Safety Event Manager User Guide - JIRDC Home

Safety Event Manager 

Version 5.5 

User Guide 

A Quantros Safety & Risk Management Solution

Proprietary Notice 

© 2011 Quantros, Inc. All Rights Reserved. 

This document contains proprietary information that is protected by laws pertaining to 

such material. This document, the information in this document, and all rights thereto 

are the sole and exclusive property of Quantros, Inc. and are intended for use by 

clients, employees and partners of Quantros, and are not to be copied, used, or 

disclosed to anyone else, in whole or part, without the express written permission of 

Quantros. 

QUANTROS EXTENDS NO WARRANTIES REGARDING THIS DOCUMENT, EXPRESSED OR 

IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF 

MERCHANABILITY AND FITNESS FOR A PARTICULAR PURPOSE. 

Quantros, Inc. shall have no liability to the user of this document for any damages of 

any nature whatsoever, including, but not limited to, direct, indirect, incidental, or 

consequential damages, or for the loss of use or other commercial loss (including, but 

not limited to, loss of revenues and/or profits), however occasioned and whatever the 

form of action, for actual or imputed negligence, breach of contract, breach of warranty 

or otherwise. 

Trademarks 

Microsoft, Windows, Windows 2000, and Windows XP are registered trademarks of 

Microsoft Corporation. 

Excel is a registered trademark of Microsoft Corporation. 

Internet Explorer is a trademark of Microsoft Corporation. 

Adobe, Flash, and Acrobat are registered trademarks of Adobe Systems Incorporated. 

All other trademarks used within this document are the properties of their respective 

owners and are used for identification purposes only. 

This book was last revised: August, 2011 

2 Safety Event Manager User Guide Version 5.5

Contents 

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 

About SRM Safety Event Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 

What is Event Reporting? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 

Who Uses Safety Event Manager? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 

System Requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 

Browser Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 

About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 

Conventions Used in This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 

Symbols Used in This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 

Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 

Accessing Safety Event Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 

About the Quantros User Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 

Understanding the SRM Home page . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 

Using the menu bar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 

How to use the date and time field controls . . . . . . . . . . . . . . . . . . . . . . 16 

How to use the Search fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 

How to use the Patient Lookup fields . . . . . . . . . . . . . . . . . . . . . . . . . . 19 

About Session Time Outs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 

Accessing the Event Report Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 

Reporting Safety Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 

About Safety Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 

How to Report an Event . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 

How to Save an Event Report to Complete Later . . . . . . . . . . . . . . . . . . . . . 26 

How to Complete an Incomplete Saved Event Report . . . . . . . . . . . . . . . . . . 27 

How to Track a Submitted Event Report . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 

About the Event Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 

About the Patient Safety Event Form . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 

About Employee Safety Event (ESE) Forms . . . . . . . . . . . . . . . . . . . . . . 31 

About the Visitor Safety Event (VSE) Form . . . . . . . . . . . . . . . . . . . . . . 33 

Inbox Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 

About the Filter Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 

About the My SRM Inbox Items Pane . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 

About the Task Toolbar and Task Pane . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 

About the Preview Pane and Flags Column . . . . . . . . . . . . . . . . . . . . . . . . . 38 

About the Event Search Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 

About Quick Links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 

Open Events Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 

Safety Event Manager User Guide Version 5.5 3

Assigned Follow-up Summary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 

Multi-Event Closure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 

Multi-FYI Deletion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 

Managing Event-Related Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 

What are Event Related Tasks? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 

Which Tasks Can I Perform? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 

Classification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 

About Event Classification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 

How Auto-Classification Works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 

How to Manually Classify an Event . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 

How to Run a Duplicate Event Report . . . . . . . . . . . . . . . . . . . . . . . . . . 50 

How to Change the Event Classification . . . . . . . . . . . . . . . . . . . . . . . . . 51 

How to Flag an Event for Agency Submission . . . . . . . . . . . . . . . . . . . . . 52 

How to Flag an Event as Patient Grievance . . . . . . . . . . . . . . . . . . . . . . 54 

Reviewing Event Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 

About the Event Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 

How to View the Event Chronology Report . . . . . . . . . . . . . . . . . . . . . . . 54 

How to View the Working Copy of a Complete Event . . . . . . . . . . . . . . . . 55 

How to View the Initial Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 

How to View the Legal Copy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 

Initial Report vs. the Legal Copy . . . . . . . . . . . . . . . . . . . . . . . . . . . 58 

Audit Trail Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 

Managing Open/Active Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 

How to view the Affected Person History Report . . . . . . . . . . . . . . . . . . . 61 

About Open/Active Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 

How to Edit Open/Active Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62 

How to Attach Documents/Images to an Event . . . . . . . . . . . . . . . . . . . . 62 

How to Add and View Event Notes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 

How to Close an Event. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67 

How to Delete an Event . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68 

Managing FYI Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70 

About FYI Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70 

How to Access and Read FYI Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70 

How to Send an FYI Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72 

How to Reply to FYI Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 

How to Delete an FYI Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 

Managing Incomplete Events. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77 

About Incomplete Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77 

How to View the Working Copy for an Incomplete Event . . . . . . . . . . . . . 77 

How to Open, Edit, and Submit Incomplete Events . . . . . . . . . . . . . . . . . 78 


How to Delete an Incomplete Event. . . . . . . . . . . . . . . . . . . . . . . . . . . . 80 

Managing Closed Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82 

About Closed Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82 

How to Re-open an Event. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82 

How to Delete a Closed Event. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83 

Managing Follow-up Reviews . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85 

About Follow-up Reviews . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85 

How to Assign a Follow-up Review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85 

How to Conduct a Follow-up Review . . . . . . . . . . . . . . . . . . . . . . . . . . . 87 

How to Send an FYI Mail for a Follow-up Review . . . . . . . . . . . . . . . . . . . 88 

How to Attach a Document to a Follow-up Review . . . . . . . . . . . . . . . . . 90 

How to Add/View a Note for a Follow-up Review . . . . . . . . . . . . . . . . . . . 92 

How to Extend the Follow-up Review Due Date . . . . . . . . . . . . . . . . . . . . 93 

How to Check the Status of a Follow-up Review . . . . . . . . . . . . . . . . . . . 94 

How to Delete a Follow-up Review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95 

Managing Groups Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96 

About Group Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96 

How to Run an Open Events Summary Report . . . . . . . . . . . . . . . . . . . . 96 

How to Run an Assigned Follow-up Reviews Report . . . . . . . . . . . . . . . . . 98 

How to Close Multiple Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98 

How to Delete Multiple FYIs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101 

Analysis & Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103 

Reporting Solutions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104 

Access, Run, Modify, and Save Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . 104 

How to access the Analysis & Reports option . . . . . . . . . . . . . . . . . . . . 104 

How to run standard reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105 

How to modify the report parameters . . . . . . . . . . . . . . . . . . . . . . . . . 106 

How to save the report parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . 108 

Create a PDF, Export Results, and Print Reports . . . . . . . . . . . . . . . . . . . . . 111 

Create a PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111 

Export report data to Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112 

Print the report to your printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112 

Working with Graphical Report Results . . . . . . . . . . . . . . . . . . . . . . . . . . . 113 

Drilling down in reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113 

Group Display options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115 

Working With Tabular Report Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116 

Sorting data in the reports table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116 

About the My Reports Option. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118 

Working with saved reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118 

About the Standard Report Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119 


Confidential Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119 

General Safety Data Analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120 

Event-Specific Safety Analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124 

Management Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128 

System Administrative Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130 

External Comparative Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132 

Important information about External Comparative Reports . . . . . . . . . . 132 

Comparative reporting system setup . . . . . . . . . . . . . . . . . . . . . . . . . . 132 

About comparative cohorts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133 

About filters and value sets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133 

Setting up, editing, and deleting cohorts. . . . . . . . . . . . . . . . . . . . . 134 

External Comparative Analysis privilege . . . . . . . . . . . . . . . . . . . . . 136 

Event Distribution Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137 

Event Trend Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138 

Event Comparative Group Distribution Report. . . . . . . . . . . . . . . . . . . . 140 

Event Demographic Distribution Report . . . . . . . . . . . . . . . . . . . . . . . . 142 

Event Day-Time Distribution Report. . . . . . . . . . . . . . . . . . . . . . . . . . . 145 

Running External Comparative Reports . . . . . . . . . . . . . . . . . . . . . . . . 147 

AHA Filters and Values. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149 

Indicator Scorecard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155 

Indicator definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155 

About the Fall measure set . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156 

About the Pressure Ulcer measure set . . . . . . . . . . . . . . . . . . . . . . 157 

About the Medication Event measure set. . . . . . . . . . . . . . . . . . . . . 158 

Getting Started. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159 

Performing a scorecard analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160 

To perform a scorecard analysis: . . . . . . . . . . . . . . . . . . . . . . . . . . 161 

About the Performance Time Trend u-chart . . . . . . . . . . . . . . . . . . . . . 162 

Additional u-chart information: . . . . . . . . . . . . . . . . . . . . . . . . . . . 162 

About the indicator algorithm chart . . . . . . . . . . . . . . . . . . . . . . . . 163 

About the Adhoc Reports Builder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165 

About the ad hoc builder process . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166 

How to build an ad hoc report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167 

Available Data tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167 

Data Element tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168 

Record Filtering Criteria tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170 

Preview Report tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171 

Save My Ad hoc Report Query tab . . . . . . . . . . . . . . . . . . . . . . . . . 172 

System Administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173 

About the System Administrator Role . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174 

What are user privileges?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174 

User Roles in Safety Event Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175 

About Optional User Privileges. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177 


How to Assign Events to User Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179 

How to Assign Departments to User Roles . . . . . . . . . . . . . . . . . . . . . . 180 

User Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182 

About User Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182 

How to Add New Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182 

How to Modify User Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185 

How to Remove User Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186 

How to Activate Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188 

How to Reset Passwords . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189 

How to Modify Access Privileges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190 

How to Look up Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191 

Transferring data to Patient Safety Organization Manager (PSOM) . . . . . . . . 192 

Setting up the PSOM submission criteria . . . . . . . . . . . . . . . . . . . . . . . 193 

Provider Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194 

About the Provider Setup Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194 

How to Access a List of Existing Providers . . . . . . . . . . . . . . . . . . . . . . 195 

How to Add Provider Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196 

How to Modify a Provider File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196 

User Group Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198 

About the User Group Setup Options . . . . . . . . . . . . . . . . . . . . . . . . . . 198 

How to Create User Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198 

How to Assign Users to a User Group. . . . . . . . . . . . . . . . . . . . . . . . . . 199 

How to Modify a User Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200 

How to Delete a User Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202 

Service Line Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203 

About Service Lines. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204 

How to add service lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204 

How to edit a service line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206 

How to deactivate a service line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207 

Closure Criteria Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207 

Viewing the closure criteria . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208 

Safety Surveillance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209 

Overview of the Safety Surveillance module . . . . . . . . . . . . . . . . . . . . . . . 210 

Descriptions of standard rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211 

Safety Surveillance User Privileges . . . . . . . . . . . . . . . . . . . . . . . . . . . 215 

Definition of terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216 

About Surveillance Rule Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217 

Editing surveillance rule settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217 

Activating and deactivating surveillance rules . . . . . . . . . . . . . . . . . . . . 218 

Assigning users to surveillance rules . . . . . . . . . . . . . . . . . . . . . . . . . . 218 


About the Safety Surveillance Dashboard . . . . . . . . . . . . . . . . . . . . . . . . . 218 

Acknowledging activations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219 

Deleting activations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219 

Searching for activations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219 

Setting the parameters for the dashboard display . . . . . . . . . . . . . . . . . 220 

About the Surveillance Rules Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220 

Subscribing to surveillance rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221 

Setting your delivery preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221 

Data Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223 

Event Data Submission. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224 

Classify Events for Submission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225 

Complete the agency submission data . . . . . . . . . . . . . . . . . . . . . . . . . 226 

View the Event Chronology/History . . . . . . . . . . . . . . . . . . . . . . . . . . . 227 

Submit Data to Agencies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227 

Batch/Annual Submission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228 

Event Data Submission Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230 

OSHA Reportable Events. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231 

OSHA Form 301 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231 

OSHA Form 300 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232 

OSHA Form 300A . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235 

Chart Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .237 

Vertical Bar Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238 

Horizontal Bar Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238 

Doughnut . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239 

Exploded Doughnut. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239 

Filled Radar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240 

Line Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240 

Line Chart with Markers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241 

Pie . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241 

Pie Exploded . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242 

Radar Chart with Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242 

Radar Chart with Lines and Markers . . . . . . . . . . . . . . . . . . . . . . . . . . 243 

Stacked Vertical Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243 

Stacked Horizontal Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244 


1 Introduction 

An overview of Safety Event Manager, 

the users and user roles, and the 

system requirements 

This chapter provides an overview SRM Safety Event Manager, describes the users of 

this product, lists the system requirements and browser configurations, and provides 

some tips on how to get the most of using this guide. 

