The Incident Reporting and Analysis System (IRAS) is an online incident reporting tool that enables the Florida Department of Children and Families to collect and analyze information about critical incidents that occur in all licensed substance abuse providers and contracted mental health treatment providers. In some cases, critical incidents that occur outside of provider agencies, such as the death of an individual served, must also be reported. IRAS is not a tool for case management or maintenance of clinical records.
Each Managing Entity must provide a mechanism for their subcontracted providers to report critical incidents to the Managing Entity.
Private (non-contracted) substance abuse providers licensed by DCF are required to submit incident reports to IRAS directly.
Private (non-contracted) designated receiving facilities are not required to report incidents to IRAS unless they are licensed by DCF as substance abuse providers.
In order to begin reporting incidents to IRAS, MEs, facilities, and staff must be registered.
Private (non-contracted) designated receiving facilities are NOT required to submit incidents to IRAS unless they are licensed by DCF as substance abuse providers.
State mental health treatment facilities (state hospitals) are NOT required to submit incidents to IRAS.
If you (or your facility) have not registered, you do not have access to the system. You must complete the registration process in order to begin reporting incidents to IRAS.
The following information explains the process for provider staff to become registered IRAS Users. The only providers who need to have staff register are:
Before provider staff can register to use IRAS, the provider must be registered in DCF's provider database. Managing entities are already registered. Non-contracted substance abuse providers may or may not be registered. If your provider needs to register, or you are unsure, send an email with the complete name and address of the facility to Sarah Griffith .
Please follow the steps below to register.
STEP 1
Each provider required to submit incident reports to IRAS must have at least two staff members registered as Incident Coordinators. Additional staff may be registered in the Viewer role. See the
IRAS User Guide
for details on these and other user roles.
STEP 2
Complete the required HIPAA and Security Awareness trainings and save your completion certificates. Access the training via the
DCF Training page
.
STEP 3
Complete the Provider
Data Security Enrollment Form
and the
Access Confidentiality and Nondisclosure Agreement Form
, then obtain your supervisor’s signature. Review the
instructions
carefully before completing the form.
STEP 4
Scan and email the completed forms and training certificates to:
STEP 5
You should receive your IRAS user logon and initial password from your Managing Entity Data Liaison or Sarah Griffith within 30 days. Disregard any system-generated emails from Tivoli with non-working links. Follow up with Sarah Griffith if you do not receive your credentials within 30 days.
STEP 6
Install Cisco AnyConnect and create a shortcut to the DCF Web Portal in Internet Explorer. Instructions and DCF Web Portal login details will be included in your logon email.
STEP 7
Log into Cisco AnyConnect and click your DCF Web Portal shortcut. Access Incident Reporting and Analysis System via the portal menu.
STEP 8
Review the
IRAS User Guide
for further details (also accessible within the IRAS system).
STEP 9
Review the
DCF Operating Procedure, CF-OP 215-6
to learn which incidents must be reported and the responsibilities of provider staff.
STEP 10
This completes your registration. You should now be able to access IRAS to submit or view incidents. For technical problems (not related to registration), email
DCF.Helpdesk@myflfamilies.com
. For registration problems, contact
Sarah Griffith
.
Learn who is responsible for submitting incident reports to IRAS, the types of critical incidents that must be reported, and when they should be reported.
The following types of critical incidents must be reported to IRAS. These incidents are defined and outlined in DCF Operating Procedure, CF-OP 215-6 .
The definition of each category of critical incident is also found in the Help Screens of the IRAS system. These definitions are uniform for all DCF programs and services.
For each critical incidents, an incident report must be submitted to IRAS within one business day. MEs must establish appropriate timelines for subcontracted providers to report critical incidents to the ME, and for the ME to submit the incident report to IRAS.
When a critical incident occurs, subcontracted provider staff should:
DCF Operating Procedure, CF-OP 215-6 provides additional guidance on reporting incidents.