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INCIDENT HANDLING IN ELFT USING

September 2015

Version 1.0

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Version No Version Date Author Description

01 22/09/2015 Ola Hill Initial draft

Disclaimer All information and content in this material is provided in good faith by the Bedfordshire & Luton Mental Health & Wellbeing Service (provided by ELFT), and was accurate at the time of development. Due to changing system configurations, information provided in this User Guide may not be accurate at the time of reading and is only accurate as at the date of publication. This user guide will be updated every six months from the date of publication. Please address any quality improvement suggestions to ola.hill@elft.nhs.uk

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Table of Contents ELFT Datix Incident Reporting System ................................................................................. 4

Logging into ELFT Datix .................................................................................................... 4

The Clinical Incident Status Screen ................................................................................... 6

Incident Status Pages ........................................................................................................ 7

System administration features ......................................................................................... 7

Incident review ...................................................................................................................... 9

Workflow status ................................................................................................................. 9

In the holding area, awaiting review ............................................................................... 9

Being reviewed ............................................................................................................ 10

Awaiting final approval ................................................................................................. 11

Finally approved........................................................................................................... 11

Rejected ...................................................................................................................... 11

48 Hour Reports .................................................................................................................. 11

Other features ..................................................................................................................... 12

Documentation ................................................................................................................ 12

Feedback and general e-mail correspondence ................................................................ 13

Searching for records and creating reports ......................................................................... 13

Searching for records ...................................................................................................... 13

Search Prompts in Datix .............................................................................................. 14

Creating reports ............................................................................................................... 16

My reports .................................................................................................................... 16

Listing report ................................................................................................................ 16

Crosstab report ............................................................................................................ 17

Graphical reports ......................................................................................................... 18

Design a report ............................................................................................................ 18

My dashboard .............................................................................................................. 19

Useful Contact Details ......................................................................................................... 20

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ELFT Datix Incident Reporting System Datix is an online system to be used by East London Foundation Trust (ELFT) staff to report and manage incidents. An incident is any event which gives rise to, or has the potential to, produce unexpected or unwanted effects involving the safety of service users, staff, families / carers, visitors on Trust premises or employed by the Trust, member of the public (where affected by the actions of service users), loss or damage to property, records or equipment which are on Trust premises or belong to the Trust. It therefore includes accidents, clinical incidents, security breaches, violence, and any other category of event which does or could result in harm or damage. (ELFT Incident Policy, 2013). Incidents are entered into the ELFT Datix system by the reported using the online Datix incident form.

Logging into ELFT Datix

Open your internet browser by clicking . On your homepage (if you have not been migrated to the ELFT IT system)

This will take you to the Trust Intranet where you can connect directly to Datix.

Click here

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This will bring you to the Incident Reporting Form on Datix.

Click here

Click here

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The following Login box will appear. Enter your Datix user name and password.

Contact your Datix Support for all password related queries (Datix.support@elft.nhs.uk)

The Clinical Incident Status Screen

Once you have logged in, the “Incident Status Screen” will display as seen below. Your level of access will determine the number of records listed on this page. The screen shows you the total number of incidents that have been reported in your area of responsibility

OPTIONS Add a new incident – click here to open a blank form to report a new clinical incident.

My reports – click here to access standard report suite.

Design a report – click here to access individual design report suite.

New search – click here to search for information within the database.

Saved queries – click here to access previously saved queries.

Help – click here to access online help information.

Please note that some of these options are available only to those who have been assigned certain authorised security access e.g. design a report.

STATUS In the holding area, awaiting review – these are reported incidents that have yet to be investigated by the senior staff member responsible.

Being reviewed – these are incidents that are currently being reviewed by the senior staff member responsible.

Awaiting final approval – these are incidents that have been reviewed and are under review by the Assurance Department.

Finally approved – these are incidents that have been reviewed and finalised.

Rejected – these are reported incidents that have been deemed to NOT be an actual incident.

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Incident Status Pages Once you have selected the incident status area that you want to review, another menu will be displayed. Below is an example of an incident status page.

System administration features A number of features are common to the ELFT Datix System.

Icon Icon Title Description

Mandatory field

This indicates the field is mandatory and you are required to complete it prior to saving or submitting the form.

