Management Workgroup ........................................................... 10

SSIS New Version Releases ............................................................................................................................... 11

SSIS Adult Protection v20.2 Release Information ......................................................................................... 11

New VA victim and VA alleged perpetrator Fields on Allegations Tab ..................................................... 11

New General Reports Added for Adult Maltreatment ............................................................................. 11

SSIS External Documents .......................................................................................................................... 15

SSIS Adult Protection v20.3 Updates ............................................................................................................ 16

MAARC Received Date .............................................................................................................................. 16

Intake Start Date ....................................................................................................................................... 16

MAARC Adult Maltreatment Report/Transfer Log ................................................................................... 17

Vulnerable Adult Maltreatment Investigation Summary ......................................................................... 17


SSIS Adult Protection v20.4 updates ............................................................................................................. 18

APS Notice of Findings (3 year retention) ................................................................................................. 18

Delete Disabled ......................................................................................................................................... 18

APS-EPS County Action Report ................................................................................................................. 19

SSIS Adult Protection v21.1 updates ............................................................................................................. 20

New Contact/Activity Record for Adult Protective Services Intakes ........................................................ 20

APS-Allegation Determinations Completed Report .................................................................................. 21

New APS-Repeat Maltreatment Report .................................................................................................... 22

Adult Protection and the Social Service Information System (SSIS) Frequently Asked Questions and Release Information. This FAQ document contains information and frequently asked questions related to releases not yet visible in the SSIS Adult Maltreatment Module through the most recent release date of 20.4. The SSIS Adult Maltreatment Module is updated annually. The FAQ’s are updated quarterly or as needed.

Frequently Asked Questions

Unknown Victim

Q. How do I close an intake workgroup with an unknown VA?

A. The same as when the VA is known. There is not a business rule or requirement that prevents intake close with an unknown VA.

Q. How do I open an assessment workgroup for a screened in AMR when I was not able to identify and clear the VA at intake? Our agency believes that investigation may identify the VA.

A. The same as when the VA is known. There is not a business rule or requirement that prevents intake close with an unknown VA. When the VA is identified in assessment,

• First, use “Replace person in workgroup” functionality from the action menu on the person information screen, which starts a person search, to determine if the person already exists in SSIS.


• If the person does not exist in SSIS, correct the name on the person information screen.

Q: How do I close an assessment workgroup for a VA that was never able to be identified and cleared? A. Deleting an Assessment Workgroup

• Copy case notes and other documentation to intake. • Document in the Intake Workgroup Chronology what occurred. • Coordinate with your County SSIS Mentor to have the APS Assessment Workgroup deleted

by the SSIS Help Desk. • When deleted, change the Intake Workgroup AMR Decision as “Not Accepted for

Investigation”. • If the SDM ® Intake Assessment Tool has not been finalized, you will need to revise it. If it

has been finalized, you will need to have it deleted by the SSIS Help Desk through your SSIS Mentor and complete a new one. Document all actions for this process.

• Close Intake workgroup with “Screened out maltreatment report”.

Hint: An investigation cannot have a finding for Unknown VA. If the APS worker cannot identify a VA, the assessment workgroup should not exist.

VA Maltreatment Summary of Investigation

Q: The Vulnerable Adult Maltreatment Investigation Summary is showing full statutory definitions for abuse, neglect, and financial exploitation. Should the worker delete portions of the maltreatment definitions that are not relevant to their particular investigations allegations alleged?

A: Yes workers should delete the maltreatment type definitions that are not applicable or those that were not investigated. Furthermore, workers should only be using the portion of the maltreatment definition itself that applies, not the entire statute.

New Bounce Features

New fields “Bounce Reason” and “County Accepting” have been added to the Adult Maltreatment Report Referral tab. These fields have pick lists and are required when an Adult Maltreatment Report is bounced back to MAARC. The existing Bounce Reason text field is disabled and relabeled “Bounce Reason Legacy”. Existing Bounce Reason Legacy values and the new Bounce Reason and County Accepting values will be propagated to the Shared Comments tab. Bounce Reasons will no longer display in the Adult Maltreatment Report Description of Incident field.


