savant limited - development of a pda based clinical adverse event recording system

Development of a Development of a PDA based Clinical Adverse PDA based Clinical Adverse

Event Event Reporting SystemReporting System

University Hospitals of Coventry and WarwickshireUniversity Hospitals of Coventry and Warwickshire

Coventry UniversityCoventry University

Savant LimitedSavant Limited

Key PlayersKey Players

Valerie FordValerie Ford Clinical Outreach Sister, UHCWClinical Outreach Sister, UHCW

Glyn JonesGlyn Jones Business Development Manager, Business Development Manager,

SavantSavant

Background to Background to CAE Reporting NationallyCAE Reporting Nationally

It is widely recognised that:It is widely recognised that: Paper forms unwieldyPaper forms unwieldy CAEs are under reportedCAEs are under reported Near-misses even more soNear-misses even more so Little feedback to managementLittle feedback to management Less feedback to individual Less feedback to individual

reportersreporters

Background at UHCWBackground at UHCW

Paper forms in usePaper forms in use Two-tier system for form fillingTwo-tier system for form filling Problems with current systemProblems with current system

Paper logisticsPaper logistics Manual completion of formsManual completion of forms

At end-of-shiftAt end-of-shift Near misses not recordedNear misses not recorded

Timeliness of reportingTimeliness of reporting

Existing form (P1&2)Existing form (P1&2)

Existing form (P3&4)Existing form (P3&4)

Evolution of the pilot Evolution of the pilot solutionsolution

CAE Form (PDA Version)

CAE Form Repository

Incident Recording Team

Incident Recording Team

Incident Recording Team

Wireless AccessPoint

CAE Form (PDA Version)

Datix

Netw

ork

Existing Systems (unchanged)

Scope of Pilot System

CAE Form (Tablet Version) Savant

Manager

Manager

Manager

Email

Email

Email

Email

Email

Email

Highlights of the pilot Highlights of the pilot solutionsolution

Data Capture Software on PDAs, Tablets, PCs and Data Capture Software on PDAs, Tablets, PCs and ServersServers

Pocket PC 2003 PDAsPocket PC 2003 PDAs Windows XP TabletsWindows XP Tablets SQL Server DatabaseSQL Server Database Regular email to Datix Data Entry, from database, Regular email to Datix Data Entry, from database,

of new forms received of new forms received Optional wireless connectionOptional wireless connection Repository would need to know which managers Repository would need to know which managers

look after which areaslook after which areas Emails to Managers would include areas for them to Emails to Managers would include areas for them to

complete before forwarding complete before forwarding Could use PDA to PDA routing or round trippingCould use PDA to PDA routing or round tripping

Choice of PDAsChoice of PDAs

User workshopsUser workshops Close collaboration with Coventry Close collaboration with Coventry

University TechnoCentreUniversity TechnoCentre Decided on iMate JasJar becauseDecided on iMate JasJar because

Good screen (VGA)Good screen (VGA) QWERTY KeyboardQWERTY Keyboard

WorkshopsWorkshops

Full user involvement in system designFull user involvement in system design 3x2hour sessions3x2hour sessions

Coventry University School of DesignCoventry University School of Design Technology awarenessTechnology awareness PrototypingPrototyping Hands-on testingHands-on testing

PDA ScreensPDA Screens

Desktop screenDesktop screen

New processNew process

User captures initial details on PDAUser captures initial details on PDA Manager notified of open CAEs via Manager notified of open CAEs via

emailemail Manager updates CAE detailsManager updates CAE details Clinical governance team receive Clinical governance team receive

email with completed CAE form email with completed CAE form detailsdetails

Roll outRoll out

UHCW IT Department fully UHCW IT Department fully involvedinvolved Support PDAsSupport PDAs Host database and web siteHost database and web site

Savant on site forSavant on site for Roll out supportRoll out support Working with usersWorking with users

Next stepsNext steps

Complete pilot and revise Complete pilot and revise applicationapplication

Feedback best practice to the user’s Feedback best practice to the user’s PDAPDA