The topics in this chapter are: 

• "About SRM Safety Event Manager", on page 10 

• "Who Uses Safety Event Manager?", on page 11 

• "System Requirements", on page 11 

• "About This Guide", on page 12 


Introduction 

About SRM Safety Event Manager 

Safety Event Manager is a product from the Quantros Safety and Risk Management 

(SRM) family of products. It is a comprehensive electronic safety event reporting, 

tracking, monitoring, and workflow management solution. Safety Event Manager 

gathers data so you can identify safety issues and track intervention performance in 

real time. Everyday, thousands of healthcare professionals like you are using Safety 

Event Manager to help manage risk and save lives. 

Unlike slow and often fragmented paper-based processes, Safety Event Manager 

delivers a seamless, structured framework and the real-time information needed to 

improve patient safety, reduce risk, and prevent adverse events before they occur. 

What is Event Reporting? 

Event Reporting is a process that helps identify healthcare related safety and risk 

issues. It is the first step in improving the quality and safety of the healthcare 

environment. 

By reporting actual and near miss events you actively participate in improving safety 

related processes, contribute towards eliminating errors, and promote safety in the 

workplace. The following diagram provides a visual the Safety Event Manager event 

reporting process. 


Who Uses Safety Event Manager? 

Who Uses Safety Event Manager? 

While your facility’s risk managers and department leaders use Safety Event 

Manager to manage safety events that are reported at your facility, most if not all 

employees at your facility will use Safety Event Manager in one form or another. 

Safety Event Manager has different user roles that can be assigned and customized so 

that everyone that needs access to the application has the correct privileges to allow 

them to do their job. 

System Requirements 

This section provides both the minimum requirements that your system must meet in 

order to run Safety Event Manager and the preferred requirements that will allow this 

application to run optimally. 

Minimum Requirements 

• Microsoft Windows 2000 

• Pentium 4 (or equivalent) 

• 512 Mega Bytes (MB) 

• 20 MB free hard disk space 

• 1024 x 768 display resolution 

• DSL/Cable/T1 

• Microsoft Internet Explorer v6.0 

• Microsoft MSXML v4.0 

• Microsoft Excel 2003 

• Java Virtual Machine (JVM) 

• Adobe Acrobat Reader v9.0 

• Adobe Flash Player v9.0 

Preferred Requirements 

• Microsoft Windows XP Professional 

• Pentium 4 (or equivalent) 

• 1 Giga Bytes (GB) or greater 

• 40 MB free hard disk space or greater 

• 1024x768 display resolution 

• Direct Network Connection 

• Microsoft Internet Explorer v7.0 

• Microsoft MSXML v4.0 

• Microsoft Excel 2003 

• J2SE Runtime Environment (JRE) v5.0 

• Adobe Acrobat Reader v9.0 or higher 

• Adobe Flash Player v9.0 or higher 

Browser Configuration 

Some of the features in Quantros products work better if the browser settings listed in 

the table below are configured. 

General Settings 

Advanced Settings 

Set the Temporary Internet files to 

check for newer versions of stored 

pages Every visit to the page. 

Under the Security heading: 

• Deselect the Do not save encrypted pages to 

disk option. 

• Select the Empty Temporary Internet Files 

folder when browser is closed option. 

• Select the Use SSL 2.0 and Use SSL 3.0 

options. 

Note: These are optional settings. You should discuss with your system administrator 

if you are not sure that you should follow these suggestions. 


Introduction 

About This Guide 

This guide is intended for all end users of Safety Event Manager. However, because this 

guide is written with different users in mind, there is no need to read the chapters in 

this book in the order in which they are presented. 

Conventions Used in This Guide 

The following conventions are used in this guide: 

• Menu items are shown using this format: menu name > menu item name. 

• Submenu items are shown using this format: menu name > submenu name > menu 

item name. 

• Bold font is used to highlight items you can select in the Safety Event Manager interface, 

including buttons, and menu items. 

• Italic font is used to highlight book titles, show emphasis on a word or phrase, and used to 

indicate replaceable items (such as In the User ID field, type myusername). 

• Bold Italic font is used to highlight new terms and places emphasis on important terms. 

Symbols Used in This Guide 

The following symbols are used in association with notes, caution messages, examples, 

important messages, and tips throughout this guide. 

Notes provide additional information about the current subject. 

Caution messages are meant to alert you to a situation that can cause problems. 

Examples are meant to further clarify concepts. 

Important messages are meant to provide you with information that is important 

to know about a feature or function, but will not cause system problems if not 

followed. 

Tips provide you with useful information that may improve product performance or 

make procedures easier to follow. 

Reminders provide you with information that was stated before, but we feel may 

need to be restated in certain areas of this guide. 

FAQs provides some frequently asked questions and answers. 


2 Getting Started 

What you need to know before 

reporting a safety event report in 

Event Manager 

This chapter provides instructions for accessing and navigating Safety Event Manager. 


• "Accessing Safety Event Manager", on page 14 

• "Accessing the Event Report Forms", on page 20 


Getting Started 

Accessing Safety Event Manager 

The way you access Safety Event Manager depends on your facility. You may enter the 

application through your facility’s Intranet page or directly from the URL provided by 

Quantros. 

To access Safety Event Manager: 

1 Log in to your facility’s Intranet page. If you do not know how to do this, 

please contact your facility’s IT Department. 

The page that is displayed at this point, depends on your facility. You should check 

with your manager or system administrator if you do not know how to access the 

Quantros products from this point. 

OR 

2 Access the Quantros application Home page. Each facility has a unique url. 

You should check with your manager or system administrator if you do not know 

the url to access this page. 

From the application Home page, enter your login ID and password and click 

Login. 

3 Once you have entered your login information using either Step 1 or Step 2, you 

are brought to either a.) directly to the Safety Event Manager application, or b.) if 

you have access to multiple Quantros applications, the Quantros application 

landing page. 

4 If you are brought to the Quantros application landing page, select 

SRM - Safety Event Manager. 


About the Quantros User Interface 


This section provides the information you need to understand the Quantros user 

interface, and how to perform different tasks used throughout SRM and other Quantros 

applications. 

This information is divided into the following sections: 

• "Understanding the SRM Home page", on page 15 

• "Using the menu bar", on page 16 

• "How to use the date and time field controls", on page 16 

• "About Session Time Outs", on page 20 

Understanding the SRM Home page 

This section discusses the layout of the SRM Home page. There are nine main sections 

of this page, which are described in the table that follows this example of the home 

page. 

(1) Support and Contact Us. By clicking on the Support option, the Quantros 

Support page is opened. This page gives you to access to multiple levels of help. 

If you want to send Quantros feedback on this or any product, click the Contact 

Us option and send us an email. 

(2) User Login. If you have been assigned a login ID and password, enter them 

here and click the Login button. If you have forgotten your password, click the 

Password Help link. 



(3) Complete My Event is used by anonymous event reporters to access an event 

report that was started earlier and saved as an incomplete event. 

Enter the complete Event ID (ex. AYB1357) and click Go. 

(4) Track My Event is used by anonymous event reporters to find the status of the 

event they reported. The information will let you know when — and by whom — 

an event was reported, edited, and closed. 

Enter the complete Event ID (ex. AYB1357) and click Go. 

(5) Your facility’s logo will be displayed in this section. 

(6) This module is used to report an event anonymously. Click Patient, 

Employee, or Visitor to indicate the event category to which you want to 

report an event, and to start the event reporting process. 

Note: You may only see one or two of the options mentioned above, or in the 

case that your facility does not do anonymous reporting, this section is turned 

off. 

(7) Click on the Event Reporting Tutorial to learn more about entering an event 

in Safety Event Manager as well as other key features. This tutorial requires the 

Adobe Flash Player 8.0 or above. 

(8) The Confidentiality Disclaimer module can be customized for your facility. 

(9) The Non-Punitive module can be customized for your facility. 

Using the menu bar 

Each window in Safety Event Manager has a menu bar that lists the options that have 

been assigned to your user role and log in name. The menu items that appear and the 

submenu items within the menu are determined by the role and privileges to which you 

have been assigned. 

When you move your mouse pointer over a menu label in the menu bar, the mouse 

pointer changes to the hand cursor and the submenu items available for that 

specific menu option are displayed, as shown in the example menu bar below. 

How to use the date and time field controls 

In different areas through Safety Event Manager you will be asked to provide a date, 

whether it is a date of birth, the date an event occurred, or selecting a date range for 

a report, you will use the same date field. This section explains how to use the pop-up 

calendar to select a date, and also provides instructions on how to add the time to a 

data entry form. 



How to enter the date: 

1 Click into the Date field. A pop-up calendar appears, 

select the year, month, and day using the calendar 

controls. 

2 If the date is unknown, select the Unknown check box, 

this will disable both the date and time fields. 

• Use the buttons to select year. 

• Use the buttons to select a month. 

• Hold the mouse button on any of the above 

buttons for a dropdown selection, and to speed up the date 

selection. 

How to enter the time: 

1 Use the dropdown controls to select the hour, then the minutes. 

2 If the exact time is unknown, leave these fields as is. Clicking the Unknown box 

will also disable the date field. 

How to use the Search fields 

The data entry form provides search fields to help you locate the type of event you are 

reporting. 

To use the Keyword Search: 

1 Click the search icon [ ] to the right of the What Happened? field. A popup 

window opens and asks you to select the event type. 

Use the arrow to pull down a list of the available event types. Select one option 

from the list. It is displayed in the Select Event Type field. 

2 A list of related natures is displayed. 



3 Select the option that best describes the event. Optionally, you can type text into 

the text field and click Search. The list is narrowed down to show only those 

natures that match the search criteria. 

Once you select an option, the window is closed and you are returned to the main 

data entry page. 

Depending on the selection you make in the What happened? field, you may see 

more fields displayed. Such as if you select Wrong Drug, you will be asked to enter 

information such as the drug that was given, the route, and the drug that was 

actually ordered, and so on. 



How to use the Patient Lookup fields 

If you logged in to Safety Event Manager (not an anonymous user) AND if your facility 

chose to use the ADT option, you have the option of using the “look-up” fields to find 

patient records. 

To look up a patient from your ADT system: 

1 In the Who section, click the Click to find Patient button. 

2 A window is opened that provides patient related fields from which you can search 

by the patient’s name, medical record number, account number, and or admit 

date. Enter your search criteria and click Search. 

You can also search for patient records from any field 

where when you hover your mouse cursor over a field 

and you see a fly-over message that reads: “Type to 

activate search”. 

3 Click in to the field and start typing, a dropdown box starts showing you the 

matches. Select the correct record and all related fields are completed as well. 



About Session Time Outs 

For security reasons, Safety Event Manager has built in functionality that times out a 

user who has been inactive on an event reporting page for more than 15 minutes. 

If you have been inactive on the page for 13 minutes you will see the following 2- 

minute warning appear. If you click OK, the timer is reset to 15 minutes. 

However, if you do not click OK within 2 minutes, the above message box closes and 

you will see on of the following messages: 

Accessing the Event Report Forms 

The Safety Event Manager Home page displays the various event categories for which 

you can report an event. The types of events your facility submits is customized at the 

time of implementation, therefore, the event categories you see may differ from the 

screen shot below. 

Also important to note is that some 

facilities choose not to use the 

anonymous reporting feature. 

• To report a new event 

anonymously, click on the 

appropriate Event Category 

button. 


Accessing the Event Report Forms 

• Or, to report a new event as a registered user, once you log in, select the Report 

an Event menu and select an Event Category from the pull-down menu. 

The Event Report Form opens in a new window. For more details on completing an 

event report, go to "How to Report an Event", on page 24. 




3 Reporting Safety 

Events 

Entering, saving, submitting, and 

tracking safety events 

This chapter provides all the information you need to know to report an event in Safety 

Event Manager. 


• "About Safety Events", on page 24 

• "How to Report an Event", on page 24 

• "How to Save an Event Report to Complete Later", on page 26 

• "How to Complete an Incomplete Saved Event Report", on page 27 

• "How to Track a Submitted Event Report", on page 28 

• "About the Event Forms", on page 30 


Reporting Safety Events 

About Safety Events 

Safety Event Manager defines safety events as any action or omission that resulted 

in or could have resulted in harm to a patient, visitor, or employee; these may be 

related to systems, operations, device or equipment failures, needlesticks, drug 

administration, falls, property loss or damage, and so on. 