Calendar

Click the date button to display a calendar, or free type the date, for example 01/09/2015 into the cell

Drop-down menu Typing the first few letters of preference allows the drop down menu to generate a list of possible matches to select from.

Add Another Click on this to add an identical section e.g. patient details

Spell check Click to check spelling

Pencil Click to resume entering information after completing spell check.

Datix help Click to display additional help

information.

Search This allows a “search” of the data to

be conducted

Clear section This enables the section within the form to be cleared of all entered or selected data.

Hint: Records may be displayed over a number of pages. Navigate records by selecting the page options found on the right side at the top and bottom of each page. Records are ordered according to the Datix ID Number, records can be reordered by clicking on the column headings e.g. name or location. Open a record by clicking on the text displayed within the record.

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Delete In a multi-select field, where more than one option can be chosen, clicking this icon will remove the selected value(s)

Choose File This enables selection of documentation to be attached

Menu Quick Links: These icons enable use

of the “Menu”, “Save / Submit” & “Cancel” functions. These icons are at the bottom left hand side of the screen.

Save / Submit

Cancel

Free Text

Logging Out To Log out of Datix, select the logout option at the top of the screen.

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Incident review Following the notification of an incident, Datix will automatically send an email to the senior staff individual who has been selected by the reporter as being responsible for investigating or progressing the incident. The email notification to senior staff includes a Datix ID number and hyperlink to log into Datix. Alternatively, senior staff can log into Datix as per page 4-5. It is the senior staff member‟s responsibility to ensure that information in Datix is accurate, factual, and objective, contains no staff names (only initials and/or designations) and to amend the information as necessary to meet ELFT Policy requirements.

Workflow status

ELFT Datix utilises a workflow status for each reported incident, which is an indication of the progress of an incident through investigation and management processes. ELFT Datix has five stages of workflow status, though not all of these will be applicable to all reported incidents;

In the holding area, awaiting review

Being reviewed

Awaiting final approval

Finally approved

Rejected Logging into Datix will display the Incident Status Screen

In the holding area, awaiting review These are those that have been notified but not yet reviewed by a senior staff member, with these incidents located in the „Holding Area‟ section of Datix. Senior staff have 48 hours to „acknowledge and review‟ new incidents, which will ensure Serious Incidents are notified to the National Patient Safety Agency (NPSA) National Reporting and Learning System (NRLS) within 24 hours of being identified, a requirement by the Department of Health. An incident not reviewed within 48 hours will become „overdue‟ and appear in the overdue count. Overdue incidents are marked with a check overdue symbol.

Hint: The Incident Status Screen is individualised to your area of responsibility, for example a Ward Matron will only see incidents reported within his/her ward area.

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To review an incident, click on the „number of records‟. The total number of records in the list is displayed at the top. To select an incident for review, click on the text displayed for that record. When an incident has been selected, the Incident details of the incident record will be displayed, containing all of the information provided by the reporter. Senior staff members are required to verify the content of an incident, including;

That the incident location is correct – NOTE changes to „Service/Ward/Department‟ will not lead to a change in „Manager required to sign-off‟. You will need to notify Datix Support of this change.

That the specific location where the incident occurred (e.g. bed / bay / bathroom).

If a patient was involved in the clinical incident. Senior staff are required to approve the patient details:

o Open the patient hyperlink

o Conduct a search by clicking – if a match is applicable select this and create a link, if not close the search, change the status to approved and then return to the incident.

That the date and time of incident are correct.

Objective information of the known facts of the clinical incident within free text fields: o Do not include staff names only their initials and/or designation o Avoid statements of blame o Do not second guess what happened.

The outcome and severity rating of the incident Once the senior staff member is satisfied with the review, the incident must be progressed and the approval status changed to „Awaiting final approval‟.

Being reviewed If a senior staff member requires more time check the incident details prior to progressing, they can move the incident to the „Being reviewed‟ status. Incidents cannot stay at this status indefinitely and must be fully reviewed and progressed within 24 hours.

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Awaiting final approval Final approval is required:

For any actions identified following an incident review.

To change the workflow status of an incident to „Finally approved‟; which signifies the completion of an incident investigation

On changing the workflow status to Awaiting final approval, Datix will inform the Assurance Department that their approval is required.

