Risk Management Annual Report - August 2009 ... - NHS Lanarkshire
Risk Management Annual Report - August 2009 ... - NHS Lanarkshire
Risk Management Annual Report - August 2009 ... - NHS Lanarkshire
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<strong>Risk</strong> <strong>Management</strong><br />
<strong>Annual</strong> <strong>Report</strong><br />
2008 – 09<br />
Electronic <strong>Risk</strong> <strong>Management</strong> System: DATIX<br />
Audit to Review the Electronic <strong>Management</strong> System: DATIX<br />
<strong>NHS</strong>L currently has a license that covers 6 DATIX modules: Incident Recording, <strong>Risk</strong><br />
Register, Complaints, Claims, PALS and Standards.<br />
As part of the overall review of the existing risk management guidance, the DATIX system<br />
was also subject to further audit of effectiveness reviewed in light of the findings.<br />
A report based on the following outcomes was received by the RMSG and improvements<br />
supported and subsequently implemented:<br />
Incidents<br />
The incident module has been in place across Primary Care since 2003 and <strong>NHS</strong>L–wide<br />
since 2006. With the exception of PSSD, all incidents are now recorded electronically<br />
on the system. PSSD record incidents on paper forms with this information then input<br />
to the Datix system.<br />
Current incident recording process:<br />
Any member of staff witnessing or involved in an incident of any type records<br />
this electronically on the DIF1 (Datix Incident Form).<br />
Incident goes in to holding area ready for verification using a DIF2 electronic<br />
form.<br />
The verifier is the line manager of the individual reporting the incident.<br />
Once verified the incident is automatically added to the main database.<br />
Anecdotal evidence suggested that members of staff completing the DIF1 and those<br />
verifying the DIF2 forms are finding some of the fields confusing and can often wrongly<br />
categorise a number of fields. In July 2008 the <strong>Risk</strong> <strong>Management</strong> Department carried<br />
out an audit of completed DIF1 and DIF2, which had remained unverified, to determine<br />
if this is the case and, if so, which fields may require to be reviewed. The results of this<br />
audit established that:<br />
ACTION:<br />
The name of the person involved in the incident was frequently left blank. This<br />
is now a mandatory field, with help text to guide those completing the form.<br />
Many members of staff completing the DIF1 form were completing the Division and<br />
Directorate fields incorrectly. The system is in the process of being reconfigured to<br />
reflect the current Divisional and Directorate structures. ‘Combo’ links reduce the<br />
number of options at each field which should in turn reduce the number of errors.<br />
The ‘type’ of incident is the first window which categorises the risk, if either this field<br />
and/or the next window ‘category’ are completed incorrectly subsequent reports<br />
will be inaccurate. A revised ‘type’ and ‘category’ dataset has been developed and<br />
is to be tested with members of staff recording incidents and with staff who draw<br />
reports from the system.<br />
Performance for Year 2008 – 09<br />
7