Entering An Event in Safety Event Managersofi.ucla.edu/workfiles/...an-Event-Presentation.pdf ·...

Entering An Event in Safety Event Manager

• Safety Event Manager with QPrecision

• About Entering Events

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• Complete and accurate data about safety events is the

first step in developing and implementing

improvement actions and policies.

• Safety Event Manager provides a streamlined single-

page event reporting tool.

• Built-in taxonomy and searchable databases help to

accurately record event details and categorize the

underlying causes.

• On saving the event data, the system generates a

unique Event ID that can be used to track the event.

• Types of Safety Events

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• Types of safety events:

• Patient Safety Events – Refers to events

involving patients at your facility.

• Employee Safety Events – Refers to events

involving employees at your facility.

• Visitor Safety Events – Refers to events

involving a visitor at your facility.

• You may also be able to report an event that did not

affect a person directly by selecting No Person

Involved on the form.

• Your facility may or may not use Safety Event

Manager for reporting all types of safety events.

• The basic process of reporting all event types is the

same.

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Accessing the

Event Reporting Form

• Guest Users

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To access the Event Reporting Form without logging in:1. Click the Guest/Anonymous User option on the home page.2. Then, click Start a new Safety Event on the right.

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• Registered Users

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Users who have a log in for Safety Event Manager can enter an event as a registered user. To log in as a registered user:1. Select the Registered User option.2. Log in using your Username and Password.

Depending on your organization’s set up, you may also need to select a facility and region.

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• Registered Users (contd. )

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From the menu bar, click Report an Event and then select Report a Safety Event.

The Event Entry form is displayed in a new window.

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Note: The questions displayed on your facility’s Event Reporting form depend on your organization’s configuration of Safety Event Manager.

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Completing the

Event Reporting Form

• Before You Begin

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• Mandatory questions are marked with a red asterisk (*)

and must be completed to save the form.

• Questions on the form are context-sensitive and will

update according to your selections.

• Questions and descriptions can be configured to

better reflect your organization's priorities.

• Due to customization, the form you have access to

may differ slightly from the one in this demonstration.

• Saving as Incomplete

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Click Save and Finish Later (1) to save your information and exit the form. Responses to the following questions are required to save the form:• When did the event occur – Provide the date and time of the event, or select Time/Date Unknown.• Who was the affected party – Indicate if the person affected by the event was a patient, employee, visitor, or no

person involved.• Department where the event occurred – Select the department from the options provided.

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• Timer Function

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To keep your data secure, the event entry form will display a message like the one above after 5 minutes of inactivity. You have 60 seconds to select an option, after which your information will be automatically saved and the event entry form window will be closed. 1. Click Keep Working to return to the form. 2. Click Save and Finish Later to save your information and exit the form.

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• Providing Additional Information

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Based on your response to certain questions, you may be prompted to provide additional details in a new window. The example above shows the questions related to selecting Patient as the Affected Party. • Complete the required information and click Done to return to the form. • Click Cancel to exit the window without answering the questions.Note that if you click outside the window, it will close. Any information you entered will be retained.

• Categorizing an Event

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1. Indicate if this was an actual or near miss event. 2. Then, provide a brief description of what happened. For patient safety events, leave out any

personal information about the affected party. 3. When you’re ready, click Continue. The next step is to select an event type to help categorize the

event.

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• Categorizing an Event: Employee and Visitor Events

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For safety events involving employees and visitors, Safety Event Manager displays the available event types and categories. Browse the available options and select the event type that best fits the circumstances of the event.

• Categorizing an Event: Patient Safety Events

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For patient safety events, Safety Event Manager analyzes the event information and generates a set of suggested event types. Review the suggestions and select the event type that best fits the circumstances of the event.

• Patient Safety Event Categorization– A Closer Look

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• SEM generates suggested matches based on the information provided about the event.

• In some cases, a > is displayed (1) to indicate that there are additional possible sub-

categories. Click the event type and select an option. Then, click OK (2).

• To see the next set of suggestions, click the Show next results link below the list (3).

• To see additional event type options, click the I don’t see a match option (4) below the

suggestions list.

Note: The event categories displayed on your facility’s Event Reporting form depend on your organization’s configuration of Safety Event Manager.

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• Accessing Additional Event Sub-categories

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1. In your suggested matches, if the system determines that there are several possible sub-category matches within the same event type, it will display an Almost… Show Similar link.

2. On clicking the link, all sub-categories within that event type are displayed. Review the options and select the best fit.

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• Browsing for Event Types

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On clicking the I don’t see a match option below the suggestions list, tabs are displayed to enable

you to browse and select an event type:

1. Browse the taxonomy tab: Browse the entire list of event types to find the type and sub category

that fits best.

2. See all event types tab: View event types grouped by category. Click an event type to select a

sub-category.

Note: The event categories displayed on your facility’s Event Reporting form depend on your organization’s configuration of Safety Event Manager.

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• Displaying the Selected Event Type

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When you’ve made your selection, the selected event type is displayed on the form.

• Editing the Selected Event Type

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To edit the selected event type, simply click the event type label on the form. To delete it, click the X next to the label.

In the pop up displayed, confirm that you want to edit the event type by selecting one of following options: 1. Return to the list of suggestions generated by Safety Event Manager2. Browse the list of event types to select another option.

To keep your current selection, click Cancel.

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• Re-categorizing the Event

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Edit the text and description field. Then, click Re-analyze Narrative.

