RL6 Risk. Manager Reference Manual

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1 RL6 Risk Manager Reference Manual If you have RL6 questions please contact: or (204) WRHA Quality Improvement & Patient Safety Version: 9, May 31, 2018 June 9, 2013 RL6 Risk WRHA Quality Improvement & Patient Safety Page 1 of 67

2 Table of Contents PURPOSE SUBMISSION PROCESS... 5 Submitting an Incident LOG IN PROCESS Logging in through the Web Logging in through Alerts FILE INFO CENTER File Info Center Search Feature Managing Files from the File Info Center NAVIGATING IN A FILE Opening a File Submitted File Selecting Dates Text Editor Adding Tags Adding Attachments Working With Follow-Up Actions FILE NOTIFICATIONS Linking Files Alerts Assigning Tasks Viewing Tasks Assigned Receiving a Task Completing Tasks Checking Status on Tasks Viewing Summaries Printing Summaries ing Summaries MORE ACTIONS Granting Access To Files Removing Access from a File Changing File Type Closing Files Saving Files Logging Out SEARCHING FOR FILES Quick Search Advanced Search Saving Searches WORKING WITH REPORTS Admin Picks Opening a File from a Report Saving and ing a Report ACT AS Granting Access to Another User Acting as Another User Removing Act As Access RL6 Risk WRHA Quality Improvement & Patient Safety Page 2 of 67

3 MANAGER RL6 ALGORITHM Submission Process (Page 5) Log in Process (Page 12) File Info Center (Page 15) Navigating in a File (Page 18) File Notifications (Page 25) More Actions (Pages 47) Searching for Files (Page 58) Working with Reports (Page 61) Act As (Page 65) RL6 Risk WRHA Quality Improvement & Patient Safety Page 3 of 67

4 PURPOSE The purpose of RL6 implementation is to improve the safety of patients, clients and staff by enhancing the occurrence management and reporting processes throughout the region. The key goals of the RL6 Implementation include: To prevent re-occurrence and/or the risks associated with re-occurrence through early identification of risks and system errors To identify and prioritize opportunities and recommendations for improvement at the unit, site, program and regional level To develop a regional approach to monitor and report on key performance indicators related to patient safety (i.e. falls, adverse drug reactions) To promote a culture that supports organizational learning and growth by sharing information and lessons learned through enhanced monitoring and reporting capabilities RL6 Risk WRHA Quality Improvement & Patient Safety Page 4 of 67

5 1 SUBMISSION PROCESS Submitting an Incident Use RL6 to report patient safety events such as; occurrences and critical incidents online. Your form needs to be completed and sent during one sitting. You cannot save it and come back to it for re-entry. If you have more information to add after submitting your file, talk with your manager. The Icon Wall contains links to the submission forms. Submissions of patient safety events should be reported using the RL Submission icon located on the computer Desktop. The only submissions used via the Icon Wall, from your Manager accounts, should be Feedback, Media, Privacy and OESH. Note: RL is to be used strictly for patient events; the only expectation is the safety/security form when the person affected could be someone else. If you are submitting a risk related event such as an occurrence or critical incident (CI), then use the RL6 Submission icon (otherwise you will be the owner of this file). If you are submitting feedback, media, privacy or OESH related incidents, use the RL6 Management Icon (refer to page 12) and login with the same user name and password as you do with your computer login. 1. Double-click on the RL6 Submission icon on the Desktop. You do not need need to login! You should see on the top-right Logged in as Anonymous. 2. Double-click on the safety event type you want to report on from the Icon Wall. Hover over the Icons with your mouse to view a tip for the types of forms. ICON WALL Use the scroll bar to move down to view more icons Search keywords in the Find a form box. RL6 Risk WRHA Quality Improvement & Patient Safety Page 5 of 67

6 Search using Keywords If you don t know which form to use type in a keyword in the Find a form box and applicable forms matching your criteria will appear in the right-hand window. eg. Type ulcer in the Find a form box and the skin tissue form will display. RL6 Risk WRHA Quality Improvement & Patient Safety Page 6 of 67

