OTAP Tutorial

OVERVIEW

Getting your license key

  1. Log in to the CIOTS website
  2. Click Get your OTAP Software license & transfer keys
  3. Select the assessment tool
  4. A new unique license key will be displayed along with the expiration date for your license key
  5. Click Copy to copy the license key
Note. If you don’t have an OTAP license or your license has expired, then Renew your license or take a course

Get an OTAP administrator license key

Administrator license keys allow an IT administrator to move the database to a new location and print event logs. A free, administrator license key is available upon request from info@innovativeotsolutions.com For details about what is included in an event log, see the OTAP Software Client Right to Privacy and Management of Sensitive Personal Information

Registering and creating an OTAP login

  1. Open OTAP
  2. Click File > Register
  1. Click Continue
Note. If you need to get your OTAP license key, click Retrieve Key (Internet connection required), log in to the Center for Innovative OT Solutions website, www.innovativeotsolutions.com, and click Get your OTAP Software license & transfer keys
  1. Paste your OTAP license key into the License key field
  1. Enter your name and create an OTAP password
Note. A password must be at least 8 characters long and contain a lower-case letter, an upper-case letter, a number, and a special character such as the following: ! @ # $ % ^ & * ( ) [ ] { } \ / , . – _ + = |
  1. Optional. Enter your professional credentials (e.g., MSOT) and/or title
  1. OTAP will assign you a login name

Updating your OTAP license

  1. Log in to OTAP
  2. Click File > Update License

  1. Paste your new license key into the License key field and click Enter

Note. If you don’t have an OTAP license or your license has expired, then Renew your license or take a course

Updating your OTAP software

  1. Log in to OTAP
  2. Click Help > About to find out which version of OTAP you are using

  1. Click Help > Check for Updates for OTAP to manually check for updates

Note. If you are using AMPS 9, School AMPS 2005, or ESI 2009, you need to purchase a license upgrade in order to use OTAP; if you are using older software, you need to recalibrate or take a new course in order to use OTAP

Logging in to OTAP

  1. Open OTAP
  2. Click File > Log in
  1. Select your login name and enter your OTAP password; if you have forgotten your OTAP password, see Resetting your OTAP Password
Note. If your login name does not appear in the list, see Topic #2 Registering and creating an OTAP login; you must be registered in each installation of OTAP you use
  1. Click Log In

Resetting a forgotten OTAP password

If you have forgotten your OTAP password, you may reset it using a new license key.  You may get a new, free license key from the CIOTS website as long as your OTAP license has not expired.

  1. Get a new license key (See Topic #1 Getting your license key)
  2. Open OTAP
  3. Click File > Reset Password

  1. Click Continue

  1. Select your login name and create a new password

Note. If your login name does not appear in the list, see Topic #2 Registering and creating an OTAP login; you must be registered in each installation of OTAP you use

A password must be at least 8 characters long and contain a lower-case letter, an upper-case letter, a number, and a special character such as the following:
! @ # $ % ^ & * ( ) [ ] { } \ / , . – _ + = |

  1. Paste your new license key in the License key field and click Enter

  1. A confirmation message will appear if your password was successfully changed

Changing your OTAP password

If you have not forgotten your OTAP password, you can change (reset) it following these instructions:
  1. Log in to OTAP
  2. Click File > Reset Password
  1. Enter your current password and create a new password
  2. Click Enter
Note. If you have forgotten your OTAP password, see Topic #6 Resetting a forgotten OTAP password

Changing your information

  1. Log in to OTAP
  2. Click Edit > Rater Information

  1. Edit your name, credentials, and/or title as you would like them to appear on reports

  1. Click Save

Checking my license expiration date

  1. Log in to OTAP
  2. Click Help > License

Preferences

Changing the OTAP software database location

Note. By default, the OTAP database is installed in the same location as the OTAP program.  The database may be moved by an administrator. The database location affects all users. It is critical that all users have permission to save data to the directory of the OTAP database. To move the OTAP database, follow the steps below.
  1. Log in to OTAP
  2. Click Edit > Preferences
  1. Click Browse
  1. Browse to and select the new location of the OTAP database
  1. Click Save

