Submission Guide Clarity Group Healthcare SafetyZone Portal Training Guide Copyright Clarity Group, Inc. 2018
BASIC ARCHITECHTURE OF THE HEALTHCARE SAFETYZONE PORTAL The Healthcare SafetyZone Portal is designed to be an integrating tool for your health system. Coming from the perspectives of each the Quality, Risk, Safety, and Service areas of your health system, the Portal is intended to serve as both a tool for the reporting, collecting and analyzing of data, and as a mechanism for organizing and distributing the same data across your system of care. There are two (2) major components - Knowledge Management and Reporting - and these are linked to provide a continuous flow of information and knowledge to help ensure that the system remains a Healthcare SafetyZone for its patients, visitors and staff. Efficient reporting function across the system of care...... Supported by knowledge from across the system of care to close the loop and support a Culture of Safety Benefits Time saved by staff in the reporting process Increased reporting from across the system Improved accuracy of data - no re-entry Enhanced information and clear follow-up trail Reporting and education are linked to support a blame-free culture Anticipated Results Shared information - many perspectives to address a single database Enhanced decision making process - more efficient, more effective Enhanced first-line of awareness Culture of awareness and positive action supported Ability to gain consistency in reporting and analysis across the system 1 P a g e
Section One: Submit an Event Location: Home Page Submit Event The Healthcare SafetyZone Portal is a web-based application that when launched will bring you directly to the Home Page. After every activity you do within the Portal, you will be returned here to start Home Page Form Selection Page If your facility or group is using multiple forms to capture events, you will encounter a select form page prior to the blank event. This page contains form names and descriptions to help you determine which form you should submit under. To start an event submission click the button of the appropriate form. 2 P a g e
This page is a section-by-section display of a generic Event Submission Form. This example illustrates how a form can be compartmentalized and split into topic areas. Event Submission 1 2 3 4 5 6 7 8 1. Current Form Name identifying the current form being utilized for reporting 2. Event Number a unique number associated with the event information being reported. Specific to just this submission. 3. Subject of Event will trigger demographics of the parties involved 4. Submission Countdown Timer 60 minute window to submit with a 20 minute inactivity timer as well (this timer in an option feature) 5. Date/Time Event Occurred Editable by using the calendar button to the right of the field 6. Type of Event will differ depending on your type of organization 7. Location of Event where did the event occur? 8. Additional Departments to Notify Are there additional departments and/or locations that need to be involved with this submission? Trigger an additional location selection here. 3 P a g e
Section One: Submit an Event Continued To submit a completed event, click the Save button. Once submitted original answers can never be cleared, only edited by a reviewer with documented changes. (Note: You have approximately one hour to complete an event submission. If you exceed the one hour mark you will be returned to the Home Page and your information will be lost.) The Reset button clears the form and generates a new event number. The Cancel button clears the form and exits event submission function. (Note: Neither button saves any information.) Section Two: Submit and Event - Partial Saves If your facility or group allows for partial saves you will have the option to save a partially completed event entry. There will be a predetermined minimum data set that must be completed for you to partially save an event. These required questions for the partial save will be denoted with a double red asterix (**). Once you have selected Save Incomplete you will be prompted with the following: Once you click on Ok you will be brought to a new screen giving you a ticket number and asked to fill in your email address. It will then email you with the ticket number and code to complete later. 4 P a g e
To regain access to a partial saved event and complete the submission, enter in that unique ticket number into the Complete Ticket box on the upper right hand side of the Home Page. You will be directed back to the submission page to complete the event. Section Three: Attachment on Submission If your facility or group allows for attachments during event submission, you will encounter the following page upon clicking the Save button: 5 P a g e
If you wish to add an attachment, select Yes and you will be prompted to browse locally on your intranet or hard drive for the additional documentation. Please note, while you can have an unlimited amount of attachments per event, we ask the EACH attachment be less than 100 MB in size. When finished, click No More Attachments. After you have completed your submission, and have submitted successfully, you will arrive at the Confirmation of Successful Submission page, as seen below. Selecting Continue will return you to the Homepage. 6 P a g e
Section Four: Clarity Reference Guides Location: Home page > Clarity Reference Guides This section will walk you through the process of accessing self-help guides. There are several different guides to walk you through different aspects of the portal. To access these guides simply click on the Clarity Reference Guides in the lower left hand corner of the portal. This will bring you to the list of guides available. Selecting the guide needed will open up a PDF in a new window. In addition, if you have questions about the system to your Portal Administrator please use the Ask a Question feature on the bottom right hand side of the Home Page. 7 P a g e
Section Five: The Library Function Location: Home Page > Library This next section will walk you through the reference or Library functions of the Portal. Part of the benefit of the Portal lies in its ability to function as an online library of necessary articles and various other content for your organization. Keeping this kind of close connection between educational/informational content and event reporting tools ensures that, with each new event reported, the pertinent and necessary educational content is reaching the right people at the right time. To the left is an image of the Portal s main menu bar. The first option listed is where you can search the Library for various content pieces that reside in the system. Upon clicking the Library button you will be taken to the search screen (below) where you may begin entering your search criteria. You can search the Library based on four options individually or combined with each other. 1. Search based on a keyword or phrase. 2. Search based on the Form the content is associated with. 3. Search based on the type of content you want (Policies, Training, News, etc.) 4. Search based on the event type the content is applied to. Once you have entered the search criteria, click the Search button to see the results. These results will vary largely based on the criteria used and how populated the Library is. As the Portal grows, so will your Library. You can suggest new content to be added by clicking the Suggest button. 8 P a g e
If you have any questions regarding the Healthcare SafetyZone Portal and its reviewing capabilities, please do not hesitate to contact the Clarity Help Desk at 773.864.8298 or email support@claritygrp.com 9 P a g e