7 NAVIGATING DO NOT use the back button 3. Complete the event ensuring all mandatory fields are entered (fields with a green *); and providing as much information as possible in non-mandatory fields. Form Name Scroll bar Refer to page 9 for information on the Form Panel Collapse/expand Icon: Allows you to collapse sections of the form Drop-Down Lists Mandatory Field Indicates how many total fields and mandatory fields are completed Action Links 4. Click the button. RL6 Risk WRHA Quality Improvement & Patient Safety Page 7 of 67

8 Once the form is submitted the file reference number appears on the screen. After the file is submitted you cannot add additional information to it. If you want to follow-up on the form or add additional information you can reference the file number with your manager. File Number WHAT NEXT? Once the form is submitted, the appropriate manager(s) will be notified by . If you believe this was a critical incident, there is a section to declare that on the form. The submission will then be automatically sent to the WRHA Patient Safety Department (not on-site management). This process does not replace established communication processes for CI s. Please ensure you communicate incidents to your manager/patient care manager. Note: Within the submission form the Reported By Name field is mandatory. However, because the intent is to learn from the events not to instil blame the option to put N/A can also be used. RL6 Risk WRHA Quality Improvement & Patient Safety Page 8 of 67

9 Understanding the Form Panel Widget Image Description Contents Provides links to the different sections of the submission form. Click the Fall Details link, for example, will take you to that section of the form. File Status Elapsed time displays the length of time that the file has been open during its creation. File Status shows you how many of the form s fields have been completed. The first bar shows the total # of fields completed. The second bar shows how many mandatory fields have been completed. In order to submit the file, all mandatory fields must be completed Using Help Click the? to open up Help When you click the button the help associated with the window you are in opens up. In the example above, when the button was clicked in the Add Attachment window a help screen opened up listing steps on how to work with attachments. RL6 Risk WRHA Quality Improvement & Patient Safety Page 9 of 67

10 GOOD CATCH/NEAR MISS A Good Catch/Near Miss is an event or situation that took place, and could have resulted in an unintended outcome, but was caught before reaching the patient and adversely impacting the patient. We have an opportunity to Catch it to Prevent it in the Future. 1. Double-click on the Good Catch/Near Miss icon. RL6 Risk WRHA Quality Improvement & Patient Safety Page 10 of 67

11 The Good Catch/Near Miss - Submission Form opens. 2. Complete the form ensuring all mandatory fields are entered (fields with a green *); and providing as much information as possible in non-mandatory fields. 3. Click the button. RL6 Risk WRHA Quality Improvement & Patient Safety Page 11 of 67

12 2 - LOG IN PROCESS You can log onto RL6 either through the web or by clicking on the link you received within the Alert message. Note: If you will be using RL daily it is recommended you log in via the RL6 Management Icon. Logging in through the Web 1. Double-click on the RL6 Management icon on the Desktop. Note: If there is no RL6 icon on the Desktop go to and contact e-health to have it installed. 2. Ensure WRHA is selected from the drop-down box if you are within the (WRHA Global address NTDWRHA domain). If you are not part of the WRHA network then you would need to select APPLICATION ACCOUNT. (image 1) 3. Type in your username and password that you use to access your work computer for WRHA. For application account users your username and temporary password will be assigned to you from the RL Team. (image 2) 4. Click LOGIN. Drop-down box (image 1) (image 2) Note: If you are part of the NTDWRHA domain your password is synced to your logon. If you are not part of the NTDWRHA domain, and forget your password, contact RL_support@wrha.mb.ca to have it reset. Training Site: (The training site can be accessed for education purposes. However, please be aware this site will occasionally be configured different than normal if specific user groups are being trained. If you would like to access this site to train your own staff or highlight specific features of RL6, please contact RL Support to ensure there won t be any issues RL_support@wrha.mb.ca. RL6 Risk WRHA Quality Improvement & Patient Safety Page 12 of 67

13 Logging in through Alerts 1. From your Alert message, click the link to open up the RL6 login screen. Click the link from your Alert The Login window opens, follow same steps as logging in through the web. RL6 Risk WRHA Quality Improvement & Patient Safety Page 13 of 67

14 Navigation Toolbar File Info Center Alerts Tasks Search Submission Forms Folder Management Report Center RL6 Risk WRHA Quality Improvement & Patient Safety Page 14 of 67