Note: Safety Event Manager can be customized and some facilities are set up to 

report only one or two safety event types. For instance, your facility may use a 

different method for reporting employee events but use Safety Event Manager to 

report visitor and patient safety events. In this case, you will not see the Employee 

Safety Events reporting option. 

Please note that this user guide documents the out-of-the-box version of Safety Event 

Manager and therefore covers all three safety event types. 

The basic steps for reporting an event are the same whether you are reporting an 

employee, patient, or visitor event/incident. These steps are covered in "How to Report 

an Event", on page 24 in this chapter. For information on the different patient safety 

events that you can report, see: 

• "About the Patient Safety Event Form", on page 30 

• "About Employee Safety Event (ESE) Forms", on page 31 

• "About the Visitor Safety Event (VSE) Form", on page 33 

How to Report an Event 

This section provides the instructions for entering and submitting a safety event. 

Whether you are reporting a patient, employee, or visitor event, the steps provided 

here are the same. For details on a specific safety event form, see "About the Event 

Forms", on page 30. 

To report a safety event in Safety Event Manager: 

1 Determine if you are reporting the event anonymously, or as a registered user. 

- To report a new event as a registered user, once you log in to Safety Event 

Manager hover your mouse over Report an Event in the menu bar. Then select 

the safety event category for the event you are reporting. 

- To report a new event anonymously from the Quantros application Home 

page, select the safety event category you want to report and click on that 

button. 


How to Report an Event 

The data entry form for the safety event type you selected is opened and 

displayed in a new window. 

2 Complete the form with as much information as possible. Any field that is 

preceded with a red asterisk is mandatory and must be answered before you can 

submit the form. 

3 When you have completed all mandatory fields and entered as much information 

as possible, click Submit at the bottom of the page. The report is placed in the 

inbox of the person or persons identified by the set up process at your facility. 

. 

A page similar to the following is displayed. You should make a note of the Event 

ID as it is the unique identifier for the event you just reported and the best way to 

track the status of the event. The Event ID is also needed for tracking the 

chronology of the event. 

4 You now have three options: 

• Click Print to print this page as a record of the report. 



• Click Close to close this window, which completes the event reporting 

process. 

• Click Send Email and Close to send a copy of the confirmation page with 

the event ID to yourself. 

Note: If you are an anonymous users, a text field is displayed for entering 

your email address as shown in the following image. If you are a registered 

user, the text box is not displayed because your email address is already in 

the system. 

How to Save an Event Report to Complete Later 

As long as you have answered “What happened” at the top of the page, you can save 

a report and complete it at a later time by using the Save As Incomplete feature. 

To save a report to complete later: 

1 Scroll to the bottom of the page and click the Save As Incomplete button. 

2 At the confirmation page, click OK. The Incomplete Event Report page is 

displayed. 

3 You now have four options: 

• Click Continue Data Entry. 

• Click Print to print this page to keep a record of the report. 

• Click Close to close this window, which completes the event reporting 

process. 


How to Complete an Incomplete Saved Event Report 

• Click Send Email and Close to send a copy of the confirmation page with 

the event ID to yourself. 

Note: If you are an anonymous users, a text field is displayed for entering 

your email address as shown in the following image. If you are a registered 

user, the text box is not displayed because your email address is already in 

the SEM system. 

How to Complete an Incomplete Saved Event Report 

There are two ways to access and complete your incomplete event reports, but it 

depends on how you started and saved the event. If you signed in to Safety Event 

Manager and started and saved an event report, you need to follow the Registered User 

instructions, if you started the reported as an anonymous user, follow the Anonymous 

User instructions below. 

Note: If an incomplete event was submitted by an Anonymous user, and it is edited by 

an Event Manager, Custom User, or Department Leader, it will no longer be available to 

the anonymous user. 

Anonymous User 

If you started the report without actually signing in to Safety Event Manager, you can 

open an existing report only if you have the Event ID and the report has not yet been 

submitted. 

1 In the left frame of the SRM 

Home page, locate the 

Complete My Event section. 

2 In the Event ID field, enter the 

entire Event ID for the report 

you want to open, and click Go. 

The event form is opened in a 

new window, and all the 

information you entered earlier is 

displayed. 

Registered User 

If you signed in to Safety Event 

Manager and selected the Event 

Reporting option from the Report an 

Event menu, you will need to sign in 

again to access your incomplete 

event report. Once you sign in, you 

can access your incomplete event reports from the SRM Inbox. 



To access your incomplete events from the Event Manager Inbox: 

1 From the left side of the page, select the Incomplete Events folder. 

2 In the My SRM Inbox, locate the incomplete event and highlight that row. Click the 

Edit button in the Task Toolbar (as shown in the example below). 

The event form is opened in a new window, and all the information you entered 

earlier is displayed. 

How to Track a Submitted Event Report 

If you want to find out what 

happened to your event once it has 

been submitted, you can use the 

Track My Event feature on the SRM 

Home page. Note that this is an 

optional feature that your facility 

may or may not use. 

To track an event: 

1 From the SRM Home page, 

locate the Track My Event box 

in the left pane. 

2 In the Event ID field, enter the 

complete ID including the 

preceding letters. 

3 Click Go. A report is displayed 

with basic information on the 

activity of the event. This report 

shows when — and by whom — an event was reported, edited, and closed. 


How to Track a Submitted Event Report 



About the Event Forms 

Safety Event Manager offers three different event forms: Patient Safety Event Form, 

Employee Safety Event Form, and Visitor Safety Event Form. 

Each of the Safety Event report forms are a single page form divided into five 

segments: What, When/Where, Who, Why, and Reporter Information. Each 

section has standard questions. The questions that require an answer are marked with 

a red asterisk. Some questions, once answered, may prompt you with more questions, 

or provide you with a table to which you will need to add more information. 

Please note the questions asked in the event forms are based on the Quantros 

standard version of Safety Event Manager. Because your facility can customize 

the Event Manager application, its important to know that the questions discussed 

here may not necessary match what you see in your SRM Event Manager system. 

About the Patient Safety Event Form 

The Patient Safety Event (PSE) form was developed to help you quickly and accurately 

report patient safety events. Patient safety events are any unintended or unexpected 

action or omission that resulted in or could have resulted in harm to one or more 

patients at your facility. You should report events as soon as possible after the event 

has happened. 

Before reporting a patient safety event, you may want to take a minute to think about 

the questions listed below. These are some of the most common questions asked in the 

PSE form. If you do not have all the information before you begin, you can always 

choose to complete what you do know, save the event, and return to complete it later. 

Common Questions from the PSE Form 

Was this an actual or near miss event? 

What actually happened or what could 

have happened? 

Was any equipment involved? 

When did this event occur? 

Where did this event occur? 

An actual event is an unplanned event that 

reaches the patient that may or may not be 

harmful. 

A near miss is an unplanned event that did not 

reach the patient - but had the potential to do 

so. 

The specific type of patient safety report varies 

from incidents such as a patient being left 

unattended in the hallway due to lack of 

communication, to a patient not being prepped 

for surgery, to being injured by a fall or the 

wrong medication. 

Equipment can be many things such as IV 

pumps, wheel chair, ventilator, or even a 

patient call alarm. 

Indicate the date and time that the event 

occurred or may have occurred. 

Was it in the patient’s room, visitor lounge, 

hallway, and so on. 



Common Questions from the PSE Form 

Was any other area at this facility 

involved? 

Was an external facility involved? 

What is the patient type? 

Do you have the patient’s name, gender, 

date of birth, account number, and 

medical record number? 

What is the severity category of this 

event? Or, in the case of a near miss, what 

degree of harm could have occurred? 

What actions were taken as a result of this 

event? 

Who are all the individuals involved in this 

event? How were they involved? 

Do you know why this event happened or 

could have happened? 

For instance a patient on ICU was given the 

wrong medication because it was mislabeled by 

the pharmacy. ICU would be where the event 

occurred, the pharmacy would be the other 

area involved. 

If a patient being discharged to a Nursing 

Home was held up for 3 hours waiting for the 

discharge orders to be signed, then the 

Nursing Home would be the external facility 

involved. 

Was the patient involved an Inpatient, Out 

patient, Emergency Room patient, etc. 

The information you need to supply here is 

specific to how your facility has designed the 

system. 

The severity category or degree of harm 

ranges from no harm to death. 

For instance, was a physician and/or family 

member notified, were Lab tests or X-Rays 

ordered? 

Did they witness the event, call for help, order 

tests, and so on. 

What factors, issues, and reasons led to 

this event? 

About Employee Safety Event (ESE) Forms 

The ESE form has been developed to help you quickly and accurately report employee 

and staff safety events. Employee safety events are any unintended or unexpected 

events which lead to harm for one or more persons employed at your facility. You 

should report events as soon as possible after the event has happened. 

Before reporting an employee safety event, you may want to take a minute to think 

about the following questions, which are asked in the ESE form. If you do not have all 

the information before you begin, you can always choose to complete what you do 

know, save the event, and return to complete it later. 

Common Questions from the ESE Form 



reaches the employee that may or may not be 

harmful. 


reach the employee - but had the potential to 

do so. 



Common Questions from the ESE Form 







involved? 


What is the employee/staff type? 

Do you know the employee’s name, 

gender, date of birth, SS#, and contact 

information? 





event? 





The specific type of employee safety report 

varies from incidents such as an accidental 

needlestick, to an employee being exposed to 

a infectious disease, to a back strain from 

lifting a patient. 



wheelchair. 





For instance a Radiology Tech was taking a 

portable X-Ray in ICU and was exposed to an 

infection disease in error. Radiology would be 

the other area involved. 

If an outside agency’s transport service was 

involved in the event, that agency would be the 

external facility. 

Full-Time, Contractor, Part-Time, and so on. 



system. 



For instance, did the employee see a physician, 

were they sent home for the day? 



What factors, issues, and reasons led to 

this event? 



About the Visitor Safety Event (VSE) Form 

The Visitor Safety Event (VSE) form has been developed by Quantros to help you 

quickly and accurately report visitor safety events. 

Visitor safety events are any unintended or unexpected events which lead to harm for 

one or more persons visiting your facility. You should report events as soon as possible 

after the event has happened. 

Before reporting a visitor safety event, you may want to take a minute to think about 

the following questions, which are asked in the VSE form. If you do not have all the 

information before you begin, you can always choose to complete what you do know, 

save the event, and return to complete it later. 

Common Questions from the VSE Form 








involved? 


What is the employee/staff type? 

Do you know the employee’s name, 

gender, date of birth, SS#, and contact 

information? 





reaches the visitor that may or may not be 

harmful. 


reach the visitor- but had the potential to do 

so. 

The specific type of a visitor safety event varies 

from incidents such as a security issue, to a 

visitor being exposed to hazardous material, to 

a visitor slipping and falling somewhere in the 

facility. 



wheelchair. 





For instance a Radiology Tech was taking a 

portable X-Ray in ICU and accidentally ran over 

the visitor’s foot. Radiology would be the other 

area involved. 

If an outside agency’s transport service was 

involved in the event, that agency would be the 

external facility. 

Family member, Vendor, Volunteer, and so on. 



system. 





Common Questions from the VSE Form 


event? 





For instance, did the visitor see a physician, 

were they admitted to the facility? 



What factors, issues, and reasons led to this 

event? 


4 Inbox Overview 

An overview of the inbox, which is 

used for accessing and managing 

your events 

This section provides an overview of the SRM Inbox. This inbox is both a dashboard and 

the area in Safety Event Manager where you can access and manage all of your events 

and your FYI mail. A quick view of the Safety Event Manager Inbox is shown below. 


• "About the Filter Options", on page 36 

• "About the My SRM Inbox Items Pane", on page 37 

• "About the Task Toolbar and Task Pane", on page 38 

• "About the Preview Pane and Flags Column", on page 38 

• "About the Event Search Options", on page 39 

• "About Quick Links", on page 40 


Inbox Overview 

About the Filter Options 

The Filter options are located on the left pane of the Event Manager Inbox. These 

functions allow you to filter the events that are shown in the Inbox Items pane by time 

period or by a specific folder. 

View Items by Time Period 

Use this option to set the period of time that you 

want to view in the Inbox Items pane of the My 

Safety Event Manager Inbox. The default setting 

is Past 90 Days. 