When a report is bounced back to MAARC with insufficient information in the Bounce text field to reassign LIA jurisdiction, it must be referred back to the original LIA. The Bounce Reason enhancement supports required information being provided to MAARC for correct referral to the LIA with jurisdiction and eliminated the need to refer back to original LIA and reducing delays to protection of vulnerable adults.

Bounce Reason Dropdown: (Required when a report is being bounced)

• Alleged Perpetrator associated with DHS Licensed Service o (Select when DHS should be the LIA)

• Alleged Perpetrator associated with MDH Licensed Service o (Select when MDH should be the LIA)

• Incorrect County o (Select when report is county jurisdiction as LIA but your county received

in error) • Another County accepts Jurisdiction

o (Select when there is an inter-agency agreement and another county is accepting jurisdiction)

o (Select when the county of physical location was identified in error by a Mandated Reporter on a web report form. i.e. Mandated Reporter entered an physical location address in Clay Co. but selected Becker Co. as the county) County Accepting

• This field enables when the Bounce Reason is “Another County Accepts Jurisdiction”

o Counties are listed in sort order 1 through 87 • Hint: Incorrect County is not used for web reports referred to the county entered

by the mandated reporter as the vulnerable adult’s physical location even if the reporter did not select the correct county.

Q: Our agency received a MAARC report as LIA and through the intake assessment process it was determined the alleged perpetrator is associated with a licensed provider licensed by MDH. Which bounce reason do we select?

A: Alleged Perpetrator associated with MDH Licensed Service

Q: Our agency received a MAARC report as LIA and through the intake assessment process it was determined the alleged perpetrator is associated with a licensed provider licensed by DHS. Which bounce reason do we select?

A: Alleged Perpetrator associated with DHS Licensed Service.


Q: Our County received a MAARC report as LIA. The physical location county of the VA identified on the report is not our county. Which bounce reason do we select? Ex. The VA’s physical location is Big Stone County, but the report was sent to Benton County.

A: Incorrect County. Your county received the report in error.

Q: Our County received a MAARC report as LIA. Through our intake assessment process we determined another county would be best able to protect the VA. Which bounce reason do we select?

A: Another County accepts Jurisdiction. This is selected when there is an inter-agency agreement and another county is accepting jurisdiction.

Hint: Inter-agency Agreement – An agreement made between APS agencies to accept jurisdiction for MAARC report(s) outside of the MAARC referral guidelines established by the commissioner. The agreement may be pre-arranged and include specific criteria, or may be a one-time agreement for a single report.

Q: Our County received a MAARC report as LIA. Through our intake process we determined the physical location address of the VA listed on the report is actually in another county, though our county is listed. The report was completed by a Mandated Reporter using the web form. Which bounce reason do we select?

A: Another County accepts Jurisdiction. Use this bounce reason when the county receives the report in error due to the mandated reporter entering the incorrect VA’s physical location county in a web report. In addition,

• Worker would enter “Shared Comments” o Enter statement: “VA’s county location was incorrectly identified by reporter

in web report”. o Document any communication which may have occurred between the

counties and/or reporter. • The “County Accepting” drop down would be completed by selecting the correct

county for LIA.

Hint: Inter-agency Agreement – An agreement made between APS agencies to accept jurisdiction for MAARC report(s) outside of the MAARC referral guidelines established by the commissioner. The agreement may be pre-arranged and include specific criteria, or may be a one-time agreement for a single report.


Out of State MAARC Report

Q: Our agency received a MAARC report as LIA and after reviewing the report and/or contacting the reporter, it was determined the LIA is another state OR the maltreatment occurred in another state AND is not continuing in Minnesota. How do I screen and close out this report in SSIS?

A:

1. County LIA will contact the Reporter and inform the reporter this report is not under the jurisdiction of Minnesota. Reporter will be asked to file a report with the appropriate state to accept the report of alleged maltreatment of a vulnerable adult.