15 3 - FILE INFO CENTER The File Info Center page contains the files that you have access to in RL6. In the File Info Center you can: View new files or files that you have been working on Perform functions such as: o Open a file o Search for New or In Progress files o Mark files as important o Close files o Print/ summaries o Change the state of the file o Change the owner o View the properties of a file Accessing the File Info Center Click the File Info Center icon on the Navigation Toolbar. The File Info Center is a one stop shop for all active files that you have access to in the RL application. This page is like a dashboard, bringing you important information. The page is split into two sections/panels: a. Views which are a collection of files that you have access in the system. b. The 2 nd panel displays files associated to the views RL6 Risk WRHA Quality Improvement & Patient Safety Page 15 of 67

16 File Info Center click this icon to return to the File Info Center at any time. Personal View widgets that are a collection of files that you have access to and can customize (provided you have the proper role permissions). View of Files show relevant files based on the view you selected. Refresh Button refreshes all of your views ensuring the most up to date information Mark File as Important If you want to mark a file important, click on the exclamation mark. A dialog window will appear for you to specify a reason and click OK. The exclamation will highlight after entering. Note: the file displayed important is only going to be applied to you. This is because other users may not feel the same about being important. File Info Center Search Feature You can quickly search for new or in progress files by typing in file details (ex. name, specific event type, etc.) in the search box and press Enter, or by clicking on Search icon. To reset your search properties within the Info Centre, click on the X to close the search box. RL6 Risk WRHA Quality Improvement & Patient Safety Page 16 of 67

17 Managing Files from the File Info Center 1. You can execute features without needing to open a file. To select these features first select the file. 2. Next select the option you would like to execute. These features are found next to the Search box. A complete explanation of these features will be found further in the manual. RL6 Risk WRHA Quality Improvement & Patient Safety Page 17 of 67

18 4 - NAVIGATING IN A FILE Opening a File 1. From the File Info Center select the desired file by double-clicking on the File ID of the file you want to open. RL6 Risk WRHA Quality Improvement & Patient Safety Page 18 of 67

19 Submitted File File ID# Page Title Table of Contents Collapse Icon File Notifications Click on the section of the form you want to go to Use the left-side widgets to navigate within the file. Do not use the Back button to go to the previous screen as it may result in an error or locking your file. RL6 Risk WRHA Quality Improvement & Patient Safety Page 19 of 67

20 Selecting Dates Provision of Care Diagnostic Imaging 1. To select a date click on the Date box. The calendar opens. 2. Click on the date on the top of the calendar, for example January 2014 to change the view? to months. Skin/Tissue Surgery/Procedure Fall Event Healthcare IT Infection IV/Vascular Access Device Line/Tube Medication/Fluid Patient ID/Documentation/Consent 3. To select a specific year click on the year at the top of the calendar, for example 2018 (Image #1). Years are grouped in 10 year increments (Image #2). Image #1 Image #2 4. To move up or down screens use the buttons to navigate to select the appropriate, year, month and date. RL6 Risk WRHA Quality Improvement & Patient Safety Page 20 of 67

21 Text Editor Within the Text Editor screen you can use various formatting functions such as bold, font style and color and spell check (similar to using Microsoft Word). 1. Double-click inside the appropriate text boxes such as Notes or Reason Declining, Narrative Detail, Work Done on File, to open up the Text Editor. 2. Type in the desired text. 3. Select OK. Note: Always use the copy and paste functions within the Text Editor. If you copy and paste directly within the form (not opening the Text Editor) the text may be overwritten. Ensure to first double-click in the form to open up the Text Editor and then use the copy and paste functions. While working in the Text Editor ensure to select OK and Save every minutes. If you do not save you will lose your work. RL6 Risk WRHA Quality Improvement & Patient Safety Page 21 of 67

22 Adding Tags If you want keep to names confidential you can select the name in the text box, for example Doris, and select the appropriate tag from the Specific Tag drop-down box and click OK. When the information is displayed or printed the tag, not the individual name, will appear. RL6 Risk WRHA Quality Improvement & Patient Safety Page 22 of 67