To change the period, click on the downward 

arrow to view a selection of periods from which 

you can choose. See the example to the right. 

View Items by Folder 

Use this option to change the items that are 

displayed in the Inbox Items pane of the My 

Safety Event Manager Inbox. For instance, when 

you click on the Follow-up Reviews folder, the Inbox section title is appended with 

(Follow-up Reviews) and only the Follow-up Reviews assigned to this user are 

displayed. 

Then again, if you click on FYI Mails, the section title shows (FYI Mails) and the 

Inbox items list only the FYI Mails for this user. See the example below. 

Note: The folders available for viewing depend on your user role assignment. 


About the My SRM Inbox Items Pane 

About the My SRM Inbox Items Pane 

The My SRM Inbox items pane is where all the open events, FYI mail, follow-up 

reviews, closed events, and incomplete events that have been assigned to you, or 

saved by you are stored. 

The image below shows an example of the Open Events inbox with all the default filter 

settings. 

Tip! You can change the order of the list by clicking on the column headers. 

For instance, if you want to sort the list by the date the event was reported, 

click on the Reported Date column header. Clicking once on a column sorts 

the data in ascending order, a second time sorts the data in descending order. 

Along the top of the My SRM Inbox is an information toolbar: 

The Information Toolbar shows you which folder you are working with (in the 

example above it is Open Events) along with the number of events available in groups 

of 20. When there is more than 20 items in the inbox, the Inbox Items option is used 

to select the next set. 

To navigate through all the sets of items in the inbox, use the dropdown list and make 

a selection. 

Also on this toolbar, are two icons . The first is used to open a pop-up window that 

describes all the flags and icon symbols that can be seen in the Event Manager Inbox, 

and the other is used to open and close the preview pane. 



About the Task Toolbar and Task Pane 

Working copy of an event report, and so on. 

The Task Toolbar is activated 

once you select an item from 

any of the inboxes in Safety 

Event Manager. Depending on 

the item selected and the 

privileges assigned to the user, 

different task names and/or 

task icons appear in the Task 

Toolbar that allow you to 

perform actions such as editing 

the Event Report, sending an 

FYI Mail, attaching a Document 

to an event record, viewing the 

The Task Pane is activated once you select an item from the My Safety Event Manager 

Inbox. Depending on the item selected and your assigned privileges, different task 

items appear in the Task Pane, which allow you to perform actions such as classify an 

event, send an FYI mail, conduct a review, and so on. 

About the Preview Pane and Flags Column 

The Preview Pane and Flags column are displayed along with the Task Toolbar and Task 

Pane when you select an item in the Inbox items pane. 

Preview Pane 

The Preview Pane section is opened whenever you click on an event, or an FYI mail, in 

the inbox. When you select an event, you are provided with the detailed information 

associated with the event. When you select an FYI mail record, the preview pane shows 

the subject and message of the FYI Mail, and if applicable to the specific FYI mail, you 

will also see the information associated with the event. 

In the example below, the user has selected an unclassified event from the Open 

Events folder. 


About the Event Search Options 

Flags Column 

The Flags column is used to show all flags that have been attached to the selected 

Event record, such as harm-level flags, data submission flags, PCE, and so on. The 

following table provides a list of all the Safety Event Manager flag icons and a definition 

of each. 

About the Event Search Options 

The two options in the Event Search feature include: Basic Search and Advanced 

Search. Both these options provide tools that allow you to search for a specific event 

or a group of events with like items associated with them. 

Basic Search 

Use the Basic Search feature to locate one or more specific events in your Inbox. To 

look for a specific event report, enter a partial or complete Event ID in the text box. 

Click Go. The results, are displayed in the My Safety Event Manager Inbox pane. 

If you enter a partial ID, all events that match that search criteria are displayed in the 

My Safety Event Manager Inbox pane. 

If Safety Event Manager is unable to find a match, a message informing you that no 

results were found will be displayed in the My Safety Event Manager Inbox. 

Advanced Search 

The Advanced Search option allows you to search for an event record whether or not 

you know the Event ID number. This option is very useful when you cannot find it in 

your My Safety Event Manager Inbox and/or when you have only limited information 

about the event. 



About Quick Links 

The Quick Links allow you 

to access specific 

functionality with just 

one click of the mouse. 

These items are event 

related, but are not 

related to a single event; 

they are related to all 

events. 

The four quick links are: 

x 

• Open Events 

Summary 

• Assigned Follow-up Summary 

• Multi-Event Closure 

• Multi-FYI Deletion 

By clicking on any of these quick links you are brought directly to that function. The 

quick links that display in the inbox are dictated by your user role and privileges 

assigned. 

Open Events Summary 

The Open Events Summary option allows users with appropriate privileges to view a 

summary report directly from the Safety Event Manager Inbox page. Simply click on 

this link to open the report. 

Assigned Follow-up Summary 

The Assigned Follow-up Summary option allows users with appropriate privileges to 

view a summary report directly from the Safety Event Manager Inbox page. Simply 

click on this link to open the report. 

Multi-Event Closure 

The Multi-Event Closure option is available to Event Managers and users with a Custom 

User role with Event Manager privileges, and allows these users to close more than one 

event at a time. This option is located on the left pane of the Inbox under the Event 

Search section. For more information on how to close multiple events, see "How to 

Close Multiple Events", on page 98. 

Multi-FYI Deletion 

The Multi-FYI Deletion option allows users to delete more than one FYI mail message 

at a time. This option is located on the left pane of the Inbox under the Event Search 

section. Access to the Multi-FYI Deletion option is not based on any user privilege. Any 


About Quick Links 

Event Manager user with access to the FYI Mail folder in the Event Manager Inbox has 

access to the Multi-FYI Deletion function. This includes the following users: 

• Analyst 

• Custom user 

• Data Submission Manager 

• Department Leader 

• Event manager 

• Investigator 

• System Administrator 

For more information on how to close multiple events, see "How to Delete Multiple 

FYIs", on page 101. 




5 Managing Event- 

Related Tasks 

Managing your events, follow-up 

reviews, and FYI Mail items, and 

more in Safety Event Manager 

This chapter provides the instructions you need to successfully manage event-related 

tasks in Safety Event Manager. Tasks that are performed on a single event are 

accessed from the task toolbar and the task pane in the SRM Inbox. Tasks that are 

performed on multiple events at one time are accessed by using the quick links 

options in the SRM Inbox. 


• "What are Event Related Tasks?", on page 44 

• "Which Tasks Can I Perform?", on page 44 

• "Reviewing Event Details", on page 54 

• "Managing Open/Active Events", on page 61 

• "Managing FYI Mail", on page 70 

• "Managing Incomplete Events", on page 77 

• "Managing Closed Events", on page 82 

• "Managing Follow-up Reviews", on page 85 

• "Managing Groups Tasks", on page 96 

This chapter does not include instructions for tasks such as creating and running 

reports, assigning users, resetting passwords, submitting data to outside agencies, 

and so on. These tasks are discussed in different chapters of this user guide. 

• For information on performing tasks related to analyzing your event data, see 

Chapter 6, “Analysis & Reports” and Appendix A, “Chart Types” on page 237. 

• For information on performing tasks such as managing user accounts, setting up 

departments and locations, and managing provider files, see Chapter 7, “System 

Administration” and Appendix B, “Importing Providers” on page 249. 

• For information on submitting data to outside agencies, see Chapter 9, “Data 

Management”. 


Managing Event-Related Tasks 

What are Event Related Tasks? 

Event related tasks include tasks such as classifying an event, assigning a follow-up 

review or an RCA, attaching documents or even notes to an event, and so on. Most of 

the event related tasks are accessed from the task toolbar and the task pane in the 

SRM Inbox. But there are also some event related tasks that are performed by using 

the quick links in the SRM Inbox. For more information, see "Inbox Overview", on 

page 35. 

The event related tasks are described in detail in the following sections: 

• "Reviewing Event Details", on page 54 

• "Managing Open/Active Events", on page 61 

• "Managing FYI Mail", on page 70 

• "Managing Incomplete Events", on page 77 

• "Managing Closed Events", on page 82 

• "Managing Follow-up Reviews", on page 85 

• "Managing Groups Tasks", on page 96 

Which Tasks Can I Perform? 

The event related tasks that you perform in Safety Event Manager are directly related 

to your assigned user role and more specifically the privileges that were assigned to 

your user role. For instance, a user with the role of Analyst may or may not be able to 

send FYI mail notices. It depends on whether the “Send FYI” user privilege was 

assigned to that specific Analyst or not. 

The following table lists all the event related tasks and shows you which user roles have 

access to the tasks. The information provided in this table assumes that the user has 

all available privileges assigned to their user role. 

If you cannot access any of the items listed with your user role below, contact your 

Quantros Safety Event Manager System Administrator. 

Reminder: This chapter does not include instructions for tasks such as creating and 

running reports, assigning users, resetting passwords, submitting data to outside 

agencies, and so on. These tasks are discussed in different chapters of this user 

guide. 

• For information on performing tasks related to analyzing your event data, see 

"Analysis & Reports", on page 103 and Appendix A, “Chart Types” on page 237. 

• For information on performing tasks such as managing user accounts, setting up 

departments and locations, and managing provider files, see Chapter 7, “System 

Administration” and "Managing Event-Related Tasks", on page 43. 

• For information on submitting data to outside agencies, see Chapter 9, “Data 

Management”. 


Which Tasks Can I Perform? 

Event Task 

Analyst 

Custom User 

Data Submission 

Manager 

Department 

Leader 

Classifying Events 

Classify an Event 

Check for Duplicate Events 

Change Event Classification 

Check Affected Person History 

Flag an Event for Submission 

Reviewing Event Details 

Check Event Chronology 

Review Working Copy of Complete 

Event 


 

Event Submitter 

Help Desk Staff 

Investigator 

System 

Administrator 

Print Working Copy of Event 

Review/Print Initial Report 

Review/Print Legal Copy 

Managing Open/Active Events 

Edit an Event 

Attach Documents/Images to an Event 

Add Event Notes to an Event 

Close an Event 

Delete an Event 

Managing FYI Mail 

Read FYI Mail 

Send an FYI Mail 

Reply to an FYI Mail 

Delete an FYI Mail 

Managing Incomplete Events 

Review Working Copy of Incomplete 


 

Edit/Submit an Incomplete Event 

Delete an Incomplete Event 

Managing Closed Events 

Re-open a Closed Event 

Delete a Closed Event 



Event Task 

Managing Follow-up Reviews 

Assign a Follow-up Review 

Conduct a Follow-up Review 

Send FYI Mail Regarding Follow-up 

Attach Documents/Images to a Followup 

Classification 

 

Add Event Notes to a Follow-up 

Extend Review Due Date 

Delete a Follow-up Review 

Check the Status of a Follow-up 

Managing Multiple Events and FYI Mail 

Close Multiple Events 

Delete Multiple FYI Mail 

Run an Open Event Summary Quick 

Report 

Run a Follow-up Summary Quick 

Report 

Analyst 

 

 

This section provides the information you need to understand event classification, and 

how to perform event-classification related tasks. 


• "About Event Classification", on page 47 

• "How Auto-Classification Works", on page 47 

• "How to Manually Classify an Event", on page 48 

• "How to Run a Duplicate Event Report", on page 50 

• "How to Change the Event Classification", on page 51 

• "How to Flag an Event for Agency Submission", on page 52 

• "How to Flag an Event as Patient Grievance", on page 54 




Department 

Leader 


Event Submitter 

Help Desk Staff 

Investigator 

System 

Administrator 



About Event Classification 

The Class column in your SRM Inbox will indicate the classification status of the 

events. This column will display either: NC (not classified), P (primary event), or D 

(duplicate event). 

A user with the necessary privileges can classify an unclassified event or re-classify a 

primary or duplicate event when needed. 

Generally, events that are submitted in Safety Event Manager are automatically 

classified, but there are times that a submitted event does not meet the proper criteria 

for the system to determine whether the event is a primary or duplicate event. 

How Auto-Classification Works 

When an event is submitted in Safety Event Manager it goes through an automatic 

classification process before it is assigned to the appropriate user’s inbox. During the 

auto-classification, the system performs some common checks on the event data 

before determining how to classify the event. 

The auto-classification process reviews the following fields to determine if the event is 

a primary or duplicate event: 

• event date 

• event type 

• actual/near miss status 

• affected party’s last name 

For visitor safety and employee safety events, if all fields are a match, the event is 

marked as a duplicate (D). Otherwise, the event is marked as a primary (P) event. 

