Logging an Incident on Datix Web

Logging an Incident on Datix Web

Contents How to Log an Incident Using Datix Web... 4 Section 1 What happened?... 4 Section 2 - What Type of Incident is this?... 5 Section 3 Doctor Review for Patient-Related Incidents (only relevant to TYPE of incident Patient Clinical)... 6 Section 4 Person Affected Contact Details (only relevant to TYPE of incident relating to a person)... 6 Section 5 Where did the Incident Occur?... 7 Section 6 Additional Information... 8 Section 7 Harm and Severity... 9 Section 8 Reporter Details... 9 Receive Feedback... 10 Submit your incident... 10 What happens next?... 10 Logging an Incident - Frequently Asked Questions... 12 How do I access DatixWeb?... 12 How do I know if something should be reported as an incident?... 12 What if the incident has already been reported?... 12 What if more than one Type applies to my incident?... 12 What is the benefit of reporting two incidents?... 12 What if I have reported a clinical incident but it was not necessary for the Doctor to review the Patient?... 12 What if the Doctor has not reviewed the patient when I am logging the incident?... 12 What is the difference between the person affected and other people involved?... 12 What if I cannot find the correct location for my incident?... 13 Why am I asked for my telephone number and email address?... 13 Logging an Incident on Datix Web Jul-14 V1.0 Page 2

Why can t I use my nhs.net email address?... 13 Can I save the form and come back to it later?... 13 Can I print off the form I have submitted?... 13 What do I do if I do not receive a feedback email?... 13 Who do I contact if I am having trouble?... 13 Logging an Incident on Datix Web Jul-14 V1.0 Page 3

How to Log an Incident Using Datix Web Click on Portal Manager and choose the icon for Datix Web Click on the link for the Datix Web Incident form This screen will be displayed: Support Contact Details Fields with a red star are mandatory the incident cannot be submitted without this information Section 1 What happened? Click on the calendar icon to select the date that the incident occurred. Enter the time if known/appropriate Enter a description of the incident including as much detail as possible do not enter opinions or people s names (including patients, staff or visitors) Enter details of all action taken at this point giving as much detail as possible - do not enter opinions or people s names (including patients, staff or visitors) Logging an Incident on Datix Web Jul-14 V1.0 Page 4

Section 2 - What Type of Incident is this? Select the type of incident this means whether a particular type of person was affected (ie. Patient, staff, visitor) or whether the incident affected the organisation: If you select a type of incident involving a person (patient, visitor/contractor/staff member) another section will open after the location section that will ask you for the details of that individual. Select the category of the incident this is a broad heading that will narrow down your search to more specific sub-categories: Select the sub-category of the incident this is a more specific set of criteria to help us to classify the incident that will relate to the category that you selected: Logging an Incident on Datix Web Jul-14 V1.0 Page 5

Section 3 Doctor Review for Patient-Related Incidents (only relevant to TYPE of incident Patient Clinical) State whether the Doctor has been bleeped, the bleep number and the time this was done If the doctor has reviewed the patient select yes and provide further details, otherwise choose no Section 4 Person Affected Contact Details (only relevant to TYPE of incident relating to a person) Complete the information relating the individual who was affected by the incident (e.g the patient who fell or the member of staff who had the sharps injury) NB - There is an option later to enter the details of any other people who were involved (e.g. witnesses, security, first aider etc.) If you are entering a patient s details you can use the search option by entering the hospital number and clicking on search At the end of this section you are asked whether the person affected was injured as a result of the incident please specify yes or no and then complete the appropriate details. Logging an Incident on Datix Web Jul-14 V1.0 Page 6

You are also given the option to specific whether any other people were injured/affected by the incident click add another to complete contact details of any more people who were AFFECTED by the incident (this does not include witnesses, first aiders etc.) Section 5 Where did the Incident Occur? Select the appropriate Directorate Select the appropriate speciality this will filter down from the Directorate Select the Location where the incident took place each of the following levels will filter down the next to make locations easier to find: o Site: Hospital, Satellite Clinic, Community o Location Area: Wing, Block, Building, Car Park, Clinic o Location Type: Ward, Department, Floor o Location Exact: Bay, office area, corridor, toilets, reception etc. Logging an Incident on Datix Web Jul-14 V1.0 Page 7

Section 6 Additional Information Specify whether anybody else was involved in the incident (this is where you enter the details of anybody else involved who WAS NOT the person affected ie. Witnesses, first aiders, security). If you choose Yes the same form to enter a person s details will open: Specify whether you have any documents to be attached to the record, for example any documentation/paperwork/photos that will be useful to the investigation. If you choose Yes another section will open where you can put the type of document, a brief description and attach the document. To attach the document click on Browse find the location of the document (ie. The folder where you have it saved) click open to attach to the incident Select whether this incident involved a vulnerable adult (if you have chosen the category for Safeguarding Vulnerable Adults you must choose Yes to this question). If you choose Yes another section will appear for you to complete the relevant safeguarding information. Logging an Incident on Datix Web Jul-14 V1.0 Page 8