23 Adding Attachments You may want to attach a file, such as a disclosure record, to the file. 1. Click Add in the Attachment section in the open file. The Add Attachments dialog box appears. 2. Click the Browse button and select the file to attach. 3. Select the Category drop-down box and select the attachment type: letter, , invoice or photocopy. 4. Type details regarding the attachment in the Description text box. 5. Select OK. RL6 Risk WRHA Quality Improvement & Patient Safety Page 23 of 67

24 Working With Follow-Up Actions There are different types of follow-ups that can be added to a file. They may only be added through the Follow-up Actions widget. All follow-up types have areas where circumstances, descriptions and attachment can be entered. Note: A convenient way to manage the follow-up actions on a file is to enter in your actions/notes in the Work Done on File section of the file. 1. Ensure the file is open. 2. Click the Add Follow-up button; select the type of follow-up you would like to add (e.g. Work done on file). 3. Enter in your follow-up information. 4. Select Add. RL6 Risk WRHA Quality Improvement & Patient Safety Page 24 of 67

25 5 - FILE NOTIFICATIONS Linking Files The Linked Files feature provides you the ability to create hyperlinks between multiple files. It is a convenient way to associate two or more files that share similar traits. Once files are interconnected, you can jump from one file to another with single click. For example, a Feedback file could be linked to a Risk file. Note: You will only be able to see linked files within your own scope. 1. Click on the Linked Files under the File Notifications section. File ID# Click on Linked Files A Pop-up dialogue box will appear with the following choices: Add Linked Files Search View Related Files Folders RL6 Risk WRHA Quality Improvement & Patient Safety Page 25 of 67

26 To search for other incidents that have the same Patient Name and MRN (chart number), click on View Related Files. The Pop-up dialogue box will show a list of any incidents for that person. In the example below, the results show another file has been entered for this person. That incident s File ID is To add a link from the current file (File ID ) to the related file (File ID ): 1. Click on Add Linked Files. 2. Type the related File ID into the Enter File ID box (e.g ). 3. Click on the Add button. The system now shows that a linked file has been added to this incident. To move from the current file (#124722) to the linked file (#124701), click on the blue text within that row. Both incidents are now linked to each other. Each file has its own link to the other incident. This will allow you to move quickly back and forth between linked files. RL6 Risk WRHA Quality Improvement & Patient Safety Page 26 of 67

27 Alerts Alert notifications help you manage your files and identify trends more effectively by providing timely notice when a set of conditions is met. The alert notification is ed to you but can always be seen from the Alert Notification page. Viewing Alerts 1. Open the message you received that contains the alert. The alert details are displayed. 2. If you want to open the file click Open File. RL6 Risk WRHA Quality Improvement & Patient Safety Page 27 of 67

28 An alternative way to view alerts 1. Click the Alerts icon on the Navigation toolbar. 2. Click on the Notification ID number of the alert you would like to view. The Open Notification window opens. 3. If you would like to view the alert details, click the More Details link RL6 Risk WRHA Quality Improvement & Patient Safety Page 28 of 67

29 Before opening an alert notification, it has the status New. Once any modifications has been made to file information, the status becomes In-Progress. When finished with the notification, you can change the status to Acknowledged or delete the alert. Acknowledging an Alert Acknowledged alert notifications are hidden in the initial result list. This is a good way to manage your notification, keeping the result list from becoming cluttered and retaining a record of the alert in case you need to refer to it later. An alternative way to manage your notifications is to delete them when they are no longer needed. 1. Click in one or more boxes next to the alert notifications you would like to acknowledge. 2. Click Acknowledge. 3. Click Yes to confirm. The page is refreshed and the acknowledged alert(s) no longer appear in the list. RL6 Risk WRHA Quality Improvement & Patient Safety Page 29 of 67

30 Assigning Tasks You can only assign tasks to a person(s) who has a RL6 account. You can assign a task to yourself or another director/manager to follow up on a file. When you assign a task to someone it gives them temporary access to the file. 1. Click Tasks from the Tasks widget at the left-hand side, and select the Create Task link. Click Create Task RL6 Risk WRHA Quality Improvement & Patient Safety Page 30 of 67

