Actions Module in Datix Web

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Actions Module in Datix Web Version Control Date Change(s) Version Oct 13 V1 Introduction In the Incidents, Risk and Complaints modules in Datix Web you have the ability to create action plans for

1 Actions Module in Datix Web Version Control Date Change(s) Version Oct 13 V1 Introduction In the Incidents, Risk and Complaints modules in Datix Web you have the ability to create action plans for yourself to assist with investigations, keep a chronological record and record information. You also have the ability to create an action for another Datix user with a priority and a timescale for the action to be completed. This user guide will look at the actions forms used for the Incidents module, however all modules use actions in the same way. Creating a new action When you are in the incident record that you wish to attach an action to select Action Plan from the menu on the left hand side of the screen

on track of your own actions, view your own actions by priority and record your evidence of actions taken.

2 Any existing actions relating to this incident will be displayed on this page. To add a new action click on Create a new action Action ID, Module and Assigned by (From) will be auto populated when the form is saved Creating an action plan for yourself This will help you to keep on track of your own actions, view your own actions by priority and record your evidence of actions taken. Fill in the summary of the action, the priority you want the action to have and the type of action. Fill in the date started and the date the action is due for completion. Select your own name from the drop down list Who is responsible for this action. Finally fill in the details of the action in the section Action details including any reporting or monitoring requirements. Click submit action at the bottom of the screen. You can go back into your action at any time to update your progress.

They can respond to the action and log notes so as you can view progress of the action. Fill in the summary of the action, the type of action and the priority.

3 Creating an action plan for another Datix user As a Datix reviewer you can allocate actions to other Datix reviewers. This gives clear guidance of what action you would like them to take with a time frame for completion and a priority. They can respond to the action and log notes so as you can view progress of the action. Fill in the summary of the action, the type of action and the priority. Leave the start date blank for the person the action is for to complete when they commence their action. Select the name of the person you want to allocate the action to from the drop down list Who is responsible for this action. Finally fill in the details of the action you would like them to complete in the section Action details including any reporting or monitoring requirements. Click submit action at the bottom of the screen. Please remember you can only allocate actions to Datix users who have Reviewer or Specialist rights on the Datix system. These are the names in the drop down list. Please also remember if a reviewer or specialist in the drop down list does not work for the same service as you do you will have to name them as an investigator in the incident, risk or complaint as well as creating the action. If you do not give them the rights to view the incident for your service they will not be able to open the link that is e- mailed to them. notifications If you have assigned the action to another person they will receive an automatic from the Datix system notifying them that a new action has been created for them and giving them details of the action request. When any changes are made to the action, or when the action is completed, s will be sent to both the person creating the action and the person responsible for completing the action. If a due date has been set by the person creating the action the person the action is for will also receive another two days before the action is due as a reminder that a due date is coming up. Viewing your actions In the Datix system click on Actions at the top of the screen to swap you over from the Incidents Module to the Actions Module You now have the option to view all your actions or search for a specific action. You are also notified if you have any actions assigned to you that are overdue. Click into the option you want to view

Completing Actions When viewing your own actions click into the action to see the full action plan and add in your done date and progress notes When viewing an

date with the date you have completed. You will also be asked to provide progress notes When progress notes are completed click apply to save the progress note.

4 Completing Actions When viewing your own actions click into the action to see the full action plan and add in your done date and progress notes When viewing an action assigned to you click into the action to see the full details or press the complete button at the side of the action This will auto populate the done date with the date you have completed. You will also be asked to provide progress notes When progress notes are completed click apply to save the progress note. Once the done date has been populated this will automatically generate an to the person who assigned the action to notify them that the action is now complete.

5 Searching in Actions From the Actions home page click on the option new search This will bring up a blank action form to use to search If you know the action ID number put this into the field and click search Fill in the module the action is for i.e. incidents, risk register etc. If you do not know the ID number fill in the fields you do know i.e. who is responsible for this action or the start date and click search You will then see all actions that fit the search criteria.

There is a listing report already set up in the actions module which will give you a printed sumery of all your actions.

6 Running Reports in Actions You can run reports in the action module in the same way as all other Datix modules. This enables you to export reports or add them to your own dashboard. There is a listing report already set up in the actions module which will give you a printed sumery of all your actions. When you have your search criteria click design a report from the left hand menu Choose the option listing from the drop down menu report type Choose the option Report on Actions from the select base listing report option Click Run Report

This will produce a report showing all actions in your seach criteria including due dates and dates completed.

See the Datix web user guide for Searching, Reporting and Dashboards for details of running all other types of reports and creating your own dashboards.

Attatching a Document in Actions If there are documents to be added to support your action this can be completed in the same way as in other modules.

7 This will produce a report showing all actions in your seach criteria including due dates and dates completed. This report can be exported to an excel spreadsheet and printed if required. Please note listing reports can not be added to a Datix Dashboard. See the Datix web user guide for Searching, Reporting and Dashboards for details of running all other types of reports and creating your own dashboards. This user guide is available on the Staff Zone of the Wirral Community Trust intranet site in the Datix section. Attatching a Document in Actions If there are documents to be added to support your action this can be completed in the same way as in other modules. When you are in your action click on the word documents Click add a new document Fill in the link as drop down with the type of document, give a description of the document being attached and click browse to insert the file. Select your document file from your computer and click save.

8 Further Support If you need any further help or support with the Datix Actions module please contact the Quality and Governance Team on

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