For patient safety events only, if all fields are a match, a second check is performed 

to see if there is also a match on one of the following items: 

• medical record number 

• account number 

• date of birth 



If a match is found with one or more fields, the event is marked as a duplicate (D) event. 

Otherwise, the event is marked as a primary (P) event. 

Exception: During the first check, if any of the four key items were not entered, or if 

an event has “Other” listed as the event type, the auto-classification process fails, 

and the event is marked as not classified (NC). 

How to Manually Classify an Event 

Events that do not meet the auto-classification criteria for any reason are marked as 

not classified (NC). These events must be manually classified. Events that require reclassification 

would also need to be classified, manually. 

To manually classify an event: 

1 Select My SRM > SRM Inbox. 

2 Select the Open Events folder from the left pane. 

3 Select an unclassified (NC) event from the SRM Inbox. 

Prior to classifying the event, use the preview pane and/or the working copy of the 

event report to read the details regarding this event and determine if this event 

should be classified as a primary or duplicate event. 

4 From the task pane, click Classification. The Event Classification page is 

displayed. 



5 In the Classification of the Event ID section, you can mark the event as a 

primary report, a duplicate of a system suggested event ID, or manually assign it 

as a duplicate. 

a. If this is a primary event report, mark the Primary radio button. Continue to 

Step 6. 

b. If this is a duplicate event, mark the Duplicate of radio button, and use the 

dropdown list to see if the primary event ID number of which this record is a 

duplicate, is listed. If it is listed, select that ID. 

Click the Compare Events link to open the Summary Comparison for Event IDs 

section of this page. Compare the events to make sure you want to mark this 

event as a duplicate. 

Continue to Step 6. 

c. To mark this as a duplicate when the Primary Event ID is not listed in the 

system generated list, click the Manually assign as duplicate of radio button. 

Type the Primary ID number in the text box (activated upon clicking the radio 

button). 

Click the Compare Events link to open the Summary Comparison for Event IDs 

section of this page. Compare the events to make sure you want to mark this 

event as a duplicate. 

Continue to Step 6. 

6 The Safety Event Manager system automatically checks for events that meet the 

criteria for NQF Never Events. But in the Event Flags section, you are asked to 

determine if the event might also be classified as: 

- Joint Commission Sentinel Event 

- Potentially Compensable Event 

- National Patient Safety Goal Non-Compliant 

- Quality Improvement Referral 



- Peer Review Event 

- Risk Management Event 

Read each question and answer it as Yes or No. (optional) 

7 When you are ready, click Classify. The status that you assigned is now listed in 

the Class column for that event. 

How to Run a Duplicate Event Report 

The Duplicates option allows you to check to see if an event has any duplicates 

associated with it. 

Note: This option is only available if the event you are working with has been 

classified as a Primary event and is still an open and active event. 

To check for duplicates: 



3 Select an event from the My SRM Inbox. 

4 Scroll down in the task pane and click Duplicates. The report is displayed in a 

new window. 

- If the event does not have any duplicates associated with it, the report provides 

a message stating: No duplicate events exist for this event. 

- If an event has one or more duplicates, the report provides a side-by-side 

summary of the primary event report and the duplicate event report, as shown 

in the example report below. 



5 The top part of this page provides you with links that let you access the duplicate 

event, view the summary information for the duplicate event, and if there is more 

than one duplicate, you can compare the primary event to all duplicate events. 

a. To access the duplicate event, click on the Event ID number in the first column. 

b. To compare the primary event to a different duplicate, click on the word 

Compare in the column next to that Event ID. 

c. To view the event summary of a duplicate, click Event Summary in the column 

to the right of that Event ID. 

How to Change the Event Classification 

After an event has been classified, either by the auto-classification process or manual 

classification, there may be a need to change the classification. For example, if you find 

that an event that was marked as Primary is really a duplicate of another Primary 

event, it can be re-classified as a Duplicate. 

To re-classify an event: 



3 Select an event from the SRM Inbox. 

4 From the task pane, select Classification. The Event Classification page is 

displayed. 

5 In the Classification of the Event ID section, make the change you need. 

a. If you are changing a duplicate event to a primary event report, mark the 

Primary radio button. 

b. If you are changing a primary event to a duplicate event, mark the Duplicate 

of radio button, and use the dropdown list to select the primary event ID. If the 

primary event ID is not listed, click the Manually assign as duplicate of 

radio button. Type the Primary ID number in the text box (activated upon 

clicking the radio button). 

c. Click the Compare Events link to open the Summary Comparison for Event IDs 

section of this page. 

6 Make any necessary changes to the Event Flags section. Once you are sure you 

want to mark this event as a duplicate, click Classify. The new event classification 

is shown in the Class column of the Safety Event Manager Inbox for this event. 



How to Flag an Event for Agency Submission 

If your facility subscribes to Data Submission, once an event is classified as a 

Primary event you can flag the event for submission. Safety Event Manager allows for 

data submission to OSHA, Workers’ Compensation, and many state agencies. 

This section provides instructions on how to flag an event for submission. For more 

information about data submission, see “Data Management”, starting on page 223. 

To flag an event for data submission: 




4 From the task pane, under Submissions, select the reporting agency to which 

you want to submit this event data. 

The options that are made available depend both on the type of event you have 

selected (PSE or ESE), and the submission options your facility has subscribed to. 

Depending on your reporting agency, the Classification & Requirements page for 

the agency you selected opens in a new window. The example image below shows 

that the user is flagging the event for MEDMARX data submission: 



The page shows the event data on the left side, and the data submission form on 

the right. This is the format you will find whether you are flagging the event for a 

state agency, OSHA, MEDMARX, or Workers Compensation. 

5 You must determine if the event is eligible for submission or if further investigation 

is required. 

a. If you mark the event as eligible, the form will expand and ask you several more 

qualifying questions. You can complete the data now, or save the form to 

complete later. 

b. If you answer Yes or Pending Investigation to the eligibility question, the 

event will be placed into the Event Data Submission Inbox, where further 

management can be performed. For more information on data submission, see 

"Data Management", on page 223. 



How to Flag an Event as Patient Grievance 

The event classification options include Patient Grievance. 

To classify the event as Patient Grievance: 

1 Select an event from the event inbox and click Classification from the summary 

pane. The Event Classification window is displayed. 

2 Select Yes for Patient Grievance from the Event Flags and click Classify. A 

confirmation message is displayed. 

3 Click Close. The event is now classified as patient grievance and the patient 

grievance flag is added to the flags column in the summary pane. 

After an event has been classified as Patient Grievance, the grievance flag is 

displayed in the summary window when you select the event. 


This section describes the different ways you can review the details of an event without 

editing the event. 

These options are discussed in the following sections: 

• "How to View the Event Chronology Report", on page 54 

• "How to View the Working Copy of a Complete Event", on page 55 

• "How to View the Initial Report", on page 56 

• "How to View the Legal Copy", on page 57 

About the Event Details 

The actions that have been taken since a report was first submitted can be found in the 

Event Chronology report, the original data can be found in the Initial Report, the legal 

data can be found in the Legal Copy, and the ongoing information is found in the 

Working copy. To learn how to access all of the event details, refer to the sections that 

follow. 

How to View the Event Chronology Report 

The Event Chronology report allows you to view the activities that have occurred on 

the event from the date/time it was first reported to the present time. Activities can 



include items such as when the event was actually reported, the type of classification 

that was assigned, if a follow-up review was assigned, when a follow-up review was 

completed, when it was closed and so on. 

The Event Chronology can be viewed for completed events only, and is available to 

Event Managers, Custom Users, and Department Leaders that have the necessary 

privileges. 

To access the Event Chronology report: 




4 From the task toolbar, select Event Folder. The Event Folder opens in a new 

window. 

5 From the left pane of the Event Folder window, select Event Chronology. The 

chronology report is displayed in the same window. 

6 Click Print to print this page and Close to close the window. 

How to View the Working Copy of a Complete Event 

The Working Copy feature in the Open Events folder allows users with the necessary 

privileges to open a read-only preview page with the most current data on the event 

report. Unlike the Initial Report and the Legal Copy, the data on the Working Copy 

changes every time a change is made to the event report. 

To access, view, and print the Working Copy of a complete event: 






4 From the task toolbar, select Event Folder. The Event Folder opens in a new 

window. 

5 From the left pane of the Event Folder window, select Working Copy. A readonly 

view of the most recent event report for the selected event is displayed in 

the right pane of this same window. 


How to View the Initial Report 

The Initial Report option in Safety Event Manager allows Department Leaders, Event 

Managers, and Custom Users with the proper privileges to open a read-only preview 

page of the original report for the selected event. 

The Initial Report is created once a report has been submitted. Therefore, you do not 

have the option of viewing an Initial Report on an incomplete event. 

To access, view, and print the Initial Report: 






4 From the task toolbar, select the Event Folder icon. The Event Folder opens in a 

new window. 

5 From the left pane of the Event Folder window, select Initial Report. A readonly 

view of the complete original event report is displayed in the same window. 

Once this file has been created, the information does not change. If you want to 

see the most up to date information, you should open the working copy of the 

event. 


How to View the Legal Copy 

The Legal Copy option in Safety Event Manager allows Department Leaders, Event 

Managers, and Custom Users with the proper privileges to open a read-only preview 

page of the legal copy of the event report for the selected event. 

The Legal Copy is created once an event has been submitted. Therefore, you do not 

have the option of viewing a Legal Copy on an incomplete event. And, like the Initial 

Report, it does not change once the file has been created. 

To access, view, and print the Legal Copy: 






4 From the task toolbar, select the Event Folder icon. The Event Folder opens in a 

new window. 

5 From the left pane of the Event Folder window, select Legal Copy. A read-only 

view of a shortened version of the original event report is displayed in the same 

window. 

Once this report is generated, the information does not change. If you want to see 

the most up to date information, you should open the working copy of the event. 


Initial Report vs. the Legal Copy 

The fields that you will NOT see in the Legal Copy of a Patient Safety event report are listed in 

the following table: 

These questions... 

Affect this safety 

event form... 

[KEY] PSE=Patient Safety Event, ESE=Employee Safety Event, VSE=Visitor Safety 


• From the Addition Event Information section: 



These questions... 

Affect this safety 

event form... 

[KEY] PSE=Patient Safety Event, ESE=Employee Safety Event, VSE=Visitor Safety 


• During which care process was this initiated? 

• During which care process did this occur? 

• During which care process was this discovered? 

PSE 

PSE 

PSE 

• From the When/Where section: 

• Was another area involved? 

• Was an external facility involved? 

• Which facility? 

PSE 

PSE 

PSE 

• From the Who section: 

• Is this event the reason for the current admission? 

• Time to this admission following prior discharge 

•Admit Diagnosis 

• Admit Source 

• Discharge Diagnosis 

• Discharge Date 

• Discharge Status 

• Indicate the severity 

• Indicate the degree of harm 

• Did you or anyone else have a role in this event? 

• How involved table 

PSE 

PSE 

PSE 

PSE 

PSE 

PSE 

PSE 

PSE, ESE, VSE 

PSE, ESE, VSE 

PSE, ESE, VSE 

PSE, ESE, VSE 

• From the Why section: 

• Do you know why the event might have occurred? 

• Contributory Factors table 

PSE, ESE, VSE 

PSE, ESE, VSE 

• From the Reporter Information section: 

• Did you or anyone else have a role in this event? 

• In your opinion, could this event have been prevented? 

PSE, ESE, VSE 

PSE, ESE, VSE 

Audit Trail Report 

An Audit Trail Report is available in the event folder. This report maintains a record of 

modifications to the event reporting form by date, time, and user name. The following 

is an example of a report that show changes to the severity and time: 



You must be assigned the “Audit Trail Report of an Event” privilege to access this 

report. The privilege is available for the following roles: 

• Event Manager 


•Analyst 

•Custom Users 




This section describes the different tasks you can perform on open and active events. 

These tasks are discussed in the following sections: 

• "About Open/Active Events", on page 61 

• "How to Edit Open/Active Events", on page 62 

• "How to Attach Documents/Images to an Event", on page 62 

• "How to Add and View Event Notes", on page 65 

• "How to Close an Event", on page 67 

• "How to Delete an Event", on page 68 

How to view the Affected Person History Report 

By using the Affected Person History option, you can see if any events have been 

submitted for this person. If your facility has Quantros Feedback Manager, you can see 

if any tickets have been submitted for this person as well. 