31 The Add/Modify Task dialog box opens. Start typing name here If you want a copy of the task sent to you select Assignee and Creator 2. Select the type of task (e.g. Follow-up on File, Review File) from the Type drop-down list. 3. Complete the appropriate fields (Description, Deadline, Priority and Reminder Date). 4. Enter the name(s) of the person you want to assign the task to in the Re-Assigned To text box. When you enter two or more characters in the Re-Assign To field a corresponding selection of user names appear. You can assign the same task to more than one person. 5. To ensure an alert is sent to the person ensure that the Notifications box is checked. 6. Select OK, and click Close. RL6 Risk WRHA Quality Improvement & Patient Safety Page 31 of 67

32 An alternate way to assign a Task: 1. Click the Task icon on the Navigation toolbar. The Task Management window opens. 2. Click the Add Task button. The Add Task dialogue box opens. Start typing name here 3. Select the type of task (e.g. Follow-up on File, Review File) from the Type drop-down list. 4. Complete the appropriate fields (Description, Deadline, Priority and Reminder Date). 5. Enter the name(s) of the person you want to assign the task to in the Re-Assigned To text box. When you enter two or more characters in the Re-Assign To field a corresponding selection of user names appear. You can assign the same task to more than one person. 6. To ensure an alert is sent to the person ensure that the Notifications box is checked. 7. Select OK, and click Close. RL6 Risk WRHA Quality Improvement & Patient Safety Page 32 of 67

33 Viewing Tasks Assigned 1. Click the Task icon on the Navigation toolbar. Tasks that have been assigned to you or you have assigned to yourself will display. Receiving a Task When you are assigned a task an alert is sent to you. The will provide a link to the file, the file ID#, a description of the task. You can access the file by clicking on the link or by searching for the file # if you are logged into RL6. Click the File # to open the file RL6 Risk WRHA Quality Improvement & Patient Safety Page 33 of 67

34 Adding Follow-up When you are assigned a task you are automatically granted access to the file. Enter in any work done on file by selecting Add Follow-up. Completing Tasks When you complete a task that was sent to you, and mark it as complete, the file leaves your My Tasks area in the File Info Centre and you will no longer have access to the file. A message is NOT sent back to the originator of the task that it is now complete. 1. Click the Task icon on the Navigation toolbar. The Task Management window opens. 2. Select the task that you have completed. 3. Click the More button and select Complete Task. The Task Confirmation dialog box opens. 4. Select OK. RL6 Risk WRHA Quality Improvement & Patient Safety Page 34 of 67

35 The task is removed from the My Incomplete Task view in the File Info Center. An alternate way to complete a Task: 1. Ensure the file is open that you completed the task on. 2. In the File Notifications section, select Tasks. RL6 Risk WRHA Quality Improvement & Patient Safety Page 35 of 67

36 3. Select Complete. The Task Confirmation dialog box opens. 4. Select OK. Checking Status on Tasks You can check the status of tasks you have assigned to others to see if they are complete or overdue. 1. Click the Tasks icon on the Navigation toolbar. Select the Task View button Select the desired view RL6 Risk WRHA Quality Improvement & Patient Safety Page 36 of 67

37 Viewing/Printing/ ing File Summaries There are different file summaries that can be viewed: Original Summary displays information from when the event was originally submitted Current Summary displays the original summary with any updates Followup Summary displays only the followup section of the file Task Summary Viewing Summaries There are two ways to view summaries. 1. From the File Info Center select the check box beside the File ID of the file summary you want to view. Once you select the check box beside the File ID the summary option buttons appear (Summary, Print, , More). 2. Click the Summary button on the File Info Center window to view the current summary. Only the Current summary can be viewed from the File Info Centre. RL6 Risk WRHA Quality Improvement & Patient Safety Page 37 of 67

38 Note: Click the Close X on the tab at the top of the window to close the Current Summary and return to the file. Don t click the red X at the top-right of the window as that will close RL6. RL6 Risk WRHA Quality Improvement & Patient Safety Page 38 of 67

39 Viewing Summaries (Cont d) An alternative way to view summaries is: 1. Ensure you are in the file you want to view the summary. 2. In the File Notifications section, select Summaries then select the summary type you want to view. This option allows you to view all summary options. The summary window opens. RL6 Risk WRHA Quality Improvement & Patient Safety Page 39 of 67

