Entering an Event: Safety Event Manager

Transcription

1 Entering an Event: Safety Event Manager

2 About Entering Events Complete and accurate data about safety events is the first step in developing and implementing improvement actions and policies. Safety Event Manager provides a streamlined single-page event reporting tool. Built-in taxonomy and searchable databases help to accurately record event details and categorize the underlying causes. On saving the event data, the system generates a unique Event ID that can be used to track the event.

3 Types of Safety Events Types of safety events: Patient Safety Events Refers to events involving patients at your facility. Employee Safety Events Refers to events involving employees at your facility. Visitor Safety Events Refers to events involving a visitor at your facility. You may also be able to report an event that did not affect a person directly by selecting No Person Involved on the form. Your facility may or may not use Safety Event Manager for reporting all types of safety events. The basic process of reporting all event types is the same.

4 Accessing the Event Reporting Form Copyright 2018 Quantros, Inc. All rights reserved.

5 Guest Users 1 To access the Event Reporting Form without logging in: 1. Click the Guest/Anonymous User option on the home page. 2. Then, click Start a new Safety Event on the right. 2 Depending on your organization, you may need to select a region and facility before you can report an event.

6 Registered Users Users who have a log in for Safety Event Manager can enter an event as a registered user. To log in as a registered user: 1. Select the Registered User option. 2. Log in using your Username and Password. 1 2

7 Registered Users From the Applications page, select the Safety Event Manager icon. Select Report Event. If you have multiple facilities in your organization, a dropdown will appear with all available facilities.

8 Registered Users The Event Entry form is displayed in a new window. Note: The questions displayed on your facility s Event Reporting form depend on your organization s configuration of Safety Event Manager.

9 Completing the Event Reporting Form Copyright 2018 Quantros, Inc. All rights reserved.

10 Before You Begin Questions on the form are context-sensitive and will update according to your selections. Questions and descriptions can be configured to better reflect your organization's priorities. Due to customization, the form you have access to may differ slightly from the one in this demonstration.

11 Saving as Incomplete 1 Click Save and Finish Later (1) to save your information and exit the form. Responses to the following questions are required to save the form: When did the event occur Provide the date and time of the event, or select Time/Date Unknown. Who was the affected party Indicate if the person affected by the event was a patient, employee, visitor, or no person involved. Department where the event occurred Select the department from the options provided.

12 Timer Function 1 2 To keep your data secure, the event entry form will display a message like the one above after 5 minutes of inactivity. You have 60 seconds to select an option, after which your information will be automatically saved and the event entry form window will be closed. 1. Click Keep Working to return to the form. 2. Click Save and Finish Later to save your information and exit the form.

13 Providing Additional Information Based on your response to certain questions, you may be prompted to provide additional details in a new window. The example above shows the questions related to selecting Patient as the Affected Party. Complete the required information and click Done to return to the form. Click Cancel to exit the window without answering the questions. Note that if you click outside the window, it will close. Any information you entered will be retained.

14 Categorizing an Event Indicate if this was an actual or near miss event. 2. Then, provide a brief description of what happened. For patient safety events, leave out any personal information about the affected party. 3. When you re ready, click Continue. The next step is to select an event type to help categorize the event.

15 Categorizing an Event: Employee and Visitor Events For safety events involving employees and visitors, Safety Event Manager displays the available event types and categories. Browse the available options and select the event type that best fits the circumstances of the event.

16 Categorizing an Event: Patient Safety For patient safety events, Safety Event Manager analyzes the event information and generates a set of suggested event types. Review the suggestions and select the event type that best fits the circumstances of the event.

17 Patient Safety Event Categorization A Closer Look SEM generates suggested matches based on the information provided about the event. In some cases, an arrow > is displayed (1) to indicate that there are additional possible sub-categories. Click the event type and select an option. Then, click OK (2). To see the next set of suggestions, click the Show next results link below the list (3). To see additional event type options, click the I don t see a match option (4) below the suggestions list Note: The event categories displayed on your facility s Event Reporting form depend on your organization s configuration of Safety Event Manager.

18 Accessing Additional Event Sub-Categories In your suggested matches, if the system determines that there are several possible subcategory matches within the same event type, it will display an Almost Show Similar link. 2. On clicking the link, all sub-categories within that event type are displayed. Review the options and select the best fit.

19 Browsing for Event Types On clicking the I don t see a match option below the suggestions list, tabs are displayed to enable you to browse and select an event type: 1. Browse the taxonomy tab: Browse the entire list of event types to find the type and sub category that fits best. 2. See all event types tab: View event types grouped by category. Click an event type to select a sub-category. 1 2 Note: The event categories displayed on your facility s Event Reporting form depend on your organization s configuration of Safety Event Manager.

20 Displaying the Selected Event Type When you ve made your selection, the selected event type is displayed on the form.

21 Editing the Selected Event Type To edit the selected event type, simply click the event type label on the form. To delete it, click the X next to the label. In the pop up displayed, confirm that you want to edit the event type by selecting one of following options: 1. Return to the list of suggestions generated by Safety Event Manager 2. Browse the list of event types to select another option. To keep your current selection, click Cancel. 1 2

22 Re-categorizing the Event Edit the text and description field. Then, click Re-analyze Narrative. 1 2 In the pop up displayed, select one of following options: 1. View a new set of suggestions based on your edited narrative. 2. Retain your current selected event type.

23 Event Specific Questions - Example Based on the selected event type, the form will display questions designed to capture additional information. Specific questions depend on your organization s configuration of Safety Event Manager.

