Provider Letter - Health Monitoring and Medication Events

OKLAHOMA DEPARTMENT OF HUMAN SERVICES

Developmental Disabilities Services Division

Sequoyah Memorial Office Building
PO Box 25352
Oklahoma City, OK 73125-9907

PH: (405) 521-3571 FX: (405) 522-3037 www.okdhs.org

Provider Letter 19-01

July 25, 2018

Dear Provider,

Developmental Disabilities Services (DDS) is committed to continuous quality improvement.  The following changes are effective immediately:

Non –Critical Medication Incidents: 

DDS has removed the reporting requirement for the following Medication Event categories:   Documentation Incorrect, Incorrect Label or Instruction, or                                  Other Significant Occurrence Involving Medication.

These are no longer considered reportable non-critical incidents.

All other Medication Event categories set forth in OAC 340:100-3-24 Incident Reporting continue as reportable and act as safeguards to monitor and address medication incident events.

Health Monitoring Process

DDS has implemented a real-time health monitoring process to support our service recipients and teams to address health-related issues quickly.  The DDS RN will now review DDS- 5's, DDS-6's and monitor medical events as they are entered into CCM.  This change allows the DDS RN to review and give recommendations based on medical events as they occur. This process will assist providers in identifying and addressing service recipient health care needs more quickly. 

To support this process we are asking providers to:

• Continue to submit the DDS-5 within one business day of the medical visit and the DDS-6 within two business days of the completion of the form, according to instructions at the bottom of the forms.
• Immediately begin sending a copy of the Medication Administration Record (MAR) to the Case Manager at least two weeks prior to the Individual Plan (IP) meeting.   The IP Notice Letter has been updated to reflect this request.

Thank you for your continued commitment to ensuring the health and safety of the individuals you serve. If you have any questions regarding the information provided above, please contact Tina Chance at 405-522- 8094 or Miranda Hutchison at 405-522-0812.