Changing the check-for-update option

  1. Log in to OTAP
  2. Click Edit > Preferences

  1. Ensure that Check for updates on log in is marked so that OTAP notifies you when an update is available
  2. Click Save

Changing the password reset requirement

  1. Log in to OTAP
  2. Click Edit > Preferences

  1. Select the number of days before OTAP requires you to change your password
  2. Click Save

 

 

Changing your date format preference

  1. Log in to OTAP
  2. Click Edit > Preferences

  1. Click the Date format menu to change the way dates are entered and displayed in the program
  2. Click Save

 

Changing your people-sort preference

  1. Log in to OTAP
  2. Click Edit > Preferences

  1. Click the Sort people by menu to change how the list of people in the main window are sorted
  2. Click Save

Changing your report language preference

  1. Log in to OTAP
  2. Click Edit > Preferences

Note. Not all reports have been translated into all languages; for a list of languages in which reports have been translated, see the online Sample Reports page
  1. Click the Report language menu to select your preferred language for reports
  2. Click Save

Data Entry

Adding a new person

  1. Log in to OTAP
  2. Click Edit > Add New Person
  1. Enter the person’s Gender, Birth Date, and Discharge Date
  2. Check the box, Informed consent has been obtained
  3. Click Save
Note. The option to enter the person’s name is not available when using the program in anonymous mode. When using OTAP in anonymous mode, be sure to retain the person’s OTAP ID number and keep it in a secure location according to the established procedures within your work setting (e.g., the security of such procedures which also apply to hard copies of test score forms). Checking the box, Informed consent has been obtained, indicates that you have obtained verbal or written permission from the person to share his or her anonymous evaluation data with the Center for Innovative OT Solutions (CIOTS). When you send your data to CIOTS for analysis, the person you evaluated cannot be identified in any way. The box, Informed consent has been obtained, must be checked before any evaluation data for the person can be exported.

Entering AMPS course data (In-Person courses only)

  1. Gather the Evaluation Worksheets from your in-person training course
  1. Log in to OTAP
  2. Click Course > AMPS
  1. Select each person/task from the list, matching the name of the person and task to your evaluation worksheet
Note. Not all cases are observed during a course; only enter the course scores for the calibration cases that you observed during your course
  1. Enter course scores exactly as you marked them during the course; if faculty changed a score use the changed score
  1. Click Enter
  2. Click Save
Note. See Rater calibration requirement for details.
  • In-Person (Live) Course: The rater calibration requirements section of your course handouts are located in the AMPS, School AMPS, or ESI Course Materials
  • Online Course: Rater calibration requirements handout is found in your Online Course Files > Rater Calibration Requirements & Guidelines

Entering School AMPS course data

  1. Gather the Evaluation Worksheets from your in-person training course
  1. Click Course > School AMPS
  1. Select each person/task from the list, matching the name of the person and task to your evaluation worksheet
  1. Enter course scores exactly as you marked them during the course; if faculty changed a score use the changed score
  1. Click Enter
  2. Click Save
Note. See the rater calibration requirements section of your course handouts located in the School AMPS Course Materials

Entering ESI course data

  1. Gather the Evaluation Worksheets from your in-person training course
  1. Log in to OTAP
  2. Click Course > ESI
  1. Select each person/observation from the list, matching the name of the person/observation to your evaluation worksheet
  1. Enter course scores exactly as you marked them during the course; if faculty changed a score use the changed score
  1. Click Enter
  2.  Click Save
Note. See the rater calibration requirements section of your course handouts located in the ESI Course Materials

Entering AMPS evaluation data

  1. Log in to OTAP
  2. Add the person to OTAP (if needed, see Adding a new person)
  3. Select the person from the main OTAP window
  1. Click Edit > Add New Evaluation > AMPS Evaluation
  1. Click the Evaluation Date field
  1. Enter the date of your AMPS observation
Note.  If the observed task performances occurred on different days, enter the date of the first task performance
  1. Click Enter
  1. Click a Diagnosis field
  1. Select a diagnostic category
  1. Select a specific diagnosis
  1. Select a diagnosis subtype if prompted
  2. Click Enter
  3. If there is more than one diagnosis, you may follow the above steps to enter a second and/or third diagnosis
  4. Click the AMPS tab
  1. Click an AMPS Tasks field
  1. Select a task group
  1. Select a specific task
  1. Click the Quality tab (or click Next Tab)
  2. Select the overall quality of performance (QoP) ratings
  1. Click the Scores tab (or click Next Tab)
  2. Enter scores
  1. Click Enter
Note. To edit previously-entered tasks, QoP ratings, or scores click the AMPS Tasks field
  1. Select the person’s AMPS functional level rating
  1. Click the Global Baseline Statement field to enter your global baseline statement and a related goal
Note. An evaluation is not complete until the AMPS global baseline is entered; goals are optional