2. County LIA will complete the Intake Assessment Tool in SSIS. a. The Screening tab will be completed by choosing, “The alleged incident does not

meet any of the allegations screening criteria”.

1. County LIA will document in a SSIS Chronology Case Note the actions taken for this report.


2. County LIA will close the Intake Assessment Workgroup by selecting “Screen out maltreatment report”

Hint: MAARC typically will catch Out of State Reports made in error to Minnesota. The current policy is for an APRS Staff to contact the reporter and indicate they need to file the report in another state and the report is destroyed. If the report is sent to the County as LIA, a bounce is inappropriate for this report. “Another County Accepts Jurisdiction” or “Incorrect County” cannot be chosen because Minnesota does not have jurisdiction and another county is not responsible. This is why Bounce is NOT an option.

Duplicate Allegations in Assessment Workgroups

Q: A new MAARC report has been received by the county. The allegations are same or similar to an open AP Assessment Workgroup with the same VA. What are the steps to refer this new intake workgroup into the existing workgroup?

Hint: The report has the same VA in an open AP Assessment Workgroup.


Hint: It is the responsibility of the Lead Investigative Agency (LIA) to determine the correct maltreatment allegation type. For instance, an unwitnessed fall can be categorized as caregiver or self-neglect. The allegation type can be changed by the LIA to be consistent with statutory definition.

Hint: The original allegations are retained in the intake workgroup and the originating MAARC report.

A: In the Intake Workgroup, close reason will be “Refer to Current Workgroup”. Select the APS Assessment Workgroup you wish to refer this Intake Workgroup to. Once the new report is listed in the APS Assessment Workgroup, review the allegations and delete any duplicate allegations for the alleged perpetrators.

Hint: The worker will also delete and/or update any incorrect allegation in the assessment workgroup.

Hint: Duplicate allegations means one AP has the same allegation more than once.

Hint: There can be more than one AP with the same the allegation (i.e.: two AP’s are alleged to financially exploit a VA.

SDM Workaround for Deceased Vulnerable Adult

1. SDM ®Initial Safety Assessment a. The Vulnerability Factors tab should be completed by selecting “No vulnerability

factors apply”. b. The Danger factors- Vulnerable Adult tab should be completed by selecting “None of

the following dangers apply for the vulnerable adult”. c. The Danger Factors- Support Person tab should be completed by selecting Not

Applicable- No Support Person. d. The Safety Interventions tab should be completed consistent with interventions

offered and provided. e. “Are the accepted interventions above sufficient to mitigate all current danger

factors”, should be completed by selecting Yes. f. The final Safety Decision should be completed by selecting Safe. g. The worker will document the tool decision within a case note in SSIS Chronology.

Hint: If the VA passes away enter the date of death in the VA Participant tab.

Hint: For reports received for EPS - If the VA passes away during the APS Intake process or is identified at the time of the report as deceased, the EPS Standardized Intake Tool addresses death of the VA within the tool.


Hint: For reports received for LIA - If the VA passes away during the APS Intake process or is identified at the time of the report as deceased, the SDM ®Intake Assessment and Response Priority addresses death of the VA within the assessment.

Hint: Each county APS Worker, shall follow their County Prioritization Guidelines to determine if their policy addresses “Deceased VA”.

2. APS FINAL SAFETY ASSESSMENT TOOL a. Workgroup Close Safety Level selection will be Safe. b. The worker will document the tool decision within a case note in SSIS Chronology.

3. SDM ® Strengths and Needs Assessment a. The Assessment Information Tab should be completed by selecting “Initial

Assessment”. b. The response to the remaining questions within this assessment should be

completed by selecting “Not assessed”. c. The worker will document the tool decision within a case note in SSIS Chronology.

Hint: No options for Primary Support should be needed based upon the entry in the Danger Factors Tab (see above).

Financial loss to VA

Q: If I have substantiated a Financial Exploitation allegation, how do I enter the financial loss to the vulnerable adult in the Assessment Workgroup when I have substantiated financial exploitation in the allegation tab?


A: If there is one AP, enter the total loss within the field.

