OTAP Tutorial

Notice. The latest update to OTAP (i.e., version 3.22), released March 30, 2023 and discontinued May 31, 2023, included a limited perpetual license to use OTAP after the license expiration date. No future license renewals will be necessary with this version of OTAP, which was designed as a courtesy to continue to allow the occupational therapist to enter scores and generate reports. Pursuant to the limited license, CIOTS makes no representation or warranty whatsoever with respect to OTAP or its continued use.

OVERVIEW

Choose the operating system for your computer or, if you already have OTAP installed, see OTAP Updates for instructions on how to update your existing OTAP software (all operating systems).

The OTAP software was designed to help you comply with local and international client right-to-privacy laws and data security regulations. All data entered into OTAP are encrypted.  Moreover, OTAP data can only be viewed by the occupational therapist who entered them. The only way that the occupational therapist can access his or her data is by logging in to OTAP with a user-constructed password.

The data that you enter into OTAP are saved on your local computer or your organization’s server computer. OTAP is not a “cloud-based” software program and your OTAP software is not accessible by the Center for Innovative Occupational Therapy Solutions.

See OTAP and Data Management for more information.

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

Registering and creating an OTAP login

  1. Open OTAP
  2. Click File > Register
  3. Click Continue
  4. Paste your OTAP license key into the License key field
  5. Enter your name and create an OTAP password
    6. 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: ! @ # $ % ^ & * ( ) [ ] { } \ / , . – _ + = |
  6. Optional. Enter your professional credentials (e.g., MSOT) and/or title

Updating your OTAP license

  1. Log in to OTAP
  2. Click File > Update License
  3. Paste your new license key into the License key field and click Enter

Updating your OTAP software

    1. Log in to OTAP
    2. Click Help > Check for Updates
If OTAP does not update itself, use the following instructions to update OTAP manually:
  1. Download the OTAP Update (otap.jar)
  2. Save the downloaded otap.jar file to the directory where your OTAP sotware is installed

Follow these steps to find the directory where your OTAP software is installed:

  • Open your OTAP software
  • Click Help > About
  • Note the OTAP Installed in location
  1. When prompted, Replace your existing otap.jar file with the new one.
  2. Open OTAP the way you normally do it
  3. When prompted, restart your OTAP software to apply the update

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
Note. If you receive an OTAP error message, You are already logged in, then you have encountered a security feature of the OTAP software. More specifically, OTAP was designed to prevent the same user from editing or entering data from two instances of the same program simultaneously. Doing so can result in loss of data.This error message can appear in two situations. First, a user might have opened the OTAP software two times. To resolve this first problem, close all instances of the OTAP software. The second situation can occur when OTAP closes unexpectedly (e.g., the computer loses power before the user can exit OTAP the ordinary way). To resolve the second problem, please complete the following OTAP Administrator instructions:
  1. Open OTAP
  2. Click File > Register
  3. Paste the following OTAP administrator license key into the license key field:
    GY2SY-tSBYn-y3Kno-f3Lo4-1KoHK
  4. Click Admin > Clear lock files
  5. Click Admin > Exit

Resetting a forgotten OTAP password

If you have forgotten your OTAP password, you may reset it using your OTAP license key.

  1. Open OTAP
  2. Click File > Reset Password
  3. Click Continue
  1. Select your login name and create a new 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. Paste your 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 Passwor
  1. Enter your current password and create a new password
  2. Click Enter
Note. If you have forgotten your OTAP password, see 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

If your computer or network administrator has installed OTAP in a shared or network location, then you can use OTAP on more than one computer at your facility.  See your computer or network administrator for more information about how to access OTAP at your facility.

You also may install OTAP on two computers.  Importantly, your OTAP data are stored on the computer where OTAP is installed.  This means that data you enter into OTAP using one computer are not accessible from another computer. If you need to access your data from both computers, you must regularly export your data from one computer and import your data into the other computer. See the OTAP Tutorial items Exporting your OTAP software data and Importing your OTAP software data for instructions.

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 pseudonymous mode. When using OTAP in pseudonymous 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 pseudonymous 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 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
  2. Select a specific task
  3. Click the Quality tab (or click on Next Tab)
  4. 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

OTAP report types

Report SupplementResults ReportProgress ReportRaw Scores ReportACQ Results Report
Overview of and interpretation guidelinesSummarizes the results which allow the occupational therapist to interpret results of the selected assessment for one evaluation dateSummarizes the results which allow the occupational therapist to interpret results of the selected assessment for two evaluation datesDisplays the ordinal raw item scores for one evaluation date ordered by item difficultySummarizes the results which allow the occupational therapist to interpret results of the selected ACQ assessment for one evaluation date
  • All evaluation data must be entered to generate the report
  • You must have successfully completed the rater calibration process and updated your license key to generate this report

Pseudonymous Mode. If OTAP was installed in pseudonymous 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

Limitations and exclusions. The information in the reports generated by the OTAP software is limited as it is based solely on the data provided by the user. CIOTS makes no claim as to the validity of the information provided in the reports by occupational therapists, and therefore assumes no responsibility for the information in any report created by an occupational therapist using the OTAP software. The OTAP software displays the data entered by the occupational therapist without change or analysis. Any information contained in the OTAP software or any resulting report, is provided on an “as is” basis only, and it is not intended, or to be construed as, medical, health advice, diagnosis, or treatment advice. The CIOTS products are not a replacement for medical and therapeutic diagnosis, treatment, or advice from a qualified and licensed occupational therapist.

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
  2. Click Save

Note. If your reports menu is inactive and gray, resolve the problem using of the following strategies:

  1. Make sure your OTAP software is up to date. See the Overview section of this tutorial for instructions.
  2. Click the Help > License menu in your OTAP software. If your license key says (uncalibrated), then you will need to get a new license key and enter it in OTAP. See the Overview section of this tutorial for instructions.
  3. If you still cannot generate reports and your license key is valid and calibrated (as reported by your OTAP software), then ensure that your AMPS evaluation data are complete. Select the Data Entry section of this tutorial for instructions.

Generating a progress report when a different occupational therapist administered an evaluation

  1. Select a person’s evaluation date
  2. Click Reports
  3. Click Progress Report
  4. Click Continue
  1. Enter the following information about the evaluation administered by the other occupational therapist:
    • Evaluation date
    • Measure(s)
    • Tasks (at least two calibrated tasks are required)
  2. For raters using OTAP in pseudonymous mode only:  You will be given the option to enter the person’s name.  The person’s name will appear on the report, but it will not be saved in the OTAP software.
  1. Use the Save report as… window to browse to the location on your computer where you wish to save the report

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 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

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
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