24 Recording Outcomes and Consequences Designed to capture information about the effect of the event on the affected party. Outcomes are grouped by category and you can select multiple outcomes and consequences across categories. To select outcomes: 1. Click a category and then select outcomes from the options displayed 2. Your selections are displayed immediately on the form. Click a label to edit it, or click the X next to the selection to delete it. 2 1 Note: The categories displayed on your facility s Event Reporting form depend on your organization s configuration of Safety Event Manager.

25 Capturing the Severity of the Event Event severity levels help to assess the impact of the event on the patient and organization. Safety Event Manager s severity levels are based on industry-standard methodology. The levels displayed depend on whether the event is an actual or a near miss.

26 Selecting Severity Levels 1 Select the link or move your mouse over the severity labels to see definitions and select the appropriate option. You can also select Severity Unknown if you are unable to determine the severity level.

27 2 Selecting Severity Levels Click the specific severity level to assign it to the event. 3 Your selected severity level is displayed. Click the label to edit it, or click the X to delete it.

28 Severity Levels Additional Questions Selecting certain severity levels may display additional questions that are aimed at gathering more information about the event. In the pop up displayed, click Done to save your information or Cancel to return to the form.

29 Capturing Actions Taken Indicate if any actions were taken immediately after the event. If you select Yes in response to this question, you are prompted to select which specific actions were taken. You can select as many options as needed and click Done.

30 Actions Taken Additional Questions The Next button is displayed when you select one or more of the following actions: Admitted or transferred to higher level of care Antidote, reversal agent or antagonist administered Laboratory or diagnostic tests Click Next to view additional questions about these specific actions. Provide additional information about the steps taken and click Done to save your information.

31 Recording Contributory Factors Similarly, identify the underlying factors that could have contributed to the event. This information helps in addressing gaps in policies and procedures. Click a category and then select as many options as you think apply. You can make multiple selections across categories.

32 Event Submitter Information For registered users, the system automatically displays the event submitter s contact information. You can edit the contact information, if needed. This data is not required to save and submit the report. Note: The fields displayed on your facility s Event Reporting form depend on your organization s configuration of Safety Event Manager.

33 Submitting the Event Report Copyright 2018 Quantros, Inc. All rights reserved.

34 Submitting the Event Report When you re ready and have completed the event report, click Submit Safety Event at the bottom of the form. To submit your report successfully, you must provide answers to all the required questions. Any questions you may have missed will be highlighted in red. Once the event report is submitted, notifications are automatically sent to appropriate team members. Note: The fields displayed on your facility s Event Reporting form depend on your organization s configuration of Safety Event Manager.

35 Confirmation Page 1 2 On clicking Submit or Save and Finish Later, a confirmation page is displayed with the unique Event ID for this event. You can note the Event ID (1) for your reference or enter your address to send the Event ID by (2). If you have another event that needs to be entered, you can select the Report New Event option to redirect you to a new event form.

36 Completing an Incomplete Event Copyright 2018 Quantros, Inc. All rights reserved.

37 Accessing Incomplete Event Reports Accessing Incomplete Event reports is different for registered and guest users. Guest Users: Use the Complete my Event option on the home page. Registered Users Access the Incomplete Events folder of the inbox and select the event you wish to complete.

38 Completing Events 1 1. Enter the Event ID in the textbox displayed. You can search for events using the Search icon.

39 Registered Users Access the Incomplete Events folder of the inbox. Select an event to open the Events Summary window.

40 Registered Users Select Edit Form to complete the entry form.

41 Viewing Event History Copyright 2018 Quantros, Inc. All rights reserved.

42 Tracking Events Track My Event allows you to view activity on an event report after it has been submitted. All event reports, including reports entered by guest users, can be tracked using this feature. Examples of event activity include: Whether the event report has been edited Closure of the event Information available to you through this option is determined by your organization s policies. This option is configurable by the System Administrator. To track an event, you must have the correct Event ID.

43 Tracking Events 1 1. Enter the Event ID in the textbox displayed. You can search for events by Event ID using the Search icon.

44 Event Tracking Page The activity for the event is displayed in a new window.

45 Key Takeaways Complete and accurate data about safety events is the first step in developing and implementing improvement actions. Safety Event Manager provides a streamlined single page event reporting tool. Built-in taxonomy and searchable databases help to accurately record event details and underlying causes. Mandatory questions marked with a red asterisk (*) must to be completed to save the form.

46 Tools & Resources Access the User Guide and Online Help from your product s Help menu. The user guide is a PDF document that can be downloaded and/or printed, and the Online Help is an HTML searchable file. Both options provide all the instructions on how to use the options provided in this product. Access the Member Center. The Member Center is a self-service portal permitting clients the right to use a number of features including accessing and downloading updated user documentation and training materials, placing enhancement requests, logging cases, and collaborating with colleagues. Access to the Member Center can be found at this link: To request access to Member Center, send an to: support@quantros.com. Contact Quantros Support: On the Web The Self Service Support Portal is a Web-based tool permitting an authorized user to log a service request to Quantros Technical Support Team. This is the preferred method for contacting Technical Support and will help expedite case resolution. Access to the portal can be found at this link: By Send an to: support@quantros.com By Phone To speak directly with a Technical Support Engineer, dial , and select Option 2. The standard support hours of operation are: 5 a.m. 6 p.m. PST, Monday Friday (excluding Quantros observed holidays). After hour calls can be made for true severity 1, emergency issues. Call the same number listed above and leave a message. A Support Engineer will return your call within one hour.