Entering School AMPS evaluation data

  1. Log in to OTAP
  2. Add the person to OTAP (if needed, see Adding a new person)
  3. Select the person from the main OTAP window
  1. Click Edit > Add New Evaluation > School AMPS Evaluation
  1. Click Evaluation Date
  1. Enter the date of your School AMPS observation
Note. If the observed task performances occurred on different days, enter the date of the first task performance
  1. Click Enter
  1. Click a Diagnosis field
  1. Select a diagnostic category
  1. Select a specific diagnosis within the selected diagnostic category
  1. Select a diagnosis subtype if prompted
  2. Click Enter
  3. If there is more than one diagnosis, you may follow the above steps to enter a second and/or third diagnosis.
  4. Click the School AMPS tab
  1. Click a School AMPS Tasks field
  1. Select a task group
  1. Select a specific task
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  1. Click the Quality tab (or click on Next Tab)
  2. Select the overall quality of performance (QoP) ratings
  1. Click the Scores tab (or click Next Tab) to enter School AMPS scores
  2. Enter scores
  1. Click Enter
Note. To edit previously entered tasks, QoP ratings, or scores click the School AMPS Tasks field
  1. Select the classroom environment rating
  1. Click the Global Baseline Statement field to enter your global baseline statement a related goal
Note. An evaluation is not complete until the School AMPS global baseline is entered; goals are optional

Entering ESI evaluation data

  1. Log in to OTAP
  2. Add the person to OTAP (if needed, see Adding a new person)
  3. Select the person from the main OTAP window
  1. Click Edit > Add New Evaluation > ESI Evaluation
  1. Click the Evaluation Date field
  1. Enter the date of your ESI observation
Note.  If the observed social interactions occurred on different days, enter the date of the first social interaction
  1. Click Enter
  1. Click a Diagnosis field
  1. Select a diagnostic category
  1. Select a specific diagnosis
  1. Select a diagnosis subtype if prompted
  2. Click Enter
  3. If there is more than one diagnosis, you may follow the above steps to enter a second and/or third diagnosis
  4. Click the ESI tab
  1. Click an Intended Purposes of Social Interaction field
  1. Select an intended purpose of social interaction
  1. Select a specific code
  1. Click the Context/Quality tab (or click Next Tab)
  2. Select or enter the context ratings and the overall quality of social interaction (QoSI) rating for the social partner and the person being evaluated
  1. Click the Scores tab (or click Next Tab)
  2. Enter scores
  1. Click Enter
Note. To edit previously entered social interaction codes, context/QoSI ratings, or scores click the ESI Tasks field
  1. Click the Global Baseline Statement field to enter your global baseline statement and a related goal

Entering ACQ-OP evaluation data

Note. ACQ-OP scores may only be entered after their related AMPS task data have been entered on the AMPS tab (For raters with a current ACQ-OP license only)
  1. Click the ACQ-OP tab
  1. Click one of the previously-entered AMPS Task names
  1. Enter ACQ-OP scores
  2. Select the Person’s self-rating and the Overall level of discrepancy
  3. Click Enter
  4. Repeat for each AMPS task
  1. Click the ACQ-OP Global Basement Statement field to enter a baseline statement (optional)
  1. Select the person’s Level of Awareness
  1. Click Save