The Safeguarding Vulnerable Adults Questions are for the information of the safeguarding lead: o Complete the safeguarding category o If the person has a learning disability this should be specified otherwise select none o Confirm whether a mental capacity assessment has been carried out o If you said Yes to this complete any details relating to the assessment o Confirm whether social services have been notified and if they have name the contact o Confirm whether any of the relevant forms have been completed and attached Section 7 Harm and Severity Under result you need to tell us whether the incident resulted in any harm being caused either to the person affected or to the organisation. Under severity you need to tell us how bad the harm that was caused actually was (ie. If you say that the incident was a near miss or that no harm was caused then you need to choose the option for None under severity) Section 8 Reporter Details Please use this section to tell us who you are: Logging an Incident on Datix Web Jul-14 V1.0 Page 9

The Surname field can be used to search for your own details if you have already entered an incident into Datix Web Enter your job title so that you are easier to identify by the incident investigator Enter a Trust contact telephone number that we can use to reach you if necessary Enter your Trust email address please do not use a personal email address for this Receive Feedback When you have entered your details as the reporter there is a box that asks you if you would like to receive feedback when the incident has been closed The box is defaulted to Yes if you do not want feedback please change this to No The last box on the form asks you if you would like to provide feedback to us on the use of the form that you have just completed You can choose Yes to open up a comments box to complete if you have any comments regarding your experience using the DIF1 form All feedback is very valuable to us in view of improving your experience as an end user Submit your incident Click on the submit button to log your incident What happens next? Your incident will be notified to the person responsible for the speciality or location that you specified in your incident report for further investigation. Logging an Incident on Datix Web Jul-14 V1.0 Page 10

A page will be displayed telling you that you have submitted an incident and providing you with a reference number If you have provided an email address you will receive an email with the incident reference number If you have asked for feedback you will receive an email when the incident is closed If you would like to follow up on your incident you can contact the Trust internal Datix Web support team and quote your incident reference number Support Details: Internal tel. 701 6589 Email Datix@esth.nhs.uk Logging an Incident on Datix Web Jul-14 V1.0 Page 11

Logging an Incident - Frequently Asked Questions How do I access DatixWeb? On your Desktop you will see an icon labelled Portal Manager, click on this and look for the Datix Web logo from the list. Click on this to take you into the incident logging form. You do not need a username or password to log an incident. How do I know if something should be reported as an incident? If you think that there is an issue the Trust wants to know about it there are no wrong answers so if you think that there is a problem then log an incident. What if the incident has already been reported? If you are unsure as to whether an incident has already been reported you can ask your team leader who can log into DatixWeb and check but if in doubt we would rather the incident was reported twice than not at all. What if more than one Type applies to my incident? If you can identify more than one Type for the incident that you are reporting then the likelihood is that there is more than one incident to be reported. This could mean that two separate incidents should be reported if you are unsure as to whether you should do this please ask your line manager or contact the Risk department for guidance. What is the benefit of reporting two incidents? Reporting two incidents will help us to identify trends between incident categories using reporting. It is important for us to be able to see the link between particular categories of incidents that may occur as result of one another. This helps us to identify where the issues are and what is causing them to happen. What if I have reported a clinical incident but it was not necessary for the Doctor to review the Patient? Answer no to the question Has the Doctor been bleeped? What if the Doctor has not reviewed the patient when I am logging the incident? Answer Yes to confirm that the Doctor has been bleeped and fill in the bleep number and time that this was done but answer No to Has the Doctor reviewed the patient? this section can be completed after the incident has been logged. What is the difference between the person affected and other people involved? The person affected by the incident anybody who was directly affected by the actual incident, for example the patient with the pressure ulcer, the member of staff who was verbally abused, the visitor who had a fall etc. Other people involved in the incident would include anybody who was present but was not directly affected, for example witnesses, first aiders, security, the police etc. Logging an Incident on Datix Web Jul-14 V1.0 Page 12

What if I cannot find the correct location for my incident? Give the Risk team a call as we may be able to help you to find the right option for your location if the location needs to be added then you can report the incident under a similar location, we can then add the new location and change this under your reported incident. Why am I asked for my telephone number and email address? The investigating manager may need to contact you for further detail and it is useful to have a telephone number on which you can be reached you can put your department number if you do not have a direct line. If you would like to receive a feedback email when the incident has been closed you must provide a Trust email address @esth.nhs.uk and @eoc.nhs.uk are the only addresses that will be recognised by the system Why can t I use my nhs.net email address? Datix Web is registered to an @esth.nhs.uk email account therefore can only email securely via our Trust email server - @nhs.net email addresses are only secure when emailing to other @nhs.net email accounts. Can I save the form and come back to it later? Unfortunately Datix Web will not allow you to save the form and continue to fill it in later, however the report form will not time out so if you are called away and need to come back to it, it will not have closed down in the meantime. Can I print off the form I have submitted? The incident form cannot be printed as Datix Web is a paperless system and printing the forms causes the following issues: - Printing anything means that it is immediately out of date therefore if any of the information is altered on the system by the manager the original form will no longer be accurate version - Printing the form runs the risk of staff using this to make investigation notes that will not then be transcribed into the Datix Web management system which will make the incident appear not to have been dealt with What do I do if I do not receive a feedback email? You can either speak to your line manager or you can contact our support team to enquire about the progress of your incident, it may be that it has not yet been closed. If you quote your incident reference to us (INC - ) we can find your incident and update you on progress. Who do I contact if I am having trouble? You can contact any of the following for advice when logging an incident: - Your line manager or other senior members of staff - The Risk Department (Epsom 6588/6589) - Datix@esth.nhs.uk Logging an Incident on Datix Web Jul-14 V1.0 Page 13