A: If there are two or more AP’s in the MAARC Report, the worker shall provide an estimate of the financial exploitation loss by each AP in this field. It is important to separate these amounts to assure duplication of this financial exploitation loss is avoided.

Example: The financial loss to this VA was $1000.00 dollars. It was determined AP 1 exploited the amount of $400.00 and AP 2 exploited the amount of $600.00 dollars. AP 1’s allegation tab “estimated field of loss to VA” would be $400.00. AP 2’s allegation tab “estimated field of loss to the VA” would be $600.00.

Hint: This process is important to clarify to avoid duplication of “financial loss” within a substantiated financial exploitation case in SSIS with more than one AP. This financial loss data is collected and tracked for the state’s data reports. Incorrect entries in this field impacts and questions the data’s validity.

Hint: Workers should always double check their entry of the financial loss amount they enter in this field.

Hint: When entering the estimated dollar amount round to the nearest whole dollar amount.

Transitioning from Assessment to a Case Management Workgroup

To transition from an Assessment Workgroup to a Case Management Workgroup:

1. Click on the WG Change Log in the Tree View and select New WG Change. 2. From Assessment to Case Management autofill’s in the Type field. 3. Select Assessment complete from the Reason drop-down. 4. Enter the date of the transition in the Effective date/time fields. 5. The Comments field is a free text field providing space to leave notes for the Case Management

worker 6. Click Save.

Hint: Some workers question how long a workgroup will appear on their caseload after the workgroup is closed. This is dependent on the settings the worker uses for "My Caseload" view under "Workgroup Search". Additional information (case notes, documents received, etc.) can be entered as necessary up to 30 days after the workgroup is closed.

Hint: When transitioning from Assessment to Case Management the Adult Maltreatment Report will be visible in the Case Management workgroup. Reminder: the identity of the reporter is protected under MN Statutes 626.557.5


SSIS New Version Releases

SSIS Adult Protection v20.2 Release Information

New VA victim and VA alleged perpetrator Fields on Allegations Tab

Three new questions and related business rules were added to the adult maltreatment report to identify when maltreatment is to have occurred between two vulnerable adults in the same licensed facility or attending the same service, i.e., VA victim and VA alleged responsible for maltreatment. These new fields do not pertain to the County Lead Investigative Agencies. They are for DHS and MDH Licensed Facilities. The questions are situated on the Allegations Tab of the Adult Maltreatment Report. The three new questions and corresponding fields are as follows:

“Was the alleged perpetrator providing services licensed by the Minnesota Department of Human Services or Department of Health at the time of the alleged maltreatment?” (Dropdown Field)

“Is neglect of supervision suspected due to the vulnerable adult being maltreated by another vulnerable adult in the same licensed facility or service?” (Yes/No Radio Buttons)

“Is the alleged perpetrator also a vulnerable adult in the same facility or attending the same service as the vulnerable adult at the time of the alleged maltreatment?” (Dropdown Field)

New General Reports Added for Adult Maltreatment

Four new Grid Reports under General Reports for Adult Maltreatment have been added to SSIS.

• APS-LIA County Report Action Completed within 5 Business Days • APS-EPS County Report Action • APS-Allegation Determinations Completed • APS-LIA County Report Action Completed within 5 Business Days


A new grid report can be accessed in General Reports under Adult Maltreatment called APS-LIA (Lead Investigative Agency) County Report Action Completed within 5 Days. This report includes APS Intake workgroups where county report action LIA decision has been completed within 5 or fewer business days.

• Under Date Type select Workgroup Start Date and Workgroup Close Date • Under Date Range click the period for which you would like to run the report • Under the Report on section the report can be run on Department, Unit, Worker, or All • Under the Workgroup Status section the report can be run for Open Workgroups, Closed

Workgroups or All

This report contains column headers including Victim Name, Victim Person ID, CC (Call Center) Report #, Workgroup #, Intake #, Workgroup Start Date, # Days from Report Received, Workgroup Close Date, Worker.


