Reviewer Guide An on-line reporting, education and information management system. 1
Basic Architecture 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 the 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 2
Section One: Submit a Report Location: Main Page > Submit Report Following is a section-by-section display of the Incident Report Form for quick orientation. Of course, as explained, the form is fully customizable and is in no way dictated by this generic example form. When you begin with the Portal, you will begin with a form that has been created specifically for you based on your current paper-based forms. From there, you take over and do with it what you like. The following example is simply meant to illustrate the idea that there are different general topic areas and that the form can be compartmentalized and split into topic areas. Blank Report Form Indicates Report # Area 1: Subject of Occurrence 3
Area 2: Type of Occurrence Area 3: Location of Occurrence Area 4: Time of Occurrence 4
Area 4: Specify Severity Area 5: Circumstances of the Occurrence Area 6: Learning Points Area 7: Frequency of Occurrence Area 8: Additional Comments Area 9: Optional Reporter Information To submit a completed report, click the Review/Submit button here. The Reset button here will clear the form and the Cancel button will clear the form and exit the report submission function altogether. Note: Neither one saves any information. Once the report is submitted, its original answers can never be cleared, only edited by a reviewer with documented changes. 5
Section Two: The Library Function Location: Main Page > Library This next section will walk you through the reference or Library functions of the Portal. As we have talked about, 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 incident reporting tools ensures that, with each new incident reported, the pertinent and necessary educational content is reaching the right people at the right time. As you can see, there are two buttons under the Library menu option on the Portal s Main Page. Selecting Browse Library will bring up all of the Library s search functions and allow you to search for any content on the Portal. Selecting Suggest Content will simply bring up an e-mail program by which you can e-mail a suggestion for possible Portal content to the Portal Administrator. Library Main Page (Library > Browse Library) Click here to search for all occurrence types. Click down here to specify occurrence types. Click here to search for all categories of content. Click down here to specify the category of content for which to search. Click here to search 6
The Library is functionally self-explanatory. The occurrence types listed in the left column represent all possible Occurrence Type choices from the incident report itself. We have categories of Content broken down into five different categories, as listed above in the right column. So, you can search for any or all categories of content regarding any or all types of occurrences. Select an occurrence-type, select the category of content, click search. In our example above, searching for only Alerts regarding Falls yields one result (of course, as the Portal grows and develops, its breadth of content so too will grow and develop; this is only our example). The results to your search will come in the form of a list like this. Click any column heading to sort by that heading. Clicking the name of the piece of content will take you to it. 7
Section Three: Help Location: Main Page > Help Of course, as with any program, there is a Help function available to any users of the Portal. The general Help function of the Portal can be accessed through a button on the menu bar at the top of the Portal main page. Clicking this button brings you to a screen (pictured below) where you can e-mail the Portal Administrator with any question you might have about anything at all concerning the hospital, Portal, etc. Fill out the necessary fields and click to submit. In addition to this Help function, you may remember seeing those little question mark icons back in the Incident Reporting sections. Do not confuse those with this function. This Help function is for specific contact between any user and the Portal administrator. 8
Section Four: Follow-up and Investigation Location: Main Page > Administration > Review Incident There are two ways in which authorized people can review single incident reports. If they are an authorized Reviewer, and if their notification rules indicate that they are someone who needs to receive notice of the report in question, then they will receive an e-mail with a link to the report. The other way to review single incident reports is to use the Review Incident function, accessed on the Portal Main Page in the Administration menu. Both options require the Reviewer s ID and Password. In this Review Incident section you will be able to search for a report by its number or by the name of the patient on the report. Once the report is found, you will be brought to the review screen. Note: In the future and probably on your system you will be able to search for reports by a wider range of fields than simply name and number. Additionally, the Analysis Wizard, which is accessed on the same menu and is designed as a tool for analyzing and sorting data from submitted reports, has built into it a search function by which a user can search by any criteria for any report. You can create a list of reports that meet required search criteria then click on the number of the report to bring up the review screen. The review screen has four standard tabs: Submitted Incident Report, Follow-Up Information, Change Log, Original Incident. The Submitted Incident Report tab lists each question by name and shows what was provided as an answer on the original report. IF the question is one in which the answer can be altered by an authorized user AND if the person reviewing the answer is an authorized user, then the question will be linked to the incident report database and the authorized reviewer can alter the answer. Please note that when any answer is altered, a record of the edit to that answer is automatically placed under the Change Log tab, which tracks any and all changes made to the incident report following its initial submission. The Follow-Up Information tab includes all information relevant to the incident report review process who was notified automatically and immediately upon submission, when they were notified, whether they have indicated that they have reviewed the incident report, the status and severity of the incident, whether the state or other organizations need to be notified, follow-up conducted/being The Original Incident tab is simply an unchangeable copy of the original report filed. The Incident Review Page - Submitted Incident Report Tab 9
The page starts as a list of all questions on the original report. For those provided with the authority to do so, an Edit option also appears. Click Edit to edit the answers. Click Save once finished to save the change. Note: If you change the answer to a question that now gives rise to new subquestions previously unanswered, the new questions will appear in red and can then be answered. Once the first change is made, the Change Log will begin recording all changes. Click Save Incident when you are through. 10
The Incident Review Page - Follow-Up Information Tab 11
Incident Re view Page - Change Log Tab This is a list of all changes made to the incident report since its initial filing. 12
Incident Re view Page - Original Incident Tab As in the Submitted Incident Report tab, this is a list-form copy of the originally filed incident report. However this one is unchangeable and, combined with the Change Log, serves to document every change made from when the report was initially filed until it is declared a closed case in the review stage. 13
Congratulations! You have completed the training session! May the ease and intuitive features of the Portal assist you fully in developing your Health System as a Healthcare SafetyZone. Developed by Clarity Group, Inc. 8600 West Bryn Mawr, Suite 120-N Chicago, IL 60631 Tel: 773-864-9280 www.claritygrp.com 14