Finally approved An incident is finally approved when:

The incident has been local resolved and any actions taken following the incident were conclusive

The 48 hour report has been completed and the incident is not classified as a Serious Incident (SI)

The 48 hour report has been completed, the incident is classified as a SI and the investigation is underway.

Rejected The Assurance Department may reject an incident if:

The incident has already been notified within Datix

The incident is in fact not an adverse incident For example, an incident may be considered inactive if, after investigation, no causative factors contributed to the patient‟s outcome and in fact the event was not preventable.

48 Hour Reports When the incident is a suspected serious incident, the Medical Director or nominated person will request for a 48hr report to be completed. This includes all incidents, except grade 3 and 4 pressure ulcers which automatically trigger a serious incident review. If a 48 hour report request is received, the assigned senior member of staff must will be sent a link to the incident and must complete the additional fields on the incident form.

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Once completed, the assigned senior staff member must scroll to the bottom of the incident form to the Actions section and ensure they click „Complete‟.

The report is due back to the Assurance Department within 2 working days of the request being made.

Other features

Documentation It is possible to attach electronic documents to an incident record. Once attached, these documents can be accessed by anyone who has permission to view the incident. To attach a document:

1. Select „Additional Documentation‟ from the left-hand menu

2. Select „Attach a new document‟

3. On the „link as‟ drop down button, select the document type, such as „letter‟ or

„agenda‟. 4. Add a description of the document in the „description‟ section. 5. Click the „Choose File‟ button to search for the document to be attached. Once found,

double click to select it.

Click Here

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6. When returned to the document details screen, click on the save button to confirm the attachment.

7. Repeat the process to attach other electronic documents To access the document from the documents list, click on the description for that document, then select the open option.

Feedback and general e-mail correspondence This section is used to facilitate all communication regarding an incident. Emails can be sent from any incident record within Datix, providing an easy method of communicating incident information to other users within ELFT. Emails sent via this page are recorded within Datix, with the message able to be read on the screen when the incident is open. To compose an email:

1. Scroll down to the „Feedback and general e-mail correspondence‟ section 2. Begin to type the email address into the „All users‟ field and a list of staff member

names will be generated. a. To send an email to people already named as contacts for the incident, type

into the „Staff and contacts attached to this record‟ field and a list of staff member names will be generated.

3. Double click on the intended recipient name. To email multiple personnel repeat steps 2 and 3.

4. To send to a generic @elft.nhs.uk email address, type the address in the „Additional recipients‟ field.

5. Complete the body of the message ensuring the content is factual, professional and to the point. The body of the message includes a default standard template that includes a hyperlink to Datix and the incident ID number.

6. Press Send Message.

Searching for records and creating reports

Searching for records It is possible to search Datix in order to find a record or group of records. From the Status Screen:

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1. Select „New search‟ from the options menu

2. A blank record screen will open, into which any number of search criteria can be

entered. Each section of the incident record is listed on the left hand menu. A search can involve selecting criteria from multiple sections (for example a search might include criteria from the incident details and incident approval details sections).

3. Enter search criteria Any field within Datix can be searched, noting that some fields are free-text and others drop down boxes. Selecting multiple search fields will narrow-down the clinical incident records your search will generate. Datix employs a number of search symbols which can assist in defining search requirements.

Search Prompts in Datix

SYMBOL DEFINITION

*

The asterisk identifies any number of unknown characters in string or text fields. For instance, *fall* in the description field will find all records where „fall‟ appears somewhere in the field, regardless of what appears either side of the keyword.

*keyword*|*keyword* To find fields that contain either of the two keywords. For example, *trip*|*fall* displays any records where the field contains the word „trip‟ OR the word „fall‟.

*keyword*_|_*keyword* To find fields that contain both the two keywords. For example, *trip*_|_*fall* displays any records where the field contains the word „trip‟ AND the word „fall‟.

= The single equals sign tells the system that you want all records where the field concerned does not contain a value (that is, the field is empty).

== This tells the system that you want all records where the field concerned does

contain a value.

| To make multiple selections in any drop-down field, keep the Ctrl key pressed down and click on each selection you require. Once selected, your choices are separated by the | symbol (Shift + \)

!=

To exclude values from a search. For instance, !=WOMEN will exclude any record where Womens is recorded as the directorate. Similarly, !=WOMEN|PATHO will exclude any records where Womens and Pathology are recorded as the directorate.