APS-EPS County Report Action

A new grid report can be accessed in General Reports under Adult Maltreatment called APS-EPS County Report Action. This report includes APS Intake workgroups and displays number of days from the date the adult maltreatment report was received until EPS decision date. On the setup tab workers with permissions to run this report can choose from the following:

• Under Date Type select Workgroup Start Date and Workgroup Close Date • Under Date Range click the period for which you would like to run the report. • Under the Report on section the report can be run on Department, Unit, Worker, or All

(Department, Unit, Worker) • Under Workgroup Status workers can select Open, Closed, or All (both open and closed).

Under the EPS Decision Completed Within section the report workers can select 1 Day, More than 1 day, or All (For 1 Day and More than 1 day)

This report contains column headers including Victim Name, Victim Person ID, CC (Call Center) Report #, Workgroup #, Intake #, Workgroup Start Date, # Days from Report Received, EPS Decision Date, Worker.


APS-Allegation Determinations Completed

A new grid report can be accessed in General Reports under Adult Maltreatment called APS- Allegation Determinations Completed. This report includes APS assessment workgroups where all allegation determinations are completed. This report is updated. See 21.1 section of this document.

On the setup tab workers with permissions to run this report can choose from the following


(Department, Unit, and Worker) • Under Workgroup Status workers can select Open, Closed, or All (both open and closed). • Under the Allegation Determinations Completed Within section the report workers can

select 60 or fewer days, more than 60 Days, or All (For 60 or fewer days and More than 60 Days).

This report contains column headers including Victim Name, Victim Person ID, Workgroup #, Workgroup Start Date, LIA Decision Date, Alleged Perpetrator Person ID, Allegation,


Determination, Determination Date, Determination Completed in # Days, Appeal Determination, Workgroup Close Date, # of Days From Report Received, Worker.

SSIS External Documents

The blank tools and "Adult SDM Manual" for associated definitions links are added/updated to the "External Documents" screen in SSIS. The following changes display in "External Documents" links:

1. Added "Minnesota Adult Protection SDM Initial Safety Assessment" 2. Added: "Minnesota Adult Protection SDM Intake Assessment and Response Priority" 3. Added: "Minnesota Adult Protection SDM Strengths AND Needs Assessment/Reassessment" 4. Added: "Minnesota Adult Protection Standardized EPS Assessment" 5. Added: "Minnesota Adult Protection Standardized Final Safety Assessment"

Printing blank tools via the workgroup “Decision Tools” node will not be allowed for the adult SDM tools.


SSIS Adult Protection v20.3 Updates

MAARC Received Date

A new field labelled "MAARC Received Date" displays on the "Adult Maltreatment Report" tab with date and time information the MAARC Call Center received the report. The field, along with a "County Received Date" field, are now displaying on the printed report. The "MAARC Received Date" on both the screen and printed report display blank for any existing Adult Maltreatment Reports from earlier versions of SSIS.

Intake Start Date

The Intake "Start Date/Time" and "Workgroup" tab field "Start Date/Time" are disabled for editing when the intake originates in MAARC Call Center.


MAARC Adult Maltreatment Report/Transfer Log

The "Transfer Log" now includes a menu option for "View Call Center Report" that opens a PDF document of the originally received MAARC Call Center maltreatment report. The PDF document is also accessible via a new "Adult Maltreatment Report" tree view node labelled "Transfer" and the menu option "View Call Center Report". The PDF document is only available for Adult Maltreatment Reports received after MAARC Call Center received version 20.3.

Vulnerable Adult Maltreatment Investigation Summary

The Vulnerable Adult Maltreatment Investigation Summary document correctly includes complete statutory references for the allegations and vulnerable adult sections. Existing versions of this document cannot be copied forward. This document does not need a local agency header. Please see page 2 of this document for guidance related to completing this document.


SSIS Adult Protection v20.4 updates

APS Notice of Findings (3 year retention)

The three year retention "APS Notice of Findings" letter correctly includes the rights, reconsideration, and Adult Maltreatment Review Board text when an investigation is possible; the three sections are omitted when the investigation is not possible.