Entering ACQ-SI evaluation data

Note. ACQ-SI scores may only be entered after their related ESI task data have been entered on the ESI tab (For raters with a current ACQ-SI license only)
  1. To enter ACQ-SI scores, click the ACQ-SI tab
  1. Click one of the previously entered Intended Purposes of Social Interaction
  1. Enter ACQ-SI scores
  2. Select the Person’s self-rating and the Overall level of discrepancy
  3. Click Enter
  4. Repeat for each Intended Purpose of Social Interaction
  1. Click the ACQ-SI Global Basement Statement field to enter a baseline statement (optional)
  1. Select the person’s Level of Awareness
  1. Click Save

Reports

Generating reports

  1. Log in to OTAP
  2. Select the evaluation for the person whose report you wish to generate
  3. Click Reports
  4. Select the report type
  1. Browse to a location where you wish to save the report
Overview of Report Types
Report Supplement Results Report Progress Report Raw Scores Report ACQ-OP/ACQ-SI Results Report
Overview of and interpretation guidelines Summarizes the results and interpretation for the selected assessment for one evaluation date Summarizes the results and interpretation for the selected assessment for two evaluation dates Displays the ordinal raw item scores for one evaluation date ordered by item difficulty Raw scores cannot be used to document performance or conduct research Summarizes the results and interpretation for the selected ACQ assessment for one evaluation date
Note. For all reports (except the Report Supplement)
  • All evaluation data must be entered to generate the report
  • You must have successfully completed the rater calibration process and updated his or her license key to generate this report
Anonymous Mode. If OTAP was installed in anonymous mode, you will be given the option to display the person’s name on the report; the person’s name will not be saved in OTAP
GENERATING A PROGRESS REPORT WHEN A DIFFERENT OCCUPATIONAL THERAPIST ADMINISTERED AN EVALUATION
  1. Select the evaluation date for the person whose report you wish to generate
  2. Click Reports/Progress Report
  1. Click Continue
  1. Enter the following information about the evaluation administered by the other occupational therapist:
    • Evaluation date
    • Measure(s)
    • Select the AMPS tasks/School AMPS tasks/Intended purposes of social interaction (at least two calibrated tasks/social exchanges are required)
  1. (For Anonymous Mode) You will be given the option to enter the client name to appear on the report. The name entered will not be saved.
  1. Use the Save report as… window to browse to the location on your computer where you wish to save the report as a portable document file (PDF)
  1. Your report will be displayed.
GENERATING A PROGRESS REPORT WHEN A DIFFERENT OCCUPATIONAL THERAPIST ADMINISTERED AN EVALUATION
  1. Select the evaluation date for the person whose report you wish to generate
  2. Click Reports/Progress Report
  1. Click Continue
  1. Enter the following information about the evaluation administered by the other occupational therapist:
  • Evaluation date
  • Measure(s)
  • Select the AMPS tasks/School AMPS tasks/Intended purposes of social interaction (at least two calibrated tasks/social exchanges are required)
  1. (For Anonymous Mode) You will be given the option to enter the client name to appear on the report. The name entered will not be saved.
  1. Use the Save report as… window to browse to the location on your computer where you wish to save the report as a portable document file (PDF)
  1. Your report will be displayed.

Export Data

Exporting all data to a CSV file

You may export all of your AMPS, School AMPS, or ESI data to a comma separated value (CSV) file for import into a statistical software package (e.g., Excel, SPSS)

  1. Log in to OTAP
  2. Click File > Export > All Data to CSV File and select one of the following:
    • AMPS or AMPS & ACQ-OP if you have an ACQ-OP license
    • School AMPS
    • ESI or ESI & ACQ-SI if you have an ACQ-SI license