!=*keyword* To exclude a keyword. For example, !=*patient* will locate all the records that do not contain the word patient.

> When searching any date or time field, you can use the right chevron to search for all records where the field contains a date or time which is later than that stated. For

instance, >31/12/2007 will find all records where the field contains a date falling after 31/12/007.

Please note: When searching for terms on the search page, various terms will change to DATIX codes. For example, if searching for an „incident affecting: organisation‟ (from drop down menu), the search term will change to „Slip, Trip or Fall: FALLS‟ because the Datix Code for Slip, Trip or Fall is FALLS.

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SYMBOL DEFINITION

>= Similar to the above instruction, the more-than OR equals sign will list any records with the date / time you have stated.

< When searching any date or time field, you can use the left chevron to search for all records where the field contains a date or time which is earlier than that stated. For

instance, <01/04/2008 will find all records where the field contains a date falling before 01/04/2008.

<= Similar to the above instruction, the less-than OR equals sign will list any records with the date / time you have stated.

: The colon is used between two dates to indicate a date range. For example, putting 01/01/2009:31/01/2009 in the opened date field will find all incidents which were opened in January 2009.

@today This instruction can be used only for date fields. It will return all records where the date concerned is today's date.

@week This instruction can be used only for date fields. Using this will return all records where the date concerned falls within the current week. Note: The 'week' runs from

Monday until Sunday, so using this search instruction on a Monday would return only that day's records (as Monday is the first day of the week).

@lastweek This instruction can be used only for date fields. It will return all records where the date concerned falls within the previous week. Note: The 'week' runs from Monday

until Sunday, so this search instruction will return all records for the week up to the previous Sunday, instead of simply returning records for the past 7 days.

@month This instruction can be used only for date fields. It will return all records where the date concerned falls within the current month.

@lastmonth This instruction can be used only for date fields. It will return all records where the date concerned falls within the previous month.

@quarter This instruction can be used only for date fields. It will return all records where the date concerned falls within the current quarter. DATIXWeb uses the standard quarters when returning records using this search instruction: 01/01 - 31/03, 01/04 - 30/06, 01/07 - 30/09 and 01/10 - 31/12.

@lastquarter This instruction can be used only for date fields. It will return all records where the date concerned falls within the previous quarter. See above entry for further information on searching by quarter.

@year This instruction can be used only for date fields. It will return all records where the date concerned falls within the current calendar year (01/01 - 31/12).

@lastyear This instruction can be used only for date fields. It will return all records where the date concerned falls within the previous calendar year (01/01 - 31/12).

@finyear This instruction can be used only for date fields. It will return all records where the date concerned falls within the current financial year (01/04 - 31/03).

@lastfinyear This instruction can be used only for date fields. It will return all records where the date concerned falls within the previous financial year (01/04 - 31/03).

@prompt This instruction can be used for date fields. After pressing the Search button, you will

be prompted to enter the start and end dates for a date range. In version 9.3 or above this instruction can be used in any coded (picklist) field to prompt for your selection(s).

>@today-30

The >@today- instruction can be used in date fields in version 9.3 onwards to find records where the date falls a certain number of days prior to the current date. In this example, we are searching for records where the date is later than 30 days before today, i.e. records where the date falls within the last 30 days. >@today-7 will locate records where the date falls within the last 7 days.

For example, by entering @month in the date of incident field, your search will return all incidents that occurred in the current month.

4. Once a search criterion has been specified, click the search button at the bottom of the page or from the search button at the bottom left of the web page. A list of records which match your search criteria will be displayed.

5. Select a record to view by clicking on any of the blue text displayed for that record in the list.

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By default, records are displayed 20 to a page. To scroll between the pages, click next page or previous page.

Creating reports Datix can generate a variety of reports including; listing, crosstab, bar chart, line graph, pareto graph, pie chart, SPC chart, traffic lights, gauge and graphical. All users have a “my reports” option in the main menu. If you have access to the design a report option, you will also be able to design your own reports.