To run an Affected Person History report: 




4 From the task pane, select Affected Person History. 

5 The Patient Safety & Risk History Profile page is displayed. If your facility also uses 

Quantros Feedback Manager, use the dropdown menu at View Affected Person 

History From to indicate if you want to view the history of SRM events only, or 

SRM events and Feedback tickets. 

If applicable, the history of events and/or tickets for the selected affected person is 

displayed. 

About Open/Active Events 

An open/active event is any event that is complete and has been submitted and is NOT 

closed. The event could be a primary or duplicate event, or even not yet classified. 



Open/active events are stored in the Open Events folder in the SRM Inbox. The tasks 

that can be performed on these events include editing, closing, deleting, adding notes, 

and attaching documents/images. 

How to Edit Open/Active Events 

Users with access to the Open Events folder and have the necessary privileges, will 

have access to make edits to their open/active events. 

To edit a complete event report: 




4 From the task toolbar, select Edit. 

5 The event report is opened in edit mode. You can now make modifications to the 

report and resubmit it. 

The event is no longer in my inbox. What happened to the event? 

If the edits that were made changed any of the following fields, the event record may 

no longer be in your inbox, depending on the assignment rules set up at your facility. 

• Affected Party 

• Event Type 

• Near Miss/Actual 

• Department/Service Area 

• Department/Service Area Involved 

• Harm Score 

For example, if you are the Event Manager for Medication Errors, but not for Adverse 

Drug Reactions, a change in the event type from Medication Error to Adverse Drug 

Reaction would remove the event from your inbox, and add it to the inbox of the 

Event Manager for this new event type. 

Do I need to notify anyone of the change? 

No. An FYI Mail notice is automatically sent to any user that was affected by this 

change. Using the example above, any user responsible for the Adverse Drug 

Reaction events would be notified. 

How to Attach Documents/Images to an Event 

The Attach Document/Image option allows users that have the necessary privileges to 

attach any pertinent document or image file to an event report in Safety Event 

Manager. 



For example, you may want to attach a picture of a hazardous area, a patient’s wound, 

or you may need to attach a police report, a hand written event, or lab results from 

another facility, and so on. The next sections discusses how to attach these files to an 

event. 

Files that are attached in Safety Event Manager must adhere to the following format 

rules: 

• The file name cannot contain any of the following special characters: ` ' ~ , ; ! @ # 

$ % ^ & ( ) - [ ] { } \ / : * ? “ < > |. Note the underscores are allowed. 

• The file extension must be one of the following: .doc, .docx, .tif, .txt, .jpg, .jpeg, 

.gif, .xls, .xlsx, .ppt, .pptx, or .pdf. 

• The file size cannot exceed 3MB. 

Note: This option is only available if the event you are working with has been 

classified as a Primary event and is still an open and active event. 

To attach a document to an event report: 




4 From the task toolbar, select the Attach Document/Image (paper clip) icon. 

The Document/Image Manager page is displayed. 



5 From the Document Type dropdown menu, select the type of file you are 

attaching. 

6 At Provide Image/Document Name, type in a descriptive name for the 

document or image you are about to attach. This is not the actual filename, but 

rather a description of the file. For example, if you were attaching a picture of an 

overflowing Sharps container, you might enter Sharps Photo or Evidence 1 for 

instance. Provide a name that you will remember later if you need to track it 

down. 

7 At Access Privileges indicate whether you want to share (Public) the 

document/image with other users, or attach it as a document that only you can 

view (Privileged). 

8 In the Image/Document Description text box, enter a description of the image 

or document you are about to attach (up to 500 characters). 

9 Click Continue. The second page of the Document/Image Manager is displayed. 



10 Click Browse... to locate the actual document or image you want to attach to this 

event. 

a. Use the Choose File dialog box to locate the file. 

Reminder 

Make sure that the file you are attaching: 

• Does not exceed 3MB in size 

• Has one of the following file extensions: .doc, .docx, .tif, .txt, .jpg, .jpeg, 

.gif, .xls, .xlsx, .ppt, .pptx, or .pdf. 

• Does not contain the following special characters: ` ' ~ , ; ! @ # $ % ^ & ( 

) - [ ] { } \ / : * ? “ < > | 

b. Click Open. The Choose File dialog closes, and the file path and name are 

displayed. 

11 Click Attach. The file is attached and is listed at the bottom of the 

Document/Image Manager page. 

How to Add and View Event Notes 

The Add/View Notes option allows users with the appropriate privilege to add notes to 

an event or follow-up review and to view public, and in some cases, privileged, notes. 



Public means that the note is available to yourself and any other user that has access 

to that event. Privileged means that the note can be viewed only by users with 

necessary privileges. 

To add or view a note: 




4 From the task toolbar, click on the Notes icon to open the Event Notes page. 

5 Type in a note up to 1000 characters in length. 

6 Assign an access privilege of Public or Privileged. When you add a privileged 

note, only yourself and those users with the appropriate privilege can see the 

note in this section. Public notes can be seen by anyone who has access to this 

event and has the appropriate privilege. 



7 Click Add Note. The note is added to the Event Notes section on the bottom of 

the page. 

8 To access the note later, or to view public notes entered by other users, repeat 

Step 1 through Step 4 above. 

How to Close an Event 

The Close Events option allows Custom Users and Event Managers with the necessary 

privileges to close events that do not need any further investigation, and no further 

notification is required. 

When you close an event report, any associated duplicate events, current Follow-up 

Reviews, and FYI mails are also closed. The information in closed events is still 

available for reporting, and if needed the event report can be re-opened at any time. 

To close an event report: 






4 From the task pane, select Event Closure. The Event Closure page is displayed. 

5 Select the closure type that best fits the reason you are closing this event. 

6 If you want, you can provide comments/notes (up to 950 characters) in the 

provided text box. 

7 To close the event at this time, click Submit. To quit without closing, click Cancel. 

How to Delete an Event 

The Delete This Event option allows Custom Users and Event Managers to permanently 

delete events from the Open Events folder, regardless of the event’s classification 

status. 

If an event has already been submitted to an external submission agency, it is up to 

the individual facility to decide whether to re-submit. 

Caution! Deleted events are irretrievable, and any item such as notes, submissions, 

and RCAs are deleted along with the event they are associated with. 

To delete an event: 




4 From the task pane, select Delete This Event. The Event Deletion page is 

displayed. 



5 Provide some deletion comments/notes and click Submit. The following message 

is displayed: 

6 If you are sure you want to permanently delete the event, click OK. At the 

confirmation page, click OK. To quit without deleting the event, click Cancel. 




This section provides the information you need to understand and manage FYI Mail. 


• "About FYI Mail", on page 70 

• "How to Access and Read FYI Mail", on page 70 

• "How to Send an FYI Mail", on page 72 

• "How to Reply to FYI Mail", on page 73 

• "How to Delete an FYI Mail", on page 76 

About FYI Mail 

FYI Mail is an internal notification feature built into Safety Event Manager. Each FYI Mail 

notice is associated with a single event or follow-up review. The FYI Mail that is sent to 

you is placed in the FYI Mail folder in your SRM Inbox. For details on accessing the FYI 

Mail folder, see "How to Access and Read FYI Mail", on page 70. 

FYI Mail is automatically sent in each of the following two situations: 

1 Data Change Alerts. A change is made during the editing of an event that 

changes the ownership of an event. 

2 Manually. Someone manually sends you a FYI Mail notice regarding an event or a 

follow-up review. For more information on manually sending an FYI Mail notice, 

see "How to Send an FYI Mail", on page 72. 

What are data change alerts? 

Data change alerts notify Safety Event Manager users when there is a change to any 

of the following safety event fields: 


• Near Miss/Actual Classification 

• Affected Person 

• Harm Score/Severity Level 

• Event Department (Patient and Visitor events only) 

• Involved Department (Patient and Visitor events only) 

• Employee Designated Department (Employee events only) 

When any of these fields are changed, an FYI Mail message is sent to users who have 

the affected event in their inbox. Furthermore, if the department or event type is 

changed, the event report could be removed from a user’s inbox in certain situations. 

How to Access and Read FYI Mail 

No matter which way you receive an FYI Mail message, it is always added to your FYI 

Mail folder in the Safety Event Manager Inbox. 



To access and read your FYI Mail: 


2 Select the FYI Mail folder from the left pane. 

3 Select an item from the My SRM Inbox. The FYI Mail message is displayed in the 

preview pane. 

- If the FYI Mail contains a message that was manually sent or auto-sent, the 

message is displayed at the top of the preview pane, as shown in the following 

example: 

The event summary information may or may not be displayed. It depends on 

whether the sender indicated they wanted to include it in the FYI mail or not. 

- If the FYI Mail was received due to a data change alert, a table showing the 

changed data is displayed at the top of the preview pane, as shown in the 

following example: 



- If the FYI Mail was received because the event met an alert profile’s criteria, the 

preview pane looks exactly like the event’s preview pane and shows you the 

event summary information, as shown in the following example: 

How to Send an FYI Mail 

The Send FYI Mail option allows users with the correct privilege to send a notification 

from Safety Event Manager to certain users at your facility, as long as they have a valid 

email address in their profile page. 

To send an FYI Mail notice for an event: 




4 From the task toolbar, click on the FYI Mail icon to display the FYI Mail page. 



5 Select a Recipient Group, then select one or more recipients from the Select 

Mail Recipients box. Use the arrows in the center of the two boxes to move the 

selected name(s) to the Selected Mail Recipients box. 

6 If you want the event summary to be shown in the preview section of the FYI Mail, 

mark the Show Event Summary in the FYI Mail check box. Because the Event 

Summary information can contain patient specific information, the default is 

unchecked, which indicates it is set to NOT display the Event Summary data. 

7 In the Subject text box, enter a subject (up to 80 characters). 

8 In the Message box, type a message (up to 2000 characters in length). 

9 Click Submit. The message will be sent, and a record will be placed in the 

recipient’s FYI Mail folder. 

How to Reply to FYI Mail 

The FYI Reply option allows you to reply to the FYI mail from within the Safety Event 

Manager system. You can also select any other user that is in the available mail 

recipients box when you reply. 



To reply to an FYI mail: 



3 Select an FYI Mail item from the My SRM Inbox. 

4 From the task toolbar, click the Reply icon to open the FYI Mail page in reply 

mode. 

5 Select a Recipient Group, then select one or more users from the Select Mail 

Recipients box. Use the arrows in the center of the two boxes to move the 








7 The original email is shown in the Message box. Enter your reply at the top of the 

message box. 

8 Click Submit. The reply is sent and the window is closed. To quit without sending 

a reply, click Cancel. 



How to Delete an FYI Mail 

The Delete FYI Mail option allows you to permanently remove a selected FYI Mail from 

your Inbox. 

To delete an FYI Mail: 



3 Select an FYI Mail item from the My SRM Inbox. 

4 From the task pane, select Delete FYI Mail. 

The following message is displayed. 

Caution! The record will be permanently deleted, and cannot be retrieved if deleted 

accidently, so please be sure you want to delete this record prior to clicking OK. 

5 If you sure you want to permanently remove this record, click OK. To quit 

without deleting the record, click Cancel. 




This section provides the information you need to understand and manage incomplete 

events. 


• "About Incomplete Events", on page 77 

• "How to View the Working Copy for an Incomplete Event", on page 77 

• "How to Open, Edit, and Submit Incomplete Events", on page 78 

• "How to Delete an Incomplete Event", on page 80 

About Incomplete Events 

Incomplete events are those events that were started but saved as incomplete when 

either time ran out or you did not have enough information to complete the event 

report. 

When an event is saved as incomplete, a copy of the incomplete data entry form is 

added to the Incomplete Events folder for 1) the user who saved the event as 

incomplete, 2) the Event Managers responsible for managing the event type that was 

identified in the report, and 3) if a department was identified in the incomplete event 

report, the Department Leaders responsible for the departments identified in the 

incomplete event report. 

Please note that if an event is entered anonymously, the event is added to the inbox of 

the Event Manager, Custom User, and Department Leader, but the anonymous user 

does not have an inbox. For information on accessing incomplete events as an 

anonymous user, see "How to Complete an Incomplete Saved Event Report", on page 

27. 

Which tasks can be performed on an incomplete event? 

While an event report is in the incomplete status stage, there are a couple of tasks 

that can be performed. For instance, you can access the Working Copy of the event to 

get a quick review of what was and was not added. Using the Edit option, you can 

complete the event and make any changes from the original data, then submit the 

event. 

When an incomplete event is saved, it is made available to different 

users, can all users perform these tasks? 

