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GP Incident Reporting Guide Reporting GP incidents on Datix
2016
Karen Duckworth – Corporate Officer NHS Wirral 2/10/2016
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GP Incident Reporting Guide
This document is a guide for and details the process for Incident Reporting on to the
Datix Risk Management System and useful contact information for the CCG’s
Corporate team.
ACCESSING THE ONLINE INCIDENT REPORTING FORM
In order to report an incident you must first load Datix Web by copying the address below into your internet browser (for ease this link can be saved to your desktop or added to your ‘favourites’):
https://wirralccg.datix.thirdparty.nhs.uk/live/index.php
This will bring you to the Incident Reporting form.
Here you will select GP Practice under ‘Where are you reporting this incident
from?’
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Also please identify which practice you are based at
HELPFUL TIPS:
It is important that you complete as much of the form as you can, to enable us to
investigate this on your behalf and provide feedback
Fields marked with a Red Star (*) are mandatory fields.
The field names are shown in BOLD type. Many of the fields consist of a drop
down selection box, where you can select the relevant choice for the incident you
are reporting.
COMPLETING THE FORM:
The incident form is to be completed for all incidents whether they have occurred
within the Practice or you are reporting about another Organisation (e.g. Wirral
University Teaching Hospital NHS Foundation Trust or Wirral Community NHS
Trust).
Below is a brief description of the fields for completion within the form:
INCIDENT DETAILS:
Please describe the incident – This is a free text box (Data must be
entered into this field)
Please provide a brief description of the incident in this box.
Enter facts, not opinions. Do not enter names of people, however job titles are
permitted.
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Action taken at the time of the incident – This is a free text box
Record here immediate actions taken following the incident, if known at the
time of reporting. This assists the CCG in knowing if all appropriate steps
have been taken by the practice and provider or if any escalation is required.
Incident Date (Data must be entered into this field)
This is the date on which the incident occurred.
The format is DD/MM/YYYY or if you click on the Calendar button you can
choose a date from the calendar window which appears.
Time
This is the time of which the incident occurred, if known. If you do not know
the time the incident occurred, please leave this field blank.
The format is hh:mm
Is this an SEA?
If you select ‘yes’ from the drop down field this in turn will open up an SEA
section at the bottom of the form which must be completed.
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All the boxes are free text and complete as much as you can.
Did this incident occur in Practice?
This is a drop down field with yes / no options.
Does this involve a patient?
This is a drop down field with yes / no options. By selecting ‘yes’ this will
open up a box for you to insert the patients NHS number.
Duty of Candour
As a requirement following an incident involving a patient, providers have to record the incident transparently with patient who use services and other 'relevant persons' (people acting lawfully on their behalf) in general in relation to care and treatment. It also sets out some specific requirements that providers must follow when things go wrong with care and treatment, including informing people about the incident, providing reasonable support, providing truthful information and an apology when things go wrong.
The Datix form will be amended to include the following questions when the incident has involved a patient:
· When was the patient/appropriate person informed?
· Were the members of staff involved in the incident involved in informing the patient/appropriate person?
· Please provide details of staff members who informed the patient/appropriate person
· Was the patient/appropriate person advised about next investigation steps to be undertaken?
· Was the patient/appropriate person informed that an incident occurred?
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· Were follow-up discussions offered to the patient/appropriate person?
The following alert will appear:
Further down the form, you will be required to complete the following fields to
demonstrate the action that you have taken to inform the patient or appropriate
person of the incident.
LOCATION:
Name / Type or Organisation involved in incident (Data must be entered
into this field)
This is a drop down field to select the name or type of the Organisation
involved in the incident. E.g. Arrowe Park Hospital
Where did the incident occur? (Data must be entered into this field)
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This is a drop down field to select where the incident occurred e.g. Accident &
Emergency
Exact location of the incident
This is a drop down field and there will only be a selection to choose
depending on the options selected as above.
INCIDENT CATEGORISATION AND SCORING:
Category (Data must be entered into this field)
This is a drop down field – The choices selected above will determine the
codes available in this category.
The category should be selected here e.g. Communication
Sub-category (Data must be entered into this field)
This is a drop down field – The choices selected above will determine the
codes available in this category.
The sub-category should be selected here e.g. Breakdown in communication
NB: If Category / Sub-Category – Safeguarding / Female Genital Mutilation is selected this
will bring up a further Mandatory section which must be filled. This is in line with the FGM
Multi-Agency Policy
Actual Harm caused
This is a drop down field.
Severity
This is a drop down field.
Risk Grading
This is drop down field.
Consequence, likelihood of recurrence & grade, to be selected from the drop
down fields as appropriate.
PEOPLE INVOLVED:
Was anybody injured or affected by this incident? This is a tick box
option. If you click this, then a further section will appear to enter the details of
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the person affected. This section is mainly for health and safety incidents
which involves a member of staff.
Was anybody else involved in the incident? This is a tick box option.