  1. Select a location to save your exported data file

  1. Click Export

  1. Click Close

Exporting OTAP software backup

  1. Log in to OTAP
  2. Click File > Export > OTAP Software Backup

  1. Select a location to save your exported data file

  1. Click Export

  1. Click Close

Exporting calibration and revalidation data

  1. Log in to OTAP
  2. Click File > Export > Calibration and Revalidation Data
  3. Select one of the following:
    • AMPS or AMPS & ACQ-OP if you have an ACQ-OP license
    • School AMPS
    • ESI or ESI & ACQ-SI if you have an ACQ-SI license
  1. Click one of the following choices:
    • In-Person (Live) Course
    • Online Course
    • Self-Study (For calibrated AMPS, School AMPS, or ESI raters who are conducting a self-study revalidation course)
  1. If you have not met all requirements for exporting calibration or revalidation data, you will receive a message regarding calibration or revalidation data requirements that must be met before you are able to export your data
Note. For details about requirements:
  • In-Person (Live) Course: See the rater calibration requirements section of your course handouts located in the AMPS, School AMPS, or ESI Course Materials
  • Online Course: See your rater calibration requirements handout found in your Online Course Files > Rater Calibration Requirements & Guidelines
  • Self-Study: See your data submission guidelines that you received when you purchased your revalidation course (Contact info@innovativeotsolutions.com if you need your guidelines sent again)
  1. If you have met all requirements for exporting calibration or revalidation data, you will be directed to select a location to save your exported data file
  1. Click Export
  2. Click Close
Note. Exporting your data is only the first step to send your data to the Center for Innovative OT Solutions for analysis; consult your course handouts or data submission guidelines. You may also see FAQ How do I send my data to CIOTS to be analyzed?

Exporting data for one person

You may export one person’s assessment data to a comma separated value (CSV) file for import into an electronic health record

  1. Log in to OTAP
  2. Select a person

  1. Click File > Export > Selected Person’s Data and select
    • AMPS or AMPS & ACQ-OP if you have an ACQ-OP license
    • School AMPS
    • ESI or ESI & ACQ-SI if you have an ACQ-SI license

  1. You will be prompted to enter the person’s identification number (Person ID) to link this person’s data with his or her record in your electronic health record (optional)

  1. If you select Yes, enter the Person ID and click Enter

  1. You will be asked if you would like to export specific evaluations for the selected person. Click Yes to select specific evaluation dates.  Click No to select all evaluation dates for the selected person. 

  1. If you selected Yes for specific evaluations, check the evaluations you would like to export

  1. Select a location to save your exported data file

  1. Click Export

  1. Click Close

Exporting research data

For researchers who have requested CIOTS analyze their research data
  1. Log in to OTAP
  2. Click File > Export > Research Data and select one of the following:
    • AMPS or AMPS & ACQ-OP if you have an ACQ-OP license
    • School AMPS
    • ESI or ESI & ACQ-SI if you have an ACQ-SI license
  1. If you have not met all requirements for exporting research data, you will receive a message regarding research data requirements that must be met before you are able to export research data
  1. If you have met all requirements for exporting research data, you will be directed to select a location to save your exported data file
  1. Click Export
  2. Click Close
Note. Exporting your data is only the first step to send your data to the Center for Innovative OT Solutions for analysis; consult your research data guidelines handout or see FAQ How do I send my data to CIOTS to be analyzed?

Import Data

Importing OTAP software backup

  1. Log in to OTAP
  2. Click File > Import > OTAP Software Backup

  1. Click Continue

  1. Browse to the location of your OTAP software backup file

  1. Select your OTAP software backup file
  2. Click Import

Importing legacy software (AMPS 9, School AMPS 2005, ESI 2009) backup data

  1. Create a backup of your data using the Backup function in your legacy software (i.e., you old software such as AMPS 9, School AMPS 2005, ESI 2009)
  2. Log in to the CIOTS website
  3. Click Get your OTAP Software license & transfer keys
  4. Select the assessment tool
  5. Copy your OTAP Transfer Key
  1. Log in to OTAP
  2. Click File > Import > Old Software Backup
  1. A message will appear regarding importing legacy software data
  1. Paste your transfer key in the Transfer key field
  1. Click Enter
  2. Click Continue
  1. Browse to the directory containing your legacy software backup files
  1. Click Import
  2. Click Finish
  3. Click Print to create a paper copy of imported data for your records
Note. Legacy software Client IDs are not imported into OTAP. Further, person names are not imported when using OTAP in anonymous mode. A list of names with new OTAP ID numbers is presented in a new window that can be printed for the occupational therapist’s records. Retain the list and keep it in a secure location according to the established procedures within your work setting (e.g., the security of such procedures which also apply to hard copies of test score forms). OTAP collects and requires more information about a person and the evaluation than was collected in legacy software. A person’s birth date, global baseline statement, and some diagnostic categories may need to be entered into OTAP before measures or reports can be generated.

Looking for more info? Check out our Frequently Asked Questions

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