40 Note: Click the Close X on the tab at the top of the window to close the Current Summary and return to the file. Don t click the red X at the top-right of the window as that will close RL6. RL6 Risk WRHA Quality Improvement & Patient Safety Page 40 of 67

41 Printing Summaries There are two ways to print summaries. 1. From the File Info Center select the check box beside the File ID of the file summary you want to print. Once you select the check box beside the File ID the summary option buttons appear (Summary, Print, , More). 2. Click the Print button on the File Info Center window and select the type of summary to print (Original, Current or Followup). Select the type of summary to print Click Hide Private Fields to hide identifiers such as the patient s name, DOB and MRN, etc. Click Hide Empty Fields to hide blank fields in the Summary You can hide sensitive fields or modify the summary in all but the Original Summary. You may a HTML copy of the file summary or print the summary. 3. If desired, click the Hide Private Fields check box to hide identifiers such as the patient s name, DOB and MRN, etc. RL6 Risk WRHA Quality Improvement & Patient Safety Page 41 of 67

42 4. Select OK to select the summary to print. 5. Select OK to print. Printing Summaries An alternative way to print summaries: 1. Ensure you are in the file you want to print the summary from. 2. In the File Notifications section, select Summaries, then select Print Custom Summary. 3. Select the summary type from the Summary drop-down list. Select the Summary Type Note: Only the Current Summary type allows you to select/deselect items from the Show Sections check boxes. RL6 Risk WRHA Quality Improvement & Patient Safety Page 42 of 67

43 Printing Summaries (Cont d) 4. If desired, click the Hide Private Fields check box to hide identifiers such as the patient s name, DOB and MRN. 5. Select OK. 6. Select Print. ing Summaries There are two ways to summaries. 1. From the File Info Center select the check box beside the File ID of the file summary you want to . Once you select the check box beside the File ID the summary option buttons appear (Summary, Print, , More). 2. Click the button on the File Info Center window and select the type of summary to (Original, Current or Followup) Type message Select the Summary Type Click Hide Private Fields to hide identifiers such as the patient s name, DOB and MRN, etc. RL6 Risk WRHA Quality Improvement & Patient Safety Page 43 of 67

44 ing Summaries (Cont d) You can hide sensitive fields or modify the summary in all but the Original Summary. 3. Select OK. The summary window opens. 4. Select Open from the Do you want to open or save .eml from rl6.rlsolutions.com? dialog box. Outlook opens with the summary attached. RL6 Risk WRHA Quality Improvement & Patient Safety Page 44 of 67

45 ing Summaries (Cont d) 5. Type the address in the To text box or click the To link to select the address. 6. Click the Send button. The and a HTML summary will be sent to the recipient. An alternative way to summaries: 1. Ensure you are in the file you want to the summary from. 2. In the File Notifications section, select Summaries then select Custom Summary. The dialog box opens. Type message RL6 Risk WRHA Quality Improvement & Patient Safety Page 45 of 67

46 ing Summaries (Cont d) 3. Select the type of summary to from the Summary drop-down list. 4. Select OK. The summary window opens. 5. Select Open from the Do you want to open or save .eml from rl6.rlsolutions.com? dialog box. Outlook opens with the summary attached. RL6 Risk WRHA Quality Improvement & Patient Safety Page 46 of 67

47 ing Summaries (Cont d) 6. Type the address in the To text box or click the To link to select the address. 7. Click the Send button. The and a HTML summary will be sent to the recipient. 6 - MORE ACTIONS There are two ways to access More Actions. You can access the More Actions button from the file or from the File Info Centre. Granting Access To Files 1. You can execute features without needing to open a file. To select these features first select the file. 2. Next select the More button and the desired function from the More list. An alternative way to access More Actions: If you want someone to have access to the file, such as to another manager in different program, you would grant them access to the file for a period of time. 1. Click the File Info Center icon on the Navigation toolbar. 2. Open the file that you want to grant access to. RL6 Risk WRHA Quality Improvement & Patient Safety Page 47 of 67

48 3. Click the More Actions button and select File Properties. 4. Select the Security tab. RL6 Risk WRHA Quality Improvement & Patient Safety Page 48 of 67