If you click this, then a further section will appear to enter the details of the
person involved in the incident. This section is mainly for health and safety
incidents which involves a member of staff.
NB: Please note that patient names should NOT be entered as this will
breach patient confidentiality and the CCG’s Information Governance
Policy.
ADDITIONAL INFORMATION:
Would you like to attach any documents to this report? This is a tick box
option.
This is where you can attach any documents, statements, forms etc pertaining
to the incident, thus if you put tick in that box, this will expand the section to
allow you to add the desired document
NB: Please ensure that any documentation which includes patient
information is anonymised before attaching to Datix.
DETAILS OF PERSON REPORTING THE INCIDENT:
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Data must be entered into these fields.
This section is for the reporter of the incident to complete their details.
Completing these details allows the CCG’s Corporate team to notify you of
further information if required or to provide feedback following investigation of
the incident.
Forename – Free Text
Surname – Free Text
Job title – Free Text
Telephone number – Free Text
Email – Free Text
Once the form is complete you can click Submit at the bottom of the form.
You will then receive an automated email notification from the Datix system
thanking you for reporting your incident and confirming the ID number.
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GP Datix Checklist
Have you identified the practice?
Have you completed what happened?
Have you completed what actions / steps you have taken in regards to this
incident in order for the CCG to establish if all appropriate steps have been
taken by the practice and provider or if any escalation is required
Selecting ‘YES’ to ‘Is this an SEA?’ – Have you completed the SEA
mandatory sections? If this is not a practice based incident requiring an SEA
report completion please select the ‘NO’ option.
Have you entered in the NHS No/s of the patient?
Location of the incident - please ensure you have selected the correct
provider and department. For example, CWP does not have an A&E dept. If
there is not an appropriate provider name please ensure that you insert the
name of the appropriate organisation within the incident description.
Have you selected the correct incident category?
Examples:
Incidents relating to discharge letters & documentation should be logged
under discharge
Female Genital Mutation (FGM) will fall under safeguarding – which will
also open up a further FGM section which must be completed also if you
select this option
Choose & Book falls under Access /Appointment or Referral
Death Notifications falls under Discharge
Immunisation / Vaccination related incident would also trigger that you
need to complete an SEA as this would also be reportable to Public Health
England (Stacey Evans) and Lead Nurse for Quality & Patient Safety (Sue
Smith)
Have attached relevant anonymised supporting documentation?
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WHAT HAPPENS WHEN I HAVE REPORTED AN INCIDENT?
All incidents will be reviewed by the CCG’s Corporate team on a weekly basis
and fielded out to the relevant manager, department or provider for
investigations to be made and to determine an appropriate course of action.
When an incident has been investigated and feedback has been received,
Datix will be updated and an automatic feedback email will be sent to the
person who reported the incident, and learning can be shared.
The incident will then be closed on Datix.
NB: At any time the practice is able to log onto Datix and view where their
incident is up to. If you require your login details for the system to be resent,
please contact a member of the Corporate team (details on page 9).
NB: Monthly Meetings are also held with CCG’s Primary Care Lead to discuss
GP incidents which may need flagging for further advice/escalation. The
meetings also discuss appearing trends/themes across Wirral, which following
investigation can be fed back to all practices.
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Appendix 1
GP Incident Review Process – Flow Chart
GP Logs incident on Datix
Incident is held in holding area ready
for review
Incidents are reviewed once a
week by Lead Nurse & Corporate Officer
Immediate action required
Incident closed and practice advised via
DatixNO
Action determined and fielded to
relevant provider for reponse
Datix updated and response
awaited
Response received from provider
Datix updated
Provider response reviewed by Lead
Nurse & Corporate Officer
Feedback sent to practice via Datix
Datix updated
Feedback signed offYES
Further information requested
from provider
NO
Incident Closed
GP Incident Review Process (Datix)
YES
Incident Risk Rated & Datix
updated
Escalation to CCG MD Required?
NO
CCG MD to take
appropriate action & feedback
YES
Incident acknowledged
via Datix
Themes monitored and
reported to CCG MD on a monthly basis
Key Themes shared via
Primary Care Comms
Start/End
Process
Sub-Process
Decision
KEY:
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Appendix 2
USEFUL CONTACTS
First point of contact for Incidents:
Telephone: 0151 651 0011 – Corporate Affairs Team
Central Incidents Inbox: [email protected]
Sue Smith, Lead Nurse for Quality and Patient Safety (Incidents & Serious
Incidents)
Email: [email protected]
Tel: 0151 651 0011 x 1005
Laura Wentworth, Corporate Affairs Manager
Email: [email protected]
Tel: 0151 651 0011 x 1554
Karen Duckworth, Corporate Officer
Email: [email protected]
Tel: 0151 651 0011 x 1187
Grace Price-Jones, Corporate Officer
Email: [email protected]
Tel: 0151 651 0011 x 1801
Jordan Lane, Corporate Officer
Email: [email protected]
Tel: 0151 651 0011 x1053