My reports The “my reports” section will list reports which have been designed. These reports combine the report template (which identifies the layout and the fields to appear in the report) and a saved query (which identifies the records which appear in the report). To run a report:

1. Select My reports from the options section. A list of reports similar to those in the image below will be displayed.

2. Click on a report in the list. You may be prompted to select a value which will identify

the records which should appear in the report; this will happen if the saved query used to determine the records to appear has a @prompt instruction listed within it.

Each type of report is explained below.

Listing report A listing report displays information from specified fields within Datix records.

This is not a statistical report – it‟s a text-based report which displays data in the identified fields. The example shown below includes the Datix ID, Name, Incident Date, (date) Reported, Service/Ward/Dept, Category and Sub category. Each record makes up a

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separate row in the report, with each column showing the relevant information for the field specified.

Although it‟s possible to print the report directly from the internet browser screen, a better result will be achieved if you export the report. To do this once your search has provided you with your data, scroll to the bottom of the screen and select export.

You will be asked if you want to export the data as a Adobe PDF or Microsoft Excel file. Click Export and save the file to your preferred location.

Crosstab report

A crosstab report contains rows and columns of data – values from one field are used to make the rows, and values from another field are used to make the columns. In the generated report, there will be a number where the column and row intersect, indicating how many records are available with those values.

Where the number given in the report is greater than zero, it is possible to view those records. Hover over the number until the pointer turns into a hand, then click the left mouse

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button to be taken to a list of the records. To return to the crosstab report from the list of records, hit the Back button at the bottom of that list. The data from a crosstab report can be exported as explained in the listing report section above.

Graphical reports There are a number of different graphical reports available in Datix. For example, the image below is of a bar chart displaying count of reportable falls by location.

It‟s possible to view the records represented by any section in a graphical report. Hover over any section and left click to be taken to a list of records displayed. To return to the graphical report from the list of records, hit the back button at the bottom of the list. The report may be printed by selecting the print option below the report. This will open a new window where a printable version of the report is displayed. Print the report from there. Alternatively, the report can be exported as above or even copied over to another application, such as Word for inclusion in a larger document. To do this, right-click while the pointer is hovering over the report image. Select Copy, open the other application and then paste the image into it.

Design a report If your account has report designer permissions, you will see a „design a report‟ option in the main menu for the incidents and feedback modules. This allows the creation of crosstab and graphical reports (explained above), in addition to the ones provided by your administrator within the „my reports‟ section. To design a report:

1. Select Design a report from the options section. 2. On the Design a report page, select a previously saved query which you will base

the new report on.

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3. Select the type of report that you want to design from the Report type images. 4. Based on the „report type‟ that you selected, configure the other parameters for your

report design: crosstab, bar chart, line graph, pareto graph, pie chart, SPC chart, listing report and gauge.

5. Click „the Run a report‟ button.

My dashboard Users can add any report to their Dashboard. The dashboard displays a set of reports on one or multiple dashboard screens, providing users with an overview of clinical incidents stored within Datix CIMS. Users can create their own reports and choose to display them on their dashboard, allowing full control over the information presented. Alternatively system administrators can push dashboards to users, security groups and profiles. Users will not be able to edit a dashboard that has been assigned to them by their administrator. Any report not already selected for display on the dashboard will offer an ‘add to my dashboard’ option. To add a report to your dashboard:

1. Design a report 2. Once the Add to my dashboard button has been selected, the user will be prompted

to enter a suitable name for the report, and select which dashboard they would like the report placed on.

3. Click Save, and the system will save your report to the selected dashboard and take you to that dashboard, where you will see it displayed.

Each time you load the dashboard, the reports are updated to reflect any new records that have been added that meet the criteria for the report. You can force the report to refresh at any time by clicking on the spanner icon and selecting refresh from the list. Reports can be exported directly from the dashboard by clicking on the spanner icon and selecting export.

Hint: Some report types cannot be exported to Excel as Excel doesn‟t recognise the format, for example Traffic lights and Gauge reports. You will be able to export them as PDF documents.

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Useful Contact Details Datix Support (Alison Rollason) Datix.support@elft.nhs.uk 01582 556454 Contact for

support when completing incident form

login issues

password resets

general Datix enquiries Interim Governance Manager (Ola Hill) ola.hill@elft.nhs.uk 01582 700167 Contact for

location queries

technical issues pertaining to Datix

escalation from Datix Support