49 5. Click Add in the Granted Access section of the File Properties dialog box. Click Add The Granted Access dialog box appears. 6. Click the beside the User Name field. RL6 Risk WRHA Quality Improvement & Patient Safety Page 49 of 67

50 The Select Users dialog box opens. Type name here Click Search 7. Enter the person s name in the Name contains text box. 8. Click Search. 9. Select the person you want to grant access to, and select OK. 10. If you want to limit the amount of time a person has access to a file indicate a date in End On. 11. Select the level of access from the File Access drop-down box. The following access can be granted: Read Only Add Follow-up All Allows the person to read file information. This does not allow any modifications to the file. Allows the person to read all the information as well as to add any followup to the file. Allows the person to read all the information as well as modify file information and add follow-up. RL6 Risk WRHA Quality Improvement & Patient Safety Page 50 of 67

51 12. Select OK, and click Save. Note: RL6 will send an alert to the user letting them know they have been granted access. Example - Access to file: has been granted to you by Christy Rogowski. You can now access this file: Removing Access from a File 1. Click the File Info Center icon on the Navigation toolbar. 2. Select the file that you want to remove a user s access from. 3. Click the More Actions button and select Properties. 4. Click the Security tab. 5. Select the user you want to remove access from. 6. Click Delete. RL6 Risk WRHA Quality Improvement & Patient Safety Page 51 of 67

52 Click Delete 7. Click OK to delete granted accesses to the selected user. 8. Click Save. RL6 Risk WRHA Quality Improvement & Patient Safety Page 52 of 67

53 Changing File Type If the wrong form was selected, when a patient safety event was reported, you can change the file type. (An example could be Skin/Tissue to Fall) It is recommended to print the summary prior to changing the file type as some information will be lost after the change. 1. Click the File Info Center icon on the Navigation toolbar. 2. Open the file that you want to change the file type on. 3. Click the More Actions button and select Change File Type. The Change File Type box opens. Select the New File Type to change the file to 4. Select the New File Type from the New File Type drop-down box. 5. Select OK. The Change Type warning message box opens. 6. Select Yes. The File Type has been changed. RL6 Risk WRHA Quality Improvement & Patient Safety Page 53 of 67

54 Closing Files Once all work on a file is complete it can be closed. There are two ways to close a file either from the File Info Center or from within the file. To close a file from the File Info Center: 1. Click the File Info Center icon on the Navigation toolbar. 2. Select the file you want to close by clicking in the check box beside the file number. 3. Click the More button and select Close. The Close File(s) box opens. 4. Select the desired option from the Status drop-down box. Resolved All work complete Duplicate More than one event reported Invalid Wrong information Insufficient Info Not enough information provided to do a review Expired Use specifically with Feedback 5. Select Execute. RL6 Risk WRHA Quality Improvement & Patient Safety Page 54 of 67

55 An alternative way to close a file: 1. Ensure the file is open. 2. Click the More Actions button. 3. Select Close. RL6 Risk WRHA Quality Improvement & Patient Safety Page 55 of 67

56 The Choose File Status dialogue box appears. 4. Select the desired option from the Select Status drop-down box. Resolved Duplicate Invalid Insufficient Info Expired All work complete More than one event reported Wrong information Not enough information provided to do a review Use specifically with Feedback 5. Select OK. Saving Files When you are working in a file you want to ensure you save your work. If you will be working in your file, select More Actions, then the Save button to save your work periodically. When you are ready to exit the file select Save & Exit. Note: The Save & Exit and Save buttons become enabled when a change has been made to the file and RL6 has not yet recognized the change. If Save & Exit or Save is not enabled RL6 automatically saved your work. RL6 Risk WRHA Quality Improvement & Patient Safety Page 56 of 67

57 Logging Out Ensure you are not in any files when you want to log out. Select Logged in as and click the Logout link located on the top-right. Do not click the X (Close) on the RL6 menu bar to exit because this is not the proper way to exit. Click Logout RL6 Risk WRHA Quality Improvement & Patient Safety Page 57 of 67