Yes. These tasks can be performed by either the person who started the event, the 

Event Manager (or Customer User) who has the event in their inbox, and the 

Department Leader who has the event in their inbox. 

However, if an incomplete event was submitted by an Anonymous user, and it is 

edited by an Event Manager, Custom User, or Department Leader, it will no longer be 

available to the anonymous user. 

How to View the Working Copy for an Incomplete Event 

The Working Copy option in task toolbar of Incomplete Events folder allows users with 

the necessary privileges to open a read-only preview page with the most current data 



on the event report. Unlike the Initial Report and the Legal Copy, the data on the 

Working Copy changes every time a change is made to the event report. 

To access and view the Working Copy of an incomplete event: 


2 Select the Incomplete Events folder from the left pane. 

3 Select an event from the inbox. The task pane and task toolbar are displayed at 

the bottom of the inbox. 

4 From the task toolbar, click Working Copy. 

The Working Copy Preview page opens in a new window showing you a read-only 

view of the most recent event report for the selected event. From here you can 

see which fields still need more information and verify the fields that have been 

completed. 

If you see the Print button, you can print this copy. If you do not see the Print 

button it is because your user role and/or privileges does not allow it. 

How to Open, Edit, and Submit Incomplete Events 

For users with a login credentials (login ID and password), the Edit option, which is 

located in the task toolbar in the Incomplete Events folder in the Safety Event Manager 

Inbox, is used to open your incomplete event so it can be completed and submitted. 

But for those users who entered the event using the SRM anonymous reporting 

option, you need to use the Complete My Event option, which is located on the SRM 

Home page. 



How to open an incomplete event report from your inbox: 



3 Select an event from the inbox. The task pane and task toolbar are displayed at 

the bottom of the inbox. 

4 From the task toolbar, click Edit. 

5 The event form is opened and displays all the data that you saved previously. 

Complete the form and click Submit. 

How to open an incomplete event from the Home page: 

Reminder: If an incomplete event was submitted by an Anonymous user, and it is 

edited by an Event Manager, Custom User, or Department Leader, it will no longer be 

available to the anonymous user. 

1 Access the SRM home page for your facility. 

2 In the right frame of the Safety Event Manager Home page, the Complete My 

Event section is displayed. 

3 Put your cursor in the Event ID field, enter the entire Event ID for the report you 

want to open, and click Go. 



4 The event form is opened and displays all the data that you saved previously. 

Complete the form and click Submit. 

What happens to the event once it is submitted? 

Once an event is submitted, an email is generated and sent to the following staff: 

• Employees with the role of Event Manager or Customer User, based on the event 

type assignment at your facility. 

• Employees with the role of Department Leader, based on the department 

assignment at your facility. 

• Executives at your facility, based on the notification decisions made at your facility. 

The email notifies these users what steps they need to take to get the information on 

the reported event. 

How to Delete an Incomplete Event 

The Delete Event option, when accessed in the Incomplete Events folder, allows users 

with the proper privileges to permanently delete an incomplete event without finishing 

and submitting the report. 

To delete an incomplete event: 



3 Select an incomplete event item from the My SRM Inbox. 



4 From the task pane, select Delete Event. The Event Deletion page for the 

selected event is displayed. 

5 Provide some deletion comments/notes and click Submit. A confirmation 

message asking if you are sure you want to delete the event is displayed: 

6 If you are sure you want to permanently delete the incomplete event, click OK. 

The incomplete event is removed from your Inbox and from the Safety Event 

Manager database. To quit without deleting the event, click Cancel. 




This section provides the information you need to understand and manage closed 

events. 


• "About Closed Events", on page 82 

• "How to Re-open an Event", on page 82 

• "How to Delete a Closed Event", on page 83 

About Closed Events 

Closed Events are listed in the Closed Events folder in the SRM Inbox. Only users with 

the necessary privileges will have this folder in their inbox. Events can be closed by 

users with the role of Event Manager and Custom User only. For more information on 

closing events, see "How to Close an Event", on page 67. 

How to Re-open an Event 

The Re-open Events option allows you to re-open closed events whenever further 

investigation or notification is required. However, it is important to note that any 

associated duplicate events that were closed with the event will no longer be available, 

however, you can view the summary of the duplicate events via a link in the primary 

event record. 

To re-open a closed event: 


2 Select the Closed Events folder from the left pane. 


4 From the task pane, select Re-Open Event. The Re-Open Event page is 

displayed. 



5 Enter the reason (up to 2000 characters) that explains why you are re-opening 

this event, and click Submit. To quit without re-opening the event, click Cancel. 

What happens to the event once it is opened? 

Once a closed event is re-opened, it is put back into the inbox of the each user that 

was assigned to this event before it was closed. Or, in the event the assignments 

have changed, it is moved into the inbox of the new Event Manager, Department 

Leader, and so on. 

How to Delete a Closed Event 

The Delete This Event option allows Event Managers and Custom Users with the 

necessary privileges to permanently delete events from the Closed Events folder. 

If an event has already been submitted to an external submission agency, it is up to 

the individual facility to decide whether to re-submit. 

Caution! Deleted events are irretrievable, and any items such as notes, 

submissions, and RCAs are deleted along with the event they are associated with. 

To delete a closed event: 


2 Select the Closed Events folder from the left pane. 


4 From the task pane, select Delete This Event. The Event Deletion page for the 

selected event is displayed. 



5 Provide some deletion comments/notes and click Submit. A confirmation 

message asking if you are sure you want to delete the event is displayed: 

6 If you are sure you want to permanently delete the incomplete event, click OK. 

The incomplete event is removed from your Inbox and from the Safety Event 

Manager database. To quit without deleting the event, click Cancel. 




This section provides the information you need to understand and manage follow-up 

reviews. 


• "About Follow-up Reviews", on page 85 

• "How to Assign a Follow-up Review", on page 85 

• "How to Conduct a Follow-up Review", on page 87 

• "How to Send an FYI Mail for a Follow-up Review", on page 88 

• "How to Add/View a Note for a Follow-up Review", on page 92 

• "How to Extend the Follow-up Review Due Date", on page 93 

• "How to Check the Status of a Follow-up Review", on page 94 

• "How to Delete a Follow-up Review", on page 95 

About Follow-up Reviews 

Follow-up review forms should be assigned for any event that requires further 

investigation. Review forms are used to analyze the underlying cause of an event and 

to identify which process failed and why the process failed. This information can help 

your facility leaders to develop risk reduction strategies and corrective action plans to 

avoid future occurrences of the same incident. 

There are two types of follow-up reviews that can be assigned in Safety Event Manager, 

1) General Investigation, and 2) Root Cause Analysis (RCA). 

You can assign multiple General Investigation forms for one event, and this form can 

be assigned to multiple users. However, only a single RCA form can be assigned to an 

event, and it can only be assigned to one user. 

How to Assign a Follow-up Review 

In order to assign a follow-up review, you must have the necessary privileges assigned. 

Refer to the table above. 

Follow-up reviews should be assigned to users who can add more detailed information 

into a specific event. The information collected through follow-up reviews can be critical 

to preventing future occurrences of the same incident. 

To assign a follow-up review: 


2 Select the Open Events folder. 

3 Select an event from the My SRM Inbox pane. 



4 From the task pane, click Assign Follow-up. The Assign Follow-up for Event ID 

form is displayed. 

5 In the Follow-up Action section: 

a. Select the option that is required for this event. Select from: Assign new 

follow-up review and Assign/Share completed and past due review. 

b. Select the applicable follow-up review form. 

c. Select the date the review should be completed by. 

6 In the Selection of Reviewer section, perform one or more of the following 

options: 

a. Select one or more reviewers from the Available Staff box and use the arrows 

(> or >>) to move the names to the Selected Staff box. 

Reminder: You can assign multiple General Investigation forms for one 

event, and this form can be assigned to multiple users. However, only a single 

RCA form can be assigned to an event, and it can only be assigned to one 

user. 

b. Assign the event to yourself (Assign to SELF). 

c. Assign to an EXTERNAL REVIEWER. 

• If you choose to assign the review to an external reviewer, new fields are 

displayed. Enter the reviewer’s first and last name. The review will be sent to 



your own Follow-up Reviews folder in Safety Event Manager. You can then 

complete the review based on input received from the external reviewer. 

7 In the Follow-up Assignment Comments/Notes section: 

a. Enter a note in the text box (up to 1000 characters). 

b. Click Assign to complete the review assignment. Click Cancel to quit without 

assigning the review form. 

8 The Follow-up Assignment History and Status section provides a record of all 

the reviews that have been assigned for this specific event. From this section, you 

can also delete reviews that still have a status of Pending (see How to Delete a 

Follow-up Review), and you can extend the date of a review (How to Extend the 

Follow-up Review Due Date) that is near or past due. 

How will the user know that a review has been assigned? 

Once you assign a review to a user, a notice is sent to the email address on file for 

that user. Also at this time, the event form and a record of the Working Copy of the 

event is added to the user’s Follow-up Reviews inbox folder. 

How to Conduct a Follow-up Review 

The Conduct Follow-up Review function allows users with appropriate privileges to 

complete a follow-up review form that was assigned to them. 

Each form has its own unique questions and fields, however, the tasks for completing 

the forms are the same. 

To conduct an assigned follow-up review: 


2 Select the Follow-up Reviews folder. 

3 Select a review from the My SRM Inbox pane. 

4 From the task pane, click Conduct Follow-up. The review form which has been 

assigned to this record is opened and displayed in the Add/Edit Follow-up Review 

Form window. 

5 Use the left side of this page to view the Working Copy of the Event Report. 

6 On the right side of the page, complete as many fields as possible. Keep in mind 

that all fields with an asterisk (*) require an answer. The more information that 

you can provide, even when not required, will provide more information for others 

to make crucial decisions. 

7 If you have completed at least all the required fields, and you are satisfied that the 

form is as complete as you can make it, you can save the form. 



- To save the report, go to 

the last section of the 

page, titled Electronic 

Signature & Review 

Completion Certification 

and left click on the check 

box following the 

statement that reads: I 

have verified the facts 

around the event from available documentation and used my best judgement in 

completing the form. 

- Next, left click in the Date Complete box to open the date calendar. Select 

today’s date. 

- Scroll to the bottom of the page, and click Save. 

8 To save the review form and return to complete it later, skip the Electronic 

Signature & Review Completion Certification section. Scroll to the bottom of the 

page and click Save. 

What happens to my review once I complete and save it? Do I need to 

notify the person who assigned the review? 

Once you verify and save the review form, it is given a status of ‘Complete’. At this 

time, an email is auto-generated and sent to the person who assigned the review to 

notify them that the review has been completed. 

There is no need for you to contact anyone unless your facility policies indicate 

otherwise. 

How to Send an FYI Mail for a Follow-up Review 

The Send FYI Mail option allows users with the correct privilege to send a notification 

from Safety Event Manager to anyone in your facility who has been registered in Safety 

Event Manager, and who has a valid email address in their profile page. 

Just as you can send an FYI Mail when managing events, you can also send one while 

managing your follow-up reviews. But, although the FYI mail is being sent from the 

follow-up review, the FYI is still attached to the event report. 

To send an FYI Mail notice for a follow-up review: 


2 Select the Follow-up Review folder from the left pane. 

3 Select a follow-up review item from the inbox. 

4 From the task toolbar, click on the FYI Mail icon to open the FYI Mail page. 



5 Select a Recipient Group, then select one or more recipients from the Select 

Mail Recipients box. Use the arrows in the center of the two boxes to move the 






7 In the Subject text box, enter a subject (up to 80 characters). 

8 In the Message box, type a message (up to 2000 characters in length). 

9 Click Submit. The message is sent, and a record is placed in the recipient’s FYI 

Mail folder. 



How to Attach a Document to a Follow-up Review 

The Attach Document/Image option allows users that have the necessary privileges to 

attach any pertinent document or image file to a follow-up review in Safety Event 

Manager. 

For example, you may want to attach a picture of a hazardous area, a patient’s wound, 

or, you may need to attach a police report, a hand written event, or lab results from 

another facility, and so on. The next sections discusses how to attach these files to an 

event. 

To attach a document to an event report: 


2 Select the Open Events folder from the left pane, and select an event. 

3 From the task toolbar, select the Attach Document/Image (paper clip) icon to 

open the Document/Image Manager page. 

4 From the Document Type dropdown menu, select the type of file you are 

attaching. 

5 At Provide Image/Document Name, type in a descriptive name for the 

document or image you are about to attach. This is not the actual filename, but 



rather a description of the file. For example, if you were attaching a picture of an 

overflowing Sharps container, you might enter Sharps Photo, or Evidence 1, etc. 

