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Reporting an Incident on Datix SOP Version 1.0 September 2018

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Reporting an Incident on Datix

Standard Operating Procedure (SOP)

Version 1.0

Issued:Sep 2018

Review Date:

Oct 2020


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DOCUMENT INFORMATION

Version Date: 25/09/2018

Version Number: 1.0

Status: Approved

Next Revision Due: October 2020

Developed by: Paul Chandler – Interim Head of Governance & Quality Assurance

Key Contact: Farzana Haque- Governance Manager

Approved by: Integrated Governance Committee

Date Approved: 25/09/2018

Version Control

This document is a controlled document. All previous versions should be removed from use and archived. If you are reading a printed copy of this document you should check the PELC Policy folder to ensure that you are using the most current version.

Version No.

Description Version Date Author

1.0 New document 25/09/2018 Paul Chandler

If you are reading a printed copy of this document, you should check the PELC Policy folder to ensure that you are using the most current version.

This document is controlled and maintained on behalf of The Partnership of East London Cooperatives by:


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DISTRIBUTION LIST

All PELC employees included contracted staff, bank and agency

RELATED DOCUMENTS

Incident Reporting & Management Policy & Procedure


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CONTENTS

1. PURPOSE .................................................................................................................. 5

2. INTRODUCTION ........................................................................................................ 5

3. SCOPE ....................................................................................................................... 5

4. DEFINITIONS ............................................................................................................. 5

5. RESPONSIBILITIES ................................................................................................... 5

6. SPECIFIC PROCEDURE ........................................................................................... 5

7. FORMS/TEMPLATES TO BE USED .......................................................................... 6

8. INTERNAL AND EXTERNAL REFERENCES ............................................................ 6

APPENDIX A: GUIDANCE FOR REPORTING AN INCIDENT ON DATIX ........................ 7

APPENDIX B: DATIX INCIDENT REPORTING FORM .................................................... 10

APPENDIX C: ASSURANCE FORM ................................................................................ 12


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1. PURPOSE

To ensure that all staff are aware of and are following the correct procedure for reporting incidents. Although the Incident Reporting & Management Policy & Procedure explains the broad process for managing incidents, this SOP supports it by explaining the detail of how incidents are reported at PELC.

2. INTRODUCTION

This is a Standard Operating Procedure (SOP) to ensure that all staff understand how incidents are reported at PELC.

3. SCOPE

This SOP is aimed at any PELC employees, contract/bank staff and General Practitioners working at a PELC site.

4. DEFINITIONS

Please refer to the Incident Reporting & Management Policy & Procedure

5. RESPONSIBILITIES

Please refer to the Incident Reporting & Management Policy & Procedure

6. SPECIFIC PROCEDURE

Incident occurs

Report on Datix as soon as possible (within 24 hours).

Discuss with Governance as required regarding level of harm.

Report to local manager or supervisor.

Determine immediate action if required.

6.1 An incident or ‘near miss’ occurs, or it is suspected that an incident or ‘near miss’ has occurred.

6.2 Inform a supervisor or line manager and, if required, take immediate action to ensure the patient/person affected/environment is safe.

6.3 A decision should be taken as to whether an incident or ‘near miss’ has occurred and reported onto Datix within 1 working day, 24 hours) of its occurrence.

6.4 Datix can be accessed via Adastra (electronic

patient records system) by selecting: OOH Web

links/PELC Incident Form:

Please refer to Appendix A for guidance on

completing an online Datix reporting form.

6.5 For sites where Datix is not currently accessible


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online a Datix Incident Reporting Form (see Appendix B) can be completed and submitted to a

manager for reporting online as soon as possible.

6.6 The Head of Governance & Quality Assurance is available to advise on whether an occurrence is

an incident or ‘near miss’ and any harm that has been caused.

6.7 If it is suspected, or evident, that moderate, severe or catastrophic harm has been caused the

Head of Governance must be informed immediately and the incident must be reported on Datix at

the first opportunity (within 1 working day of its occurrence but priority should be given to

reporting it sooner). It will then be assessed as to whether a Serious Incident has occurred.

6.8 Any completed Datix Incident Reporting Form that is thought to be of moderate, severe or

catastrophic harm must be scanned and sent via email to the Governance Team email address

([email protected]) for review and consideration as a possible Serious Incident.

6.9 All incidents once reported on Datix are assessed by the Head of Governance and Governance

Officer for completeness, grammar and level of harm caused.

6.10 Once an incident is reported on Datix it must be reviewed and changed from ‘holding area’ to

‘being reviewed’ within 2 working days of the incident date.

6.11 The Director of Nursing and Clinical Governance and Head of Governance & Quality Assurance

will determine the level of investigation required for all incidents.

7. FORMS/TEMPLATES TO BE USED

Datix Incident Reporting Form (Appendix B).