58 7 - SEARCHING FOR FILES Quick Search With a Quick Search you can enter search criteria such as patient name or file ID number in the search criteria window. 1. Click the Search icon on the Navigation toolbar. 2. Enter the criteria you are searching for in the text box, for example, Smith. 3. Click the Search button. Note: The Quick Search method will search for your criteria through all fields in a file. RL6 Risk WRHA Quality Improvement & Patient Safety Page 58 of 67

59 Advanced Search You can use the Search feature to search for file by specific search criteria. 1. Click the Search icon on the Navigation toolbar. Search Icon Click the arrow to expand the Search Criteria options 2. Click the down arrow in the Search Criteria box to expand the search options. 3. Enter the desired criteria (e.g. File ID, Name, MRN) from the Field Search section. Use the scroll bar to access additional search fields, if necessary. 4. Click the Search button. 5. Files matching your search criteria are displayed in the Search Results section. 6. Select the desired file. 7. To open the file click on the Open button or click on the File ID. RL6 Risk WRHA Quality Improvement & Patient Safety Page 59 of 67

60 Saving Searches 1. In the Advanced search view, populate your search criteria. 2. Click the Save button. 3. Type in a name for the search in the Save Search box. 4. Select OK. RL6 Risk WRHA Quality Improvement & Patient Safety Page 60 of 67

61 8 - WORKING WITH REPORTS Admin Picks Admin Picks are commonly used RL6 reports that have been designed for easy access and use. You can view a variety of reports that are within your scope. An example is General Report Type Volume (Monthly). 1. Click the Report Center icon on the Navigation toolbar. The Report Center dialog box opens. 2. Double-click the report icon you want to run. RL6 Risk WRHA Quality Improvement & Patient Safety Page 61 of 67

62 The report opens. RL6 Risk WRHA Quality Improvement & Patient Safety Page 62 of 67

63 Opening a File from a Report In the report view you can open a file to see more information. 1. Click on a column of the report that you would like to open. Your mouse pointer changes into a drill. The Drilldown field dialog box opens. Files List 2. Click the Files List selection from the dialog box. RL6 Risk WRHA Quality Improvement & Patient Safety Page 63 of 67

64 3. Click on any cell in the row of the file you want to open. Your mouse pointer changes into a drill. 4. Select Open file from the drop-down box. The file opens for you to review. Saving and ing a Report 1. After you run a report select the desired save export or option. File Type Export & Save to File Export to Window RL6 Risk WRHA Quality Improvement & Patient Safety Page 64 of 67

65 9 - ACT AS Granting Access to Another User Using the Act As feature can allow another RL registered user to act as you. This means that an assigned user can log in as someone else to view and manage their files. This is a useful feature for coverage during vacations, etc. 1. Click the Preferences option from the Logged in as drop-down box. Click Preferences 2. Select the Act As tab from the User Profile dialog box. Click Save 3. Click the Add User button. RL6 Risk WRHA Quality Improvement & Patient Safety Page 65 of 67

66 4. Select the user you want to assign as your Act As. 5. Select the From and To dates that you want for the Act As privileges. 6. Click the Save, then OK. Act As access has now been granted to the user you selected. Note: The person Acting As you will Not receive alerts or s to your files. You should advise the person you have assigned Act As because they are not notified by RL6. Acting as Another User If you have been given access to act as another user, this option appears in the Logged in as drop-down box at the top-right of your window. As soon as you choose to act as another user, RL6 appears as if you were the other user, you would have access to the user s RL6 files, reports, Info Centre etc. 1. From the top-right corner, click the Logged in as drop-down box and click on the user you want to act as. 2. Now that you are Acting As the user you selected from the Logged in as drop-down box you can work in that user s RL6 files. RL6 Risk WRHA Quality Improvement & Patient Safety Page 66 of 67

67 3. To stop acting as another user, click End Act As from the Logged in as drop-down box. Note: When someone is assigned Act As they do not receive a notification message from RL stating that they have been assigned Act As privileges. Removing Act As Access To delete the Act As access for the user: 1. Click the Preferences option from the Logged in as drop-down box. 2. Select the Act As tab from the User Profile dialog box. Click Delete 3. Select Delete to remove the granted user s Act As access. RL6 Risk WRHA Quality Improvement & Patient Safety Page 67 of 67

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