Completing the Incident Management Form

Transcription

1 Completing the Incident Management Form Ulysses Risk Management System is the Trust s system for reporting all incidents and near misses. An incident is an event or circumstance which could have or did result in unnecessary harm, damage or loss. (National Patient Safety Agency) To access the incidents - log on to the Ulysses system or by following the incident reporting links on the staff intranet. As the manager it is your responsibility to review all incidents which occur within your team to take appropriate action to prevent further incidents (or minimise harm). As part of this process, you will need to complete the manager form on Ulysses related to the incident. You should receive an notification of any incidents which occur in your team and when you log in to Ulysses, you will see a table displaying the current status of your incidents (as shown below). You will also receive an automatic reminder if the incident is outstanding. If you are not receiving the s or are not able to view this table, please contact the Corporate Incident and Investigation Team as this is an essential part of the process. Click the link to access the Ulysses log in page If you don t think you should have received the notification please contact the Corporate Incident and Investigation Team as a matter of urgency. When you log in the homepage will appear. Check your name appears at the top, if it doesn t you will need to contact the risk team Page 1 of 5

2 Click either the table or the "manage incidents" link to access your incident "in box" The table provides a summary of the incidents in your "in box" The incident management section of the Ulysses system will appear as below, this is your incident inbox Your incidents are listed on the left the status column shows you if action is required. Select an incident on the left and the details will appear in the right hand pane. : See our Guide for managing incidents for hints, tips and advice about managing your incident inbox effectively, including forwarding incidents, finding closed incidents and clearing your inbox. Your navigation buttons are available on the right side. Use the Managers form button to open the required section.

3 The incident form will open up and display the information given by the reporter these sections need to be checked for quality and amended if necessary to ensure the incident is recorded accurately and appropriately. There are some sections for the manager to complete; these sections are highlighted in yellow. Click for Help The potential severity is not just based on the actual level of harm, but the potential. The reporter s grading should always be taken into consideration, particularly if the incident directly affected them. See the Severity Grading Guide for further help and guidance click the help button on the incident form to access this. The actual impact should reflect the impact of the incident, including physical and psychological harm, financial loss or reputational damage to the service. The next section to complete is the Actions and Lessons Learnt section. This should be completed with actions taken to mitigate the risk of the incident occurring again, or minimise the harm should it happen. Actions can be added with staff responsible, they will then be informed and will have access to update progress or mark the action as complete. You can search for staff by typing their surname then first name and selecting them from the list that appears.

4 If investigation is on-going record what investigation is being undertaken with dates. This section should then be updated regularly when further information is obtained. This section should also record how learning from the incident is going to be shared. Feedback about the incident should also be given to the reporter. This can be written in the feedback section. You can use the copy button above the feedback box to copy and paste the information from the management actions box into the feedback box. You can then select to automatically the feedback to the reporter. Finally, the form should automatically populate your signature ready for you to save and close the incident.

5 If you are awaiting further information, you can click save and continue to mark the incident as under review, however if the incident is under investigation and is likely to take more than 10 days to complete (from the date of reporting) it is advised you close the incident as you can still return to the incident to amend at a later date see our Manager s hints, tips and guidance document for information on how to access closed incidents.