8. INTERNAL AND EXTERNAL REFERENCES

Internal References

Incident Reporting & Management Policy & Procedure

External References

NHS England (2015), Serious Incident Framework https://www.england.nhs.uk/patientsafety/wp-content/uploads/sites/32/2015/04/serious- incidnt-framwrk-upd2.pdf

NHS England (2016), Serious Incident Framework – frequency asked questions https://www.england.nhs.uk/patientsafety/wp-content/uploads/sites/32/2016/03/serious- incdnt-framwrk-faqs-mar16.pdf

Department of Health (2000), An Organisation with a Memory, https://psnet.ahrq.gov/resources/resource/1568

Department of Health (2002), Building a Safer NHS, http://webarchive.nationalarchives.gov.uk/20130107105354/http:/www.dh.gov.uk/prod consum dh/groups/dh digitalassets/@dh/@en/documents/digitalasset/dh 408 4961.pdf

mailto:[email protected]

https://www.england.nhs.uk/patientsafety/wp-content/uploads/sites/32/2015/04/serious-



https://psnet.ahrq.gov/resources/resource/1568

http://webarchive.nationalarchives.gov.uk/20130107105354/http:/www.dh.gov

mailto:digitalassets/@dh/@en/documents/digitalasset/dh%20408%204961.pdf


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All fields with a red star MUST be completed.

Enter a brief description of the event. Names MUST NOT be used.

APPENDIX A: GUIDANCE FOR REPORTING AN INCIDENT ON DATIX


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Please refer to Appendix D ‘’Grading an Incident’

Please refer to the Being Open Policy and Duty of Candour Policy when completing this section.

Enter immediate actions taken to make the person or area safe.

‘Datix completed’ should NOT be written here.


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Significant Incident Form

This fora i9 to be completed Tor al: cinical and non-carifc41 Incidents A accidents tcree%tha erganisetien. It muss he ea mple.ted with VI 24 hours of en incident and then Sent inmad-iaielyto Becketts House. All modaraLe and severe incutenrs must be tamitl to the PELC Flew OfA:e for GlInIcol Risk iriSesurnent. Fcr o potential sefeous or untoward incklant, plea. report it immediately to the on-cal! manager

who will escalate. if r1.844Mary.

t ADOUS YOU person reporting the Incident)

Name:

Job Title-.

Location:

Signature of Person Reporting:

Date :

L. ABOUT THE INCIDENT

Date of Incident:

Time of Incident:

Where:

a, ABOUT PERSON AFFECTED BY triCiDE NT

Name: L

Status: ❑ Patient

Contractor

Employee

o Visitor

Other (Specify)

Date of Binh:

Gender ❑ Male ❑ Fernal

FOP NHS EMPLOYEES ONLY

Job Title: ___

Service I Dept:

4. DESCRIBE WHAT HAPPENED (Please only state facts of the incident ONLY arid not opinion)

APPENDIX B: DATIX INCIDENT REPORTING FORM

M E M : W - 1 M M

INCIDENT REPORT FORM (Please write clearly using clock Capitals for names)


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Office Use Only: Date Received:

Dale Entered? Incident Number-. [

Reviewed By:

T. ABOUT THE INJURY & ANY TREATMENTS GIVEN

Was any treatment required' Yes Li No D What was the injury (eg. Fracture, bruise)

What part(s) of the body were injured7L 1

Description of treatment and who gave it (e.g. self k GP \ A&E),

Name and Job Title of person treating.

Signature:

(Person Administering Treatment)

Date.

B. MANAGERS ACTIONS ra'eaae SUrriritilna, iffirrAsdiare actions taken and If1038 to be Won to geverd Woks/rt.,'

Incident risk assessment: Impact Likelihood

Name and Job t i t le (CAP1TALS):1 -

Signature and Date:

5. GRADE OF INCIDENT (le. Actual impact or apparent outcome on person named in section C)

Cl Near Miss E7 Minor U Moderate 0 Severe I. Serious

Severe: Potential Severe discomfort, major conceal intervention leg, Meath, aria. hintdoess, resuscitation), major Injuries, trwases and dangerous occurrences. Any Incidents that result in the loss of the building for 24 hours or more.

Moderate' Potential disunion, temporary iner4krneot. rhoderree clinitii intervention (ag. Intermediate surgery. fracture etc) Minor: Minimal or no disocmlort. no InVeirment, only mid clinical Interuenlion (eg sutures, minor surgery) Near Miss: 0=n-recces that but .or look or eldiful management would in al an:1421241y have causal injury or damage

5. STAFF INVOLVED I WITNESSES Please use block capitals & attach state rnents)

Full Names Tides Contact No's


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APPENDIX C: ASSURANCE FORM

Reporting an Incident on Datix SOP

I have read and understood the above document and agree to abide by its content

Name Signature Date

reporting an incident on datix standard operating ...€¦ · near miss: 0=n-recces that but .or...

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