In the pop up displayed, select one of following options: 1. View a new set of suggestions based on your

edited narrative.2. Retain your current selected event type.

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After you select an event type, you can edit the event description and generate a new set of

suggestions. Note that selecting a new event type will permanently delete some event-specific

information you may have entered.

• Event Specific Questions - Example

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Based on the selected event type, the form will display questions designed to capture additional information. Specific questions depend on your organization’s configuration of Safety Event Manager.

• Recording Outcomes and Consequences

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Designed to capture information about the effect of the event on the affected party.

Outcomes are grouped by category and you can select multiple outcomes and consequences

across categories. To select outcomes:

1. Click a category and then select outcomes from the options displayed

2. Your selections are displayed immediately on the form. Click a label to edit it, or click the X

next to the selection to delete it.

Note: The categories displayed on your facility’s Event Reporting form depend on your organization’s configuration of Safety Event Manager.

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• Capturing the Severity of the Event

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Event severity levels help to assess the impact of the event on the patient and organization.

Safety Event Manager’s severity levels are based on industry-standard methodology.

The levels displayed depend on whether the event is an actual or a near miss.

• Selecting Severity Levels

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1Move your mouse over the severity labels to see definitions and select the appropriate option.

You can also select Severity Unknown if you are unable to determine the severity level.

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Click the specific severity level to assign it to the event.

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Your selected severity level is displayed. Click the label to edit it, or click the X to delete it.

• Severity Levels – Additional Questions

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In the pop up displayed, click Done to save your information or Cancel to return to the form.

Selecting certain severity levels may display additional questions that are aimed at gathering more

information about the event.

• Capturing Actions Taken

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Indicate if any actions were taken immediately after the event. If you select Yes in response to this question, you are prompted to select which specific actions were taken. You can select as many options as needed and click Done.

• Actions Taken – Additional Questions

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The Next button is displayed when you select one or more of the following actions:• Admitted or transferred to higher level of care• Antidote, reversal agent or antagonist administered• Laboratory or diagnostic tests

Click Next to view additional questions about these specific actions.

Provide additional information about the steps taken and click Done to save your information.

• Recording Contributory Factors

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Similarly, identify the underlying factors that could have contributed to the event. This information helps in addressing gaps in policies and procedures. Click a category and then select as many options as you think apply. You can make multiple selections across categories.

• Event Submitter Information

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• For registered users, the system automatically displays the event submitter’s contact

information.

• You can edit the contact information, if needed. This data is not required to save and submit the

report.

Note: The fields displayed on your facility’s Event Reporting form depend on your organization’s configuration of Safety Event Manager.

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Submitting the Event Report

• Submitting the Event Report

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• When you’re ready and have completed the event report, click Submit Safety Event at the bottom of

the form.

• To submit your report successfully, you must provide answers to all the required questions.

Any questions you may have missed will be highlighted in red.

• Once the event report is submitted, notifications are automatically sent to appropriate team members.

Note: The fields displayed on your facility’s Event Reporting form depend on your organization’s configuration of Safety Event Manager.

• Confirmation Page

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On clicking Submit or Save and Finish Later, a confirmation page is displayed with the unique Event ID for this event.

You can note the Event ID for your reference or check the box to send the Event ID by email. The system automatically displays the email address associated with your Safety Event Manager user profile. You can edit this email address, if needed.

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• Demonstration

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Completing an Incomplete Event

• Accessing Incomplete Event Reports

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• Accessing Incomplete Event reports is different for

registered and guest users.

• Guest Users:

• Use the Complete my Event option on the home

page.

• Registered Users

• Access the Incomplete Events folder of the inbox

and select the event you wish to complete.

• Completing Events

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1. Click Guest/Anonymous User on the Home Page.2. Click the Complete My Event option. 3. Enter the Event ID in the textbox displayed. You can search for events using the Search icon.

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• Registered Users

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1. Access the Incomplete Events folder of the inbox.2. Select the event you wish to complete. 3. In the Actions section of the event summary, click Edit to complete the incomplete event report in a new window.

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• Demonstration

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Viewing Event History

• Tracking Events

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• Track My Event allows you to view activity on an event

report after it has been submitted.

• All event reports, including reports entered by guest

users, can be tracked using this feature.

• Examples of event activity include:

• Whether the event report has been edited

• Closure of the event

• Information available to you through this option is

determined by your organization’s policies. This

option is configurable by the System Administrator.

• To track an event, you must have the correct Event ID.

• Tracking Events

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1. Click Guest User on the Home Page.2. Click the Track my Event option. 3. Enter the Event ID in the textbox displayed. You can search for events by Event ID using the Search

icon.

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• Event Tracking Page

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The activity for the event is displayed in a new window.

• Key Takeaways

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• Complete and accurate data about safety events is the first step in developing and implementing improvement actions.

• Safety Event Manager provides a streamlined single page event reporting tool.

• Built-in taxonomy and searchable databases help to accurately record event details and underlying causes.

• Mandatory questions marked with a red asterisk (*) must to be completed to save the form.

• Tools & Resources

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• Help

– User Guide

– Online Help

• Quantros Support

• http://Quantros.com/supportportal.htm

• Quantros Member Center (customer only support portal): email request for login access to support@quantros.com

– Email: support@quantros.com

– Dial (408) 957-3300 (5:00 am – 6:00 pm PST, Monday –Friday)

– For emergency help after support hours, call 1-888-827-4248, option 2. This service is for Severity 1 issues only.