Delete Disabled

The option to delete is removed from the following:

1. APS Intake, Assessment, and Case Management Workgroups with associated Adult Maltreatment Report (excludes workgroup transitions and revert to intake function).

2. Adult Maltreatment Reports.

3. Individual tabs within the Adult Maltreatment Report.

Hint: Workers will coordinate with their County SSIS Mentor and the SSIS Help Desk to delete these actions in the future.


APS-EPS County Action Report

The General Report ‘APS-EPS County Report Action’ has been corrected so that only reports with an EPS Decision Date are returned. The report had an error in it when it was first added to SSIS. It was showing the reports that were not received for EPS.


SSIS Adult Protection v21.1 updates

New Contact/Activity Record for Adult Protective Services Intakes

For APS Intakes, workers are now able to create a New Activity from the Chronology Node use BRASS Service Code 603 “Adult Protection Intake and Screening.” Adult Protection Service Code 603 is a service which will allow for a time activity to be entered during intake. From the User Log a workgroup can be associated to the New Activity when using BRASS 603; however, a workgroup is not required. Client Contact and Collateral Contact are two new options added to the Activity field dropdown list. Time entered for BRASS 603 can now be viewed on the SEAGR Report.


APS-Allegation Determinations Completed Report

The APS-Allegation Determinations Completed report can now generate results by specific allegation determination.

On the setup tab workers with permissions to run this report can choose from the following


(Department, Unit, and Worker) • Under Workgroup Status workers can select Open, Closed, or All (both open and closed). • Under the Allegation Determinations Completed Within section the report workers can

select 60 or fewer days, more than 60 Days, or All (For 60 or fewer days and More than 60 Days).

• Select the Determination Type to run the report with, or select Check All

This report contains column headers including Victim Name, Victim Person ID, Workgroup #, Workgroup Start Date, LIA Decision Date, Alleged Perpetrator Person ID, Allegation, Determination, Determination Date, Determination Completed in # Days, Appeal Determination, Workgroup Close Date, # of Days From Report Received, Worker.


New APS-Repeat Maltreatment Report

A new report for APS can be found under Tools and General Reports called APS-Repeat Maltreatment. This report allows the user to view Assessment workgroups where an Allegation determined to be substantiated or inconclusive appears more than once for an Alleged Victim.

Workers can select the time frame within the Period field. Options include: This Period (Default), Today, Yesterday, This Week, Last Week, This Month, Last Month, This Quarter, Last Quarter, This Year, Last Year, Last Period, Next Period, Week to Date, Month to Date, Quarter to Date, Year to Date, 1 month history, 2 month history, 3 month history, 6 month history, All, Custom.

This report contains column headers including Victim Name, Victim Person ID, Workgroup #, Workgroup Start Date, Alleged Perpetrator, Alleged Perpetrator Person ID, Allegation, Determination, Determination Date, Appeal Determination, WG Close Date, and Worker.

Adult Protection and the Social Service Information System (SSIS) Frequently Asked Questions and Release Information.Frequently Asked QuestionsUnknown VictimVA Maltreatment Summary of InvestigationNew Bounce FeaturesOut of State MAARC ReportDuplicate Allegations in Assessment WorkgroupsSDM Workaround for Deceased Vulnerable AdultFinancial loss to VATransitioning from Assessment to a Case Management Workgroup

SSIS New Version ReleasesSSIS Adult Protection v20.2 Release InformationNew VA victim and VA alleged perpetrator Fields on Allegations TabNew General Reports Added for Adult MaltreatmentAPS-EPS County Report ActionAPS-Allegation Determinations Completed

SSIS External Documents

SSIS Adult Protection v20.3 UpdatesMAARC Received DateIntake Start DateMAARC Adult Maltreatment Report/Transfer LogVulnerable Adult Maltreatment Investigation Summary

SSIS Adult Protection v20.4 updatesAPS Notice of Findings (3 year retention)Delete DisabledAPS-EPS County Action Report

SSIS Adult Protection v21.1 updatesNew Contact/Activity Record for Adult Protective Services IntakesAPS-Allegation Determinations Completed ReportNew APS-Repeat Maltreatment Report