Provide a name that you will remember later if you need to track it down. This 

step is required. 

6 At Access Privileges indicate whether you want to share (Public) the 

document/image with other users, or attach it as a document that only you can 

view (Privileged). 

7 In the Image/Document Description text box, enter a description of the image 

or document you are about to attach (up to 500 characters). 

8 Click Continue. The second page of the Document/Image Manager is displayed. 

9 Click Browse... to locate the actual document or image you want to attach to this 

event. 

a. Use the Choose File dialog box to locate the file. Make sure that the file does 

not exceed 3MB in size. 

b. Click Open. The Choose File dialog closes, and the file path and name are 

displayed. 

10 Click Attach. The file is attached and is listed at the bottom of the 

Document/Image Manager page. 



How to Add/View a Note for a Follow-up Review 

The Add/View Notes option allows users with the appropriate privilege to add notes to 

an event or follow-up review and to view public, and in some cases, privileged, notes. 

Public means that the note is available to yourself and any other user that has access 

to that event. Privileged means that the note can be viewed only by users with 

necessary privileges. 

To add or view a note: 


2 Select the Follow-up Reviews folder from the left pane. 

3 Select a follow-up review from the My SRM Inbox. 

4 From the task toolbar, click on the Notes icon to open the Event Notes page. 

5 Type in a note up to 1000 characters in length. 

6 Assign an access privilege of Public or Privileged. When you add a privileged 

note, only yourself and those users with the appropriate privilege can see the 

note in this section. Public notes can be seen by anyone who has access to this 

event and has the appropriate privilege. 



7 Click Add Note. The note is added to the Event Notes section on the bottom of 

the page. 

8 To access the note later, or to view public notes entered by other users, repeat 

Step 1 through Step 4 above. 

How to Extend the Follow-up Review Due Date 

If a Follow-up Review form is two or less days from reaching the Due Date, or is past 

due, the user who assigned the Follow-up Review can extend the due date. 

To extend the due date on a Follow-up Review: 




4 From the task pane, click Assign Follow-up. The Assign Follow-up page is 

displayed in a new window. 

5 Scroll to the bottom of this page to the Follow-up Assignment History and 

Status section. 

If there are any follow-up reviews that are 2 or more days from the due date or 

over due, a check box is displayed in the Extend column, as shown in the 

example below: 



6 Click on the check box. This makes the Due Date field an editable field with a 

calendar tool to the right of the field. 

7 Change the date, and click Extend. 

How to Check the Status of a Follow-up Review 

The Follow-up Status option lets you view a quick report on the status of all the followup 

review forms that have been assigned to a single event. 

To check the status of follow-up reviews for a single event: 




4 From the task pane, click Follow-up Status. The Follow-up Status page is 

displayed, and looks similar to the following: 

5 If the Review Form Name column lists the review in blue font, then you can click 

on the name to see a preview of the form. You can print this report or close the 

report after viewing. 

How can I check the status of all the follow-up reviews that I have 

assigned? 

The Assigned Follow-up Summary option allows users with necessary privileges to 

view a summary report directly from the Safety Event Manager Inbox page. For more 

information on using this option, see "How to Run an Assigned Follow-up Reviews 

Report", on page 98. 



How to Delete a Follow-up Review 

Follow-up Review assignments can be deleted if you assign a follow-up review in error, 

or find the need to delete a review for any other reason before the intended user has 

acted upon it. Completed or In-progress follow-up reviews cannot be deleted. 

To delete a Follow-up Review assignment: 




4 From the task pane, select Assign Follow-up. The Assign Follow-up for Event ID 

form is displayed. 

5 Scroll to the bottom of the page to the Follow-up Assignment History and 

Status section. Locate the assignment that you want to delete. 

6 In the Delete column, click on the [X] for the review you want to delete. Note 

that if an [X] is not displayed in the Delete column, the assignment is no longer 

eligible for deletion. 

7 When the confirmation message appears and asks if you are sure, click OK to 

delete the selected follow-up review. 

Caution! Be careful when deleting Follow-up Review forms. Once you click OK in the 

confirmation window, the follow-up is deleted and cannot be retrieved. 



Managing Groups Tasks 

This section provides the information you need to understand how to manage tasks 

that can be performed on a group of tasks. 


• "About Group Tasks", on page 96 

• "How to Run an Open Events Summary Report", on page 96 

• "How to Run an Assigned Follow-up Reviews Report", on page 98 

• "How to Close Multiple Events", on page 98 

• "How to Delete Multiple FYIs", on page 101 

About Group Tasks 

The options that allow you to 

perform a single task on a group 

of events, follow-up reviews, or 

FYI mail items are located in the 

left pane of the Safety Event 

Manager Inbox. This is because 

task toolbar or task pane 

options require you to select a 

specific item before you can 

access the tasks. 

The tasks the are available in 

the left pane are determined by 

your user privileges. Assuming 

you have all access to all group 

tasks, you would see the 

following options: 

• Open Events Summary 

• Assigned Follow-up 

Summary 

• Multi-Event Closure 

• Multi-FYI Deletion 

The instructions for performing 

these tasks are discussed in the sections that follow. 

How to Run an Open Events Summary Report 

The Open Events Summary option allows you to run a quick report on all the open 

events in Safety Event Manager. This report provides you with the following 

information: 

• Event ID 

• Event Date 

• Harm Score 




• Nature 

• Department where the event occurred 

• Department that was also involved 

• Brief factual description 

• Number of assigned Follow-up reviews 

To run an open event summary report: 


2 Click on the Open Events Summary quick link in the left pane. The report 

window is opened. 

3 Before the report can be displayed, you must first select an Event Data Source. 

The available options are determined by your facility’s setup. The default setup’s 

options include: Patient, Employee/Staff, and Visitor. 

4 Modify any other parameters as is necessary. 

5 Click Run Report. 

The results are displayed in the right pane. 

For more information on running, saving, and printing reports and exporting data, 

refer to Chapter 6, “Analysis & Reports”. 



How to Run an Assigned Follow-up Reviews Report 

The Assigned Follow-up Reviews option allows you to run a quick report on all the 

assigned events in Safety Event Manager. This report provides you with the following 

information: 

• Event ID 

• Follow-up Form 

• Assigned By 

• Assigned To 

• Completion Status 

• Follow-up Complete Date 

• Event Status 

• Due Date 

• Comments/Notes 


• Department where the event occurred 

• Department that was also involved 

To run an assigned follow-up reviews summary report: 


2 Click on the Assigned Follow-up Summary quick link in the left pane. The 

report window opens. The parameters are displayed in the left pane, and the 

report results are displayed in the right pane. 

For more information on running, saving, and printing reports and exporting data, 

refer to Chapter 6, “Analysis & Reports”. 

How to Close Multiple Events 

The Multi-Event Closure option allows you to close multiple events that do not need any 

further investigation. 

When you close event reports, any associated duplicate events, current follow-up 

reviews, and FYI mails are also closed. The information in closed events is still available 

for reporting, and if needed the event report can be re-opened at any time. 



Tips 

- If an event has any Incomplete or Pending follow-ups that have a duedate 

on or after the current date then the event cannot be closed. 

- If an event has a Pending Follow-up review that is past due, then the event 

will be closed and the Follow-up will be removed from the appropriate Inbox. 

- If an event is currently classified for one or more Data Submissions, it 

cannot be closed. 

- Closed primary events remain in the Inbox under Closed Events in the left 

pane, but any associated duplicate events are closed and removed from the 

Inbox. 

To close multiple events: 


2 Click on the Multi-Event Closure quick link in the left pane. The Multi-Event 

Closure page is displayed. 

3 Indicate whether you want to close the events based on the Event Date 

(occurrence date) or the Event Reporting Date (entry date). 

4 Select a date range. Choose from a list of predefined dates, or specify a date 

range. 



5 Click Next. The events for the selected date range are displayed in a new page. 

6 The default results are based on All Event Types and All Departments. To 

narrow your closure parameters even further, you can filter out some of the 

records by changing these settings. If you make a change, follow up by clicking 

Go. The records based on the closure criteria are displayed. 

7 Select a Closure Type and enter your Closure Comments. Both these elements 

will be added to each event record that you are closing. 

8 Next, from the list of events shown, mark the Event Closure check box for those 

events you want to close. Or, to close all the events in the list, click Select All at 

the bottom of the page. 

9 Click Close Events. When the confirmation message appears, click Yes to close 

the selected event records. 



How to Delete Multiple FYIs 

The Multi-FYI Deletion option allows you to delete multiple FYI Mail messages from 

your Inbox. 

To delete multiple FYI Mail messages: 


2 Click on the Delete Multiple FYIs quick link in the left pane. The Multi-FYI 

Deletion page is displayed. 

3 Indicate whether you want to delete FYI Mail based on the Event Date 

(occurrence date), the Event Report Date (entry date), or the FYI Mail 

Received Date. 

4 Select a date range. Choose from a list of predefined dates, or specify a date 

range. 



5 Click Next. A list of FYI mails matching your criteria is displayed. 

6 The default results are based on All Event Types and All Departments. To 

narrow your deletion parameters even further, you can filter out some of the 

records by changing these settings. If you make a change, follow up by clicking 

Go. The records based on the closure criteria are displayed. 

7 Next, from the list of FYI Mail messages shown, select the Delete check box for 

those events you want to delete. Or, to delete all the FYI Mail messages in the list, 

click Select All to Delete at the bottom of the page. 

8 Click Delete FYIs. When the confirmation message appears and asks if you are 

sure, click Yes to delete the selected FYI Mail messages. 

Note: When you delete FYI Mail using the Multi-FYI Deletion feature, the selected 

mail items are removed from your FYI Mail folder. However, the FYI Mail items can 

still be accessed through the event’s Event Folder. 


6 Analysis & Reports 

How to create, generate, and work 

with reports 

In this chapter we will look at the different types of reports that can be created and 

generated, and how to view, print, and export them. 

Safety Event Manager allows you to create a variety of reports. These reports can be 

used to compare events over a single period of time, or show trends that help to make 

comparisons, and therefore, decisions at a glance. 


• "Reporting Solutions", on page 104 

• "Access, Run, Modify, and Save Reports", on page 104 

• "Create a PDF, Export Results, and Print Reports", on page 111 

• "Working with Graphical Report Results", on page 113 

• "Working With Tabular Report Results", on page 116 

• "About the My Reports Option", on page 118 

• "About the Standard Report Options", on page 119 

• "External Comparative Reports", on page 132 

• "Indicator Scorecard", on page 155 

• "About the Adhoc Reports Builder", on page 165 


Analysis & Reports 

Reporting Solutions 

The Analysis & Reports module provides flexibility in creating reports. There are a 

variety of reporting solutions available: 

• Standard Reports 

• Adhoc Reports 

• External Comparative Reports 

• Indicator Scorecard 

Access, Run, Modify, and Save Reports 

This section provides instructions for accessing, running, modifying, and saving reports 

in Safety Event Manager. 

The topics covered in this section include: 

• "How to access the Analysis & Reports option", on page 104 

• "How to run standard reports", on page 105 

• "How to modify the report parameters", on page 106 

• "How to save the report parameters", on page 108 

How to access the Analysis & Reports option 

Access to this module is controlled by the System Administrator. 

To access the Analysis & Reports module: 

1 From the SRM menu bar, move your mouse over Analysis & Reports (as shown 

here). 

2 The list of options are listed in the dropdown menu. Click on the report option you 

want to access. The options available in the dropdown menu are discussed in 

detail throughout this chapter. 

Users with the following roles may have access to one or more Analysis & Reports 

options: 

If your role is... 

Analyst 

Custom User * 

Event Manager * 

Department 

Leader * 

Then... 

You are able to run reports per your Event Type and 

Department/Service Area assignment. 

You can run reports per your Event Type and Department/Service 

Area assignment. 

You can run reports per your Event Type assignment across ALL 

departments. 

You can run reports per your Event Type and Department/Service 

Area assignment. 

* Before users with this user role can access the Analysis & Reports module, the Analysis 

and Reports privilege must be assigned. Questions of your user role privileges should be 

addressed with your facility’s System Administrator. 



How to run standard reports 

The first step in running a report is to select an option from the Analysis & Reports 

menu. Once you do that, the Report Inbox is displayed. The report categories for that 

option are displayed in the navigation pane on the left, and the reports for the selected 

category are listed in the My Report Inbox section. 

The image below is the result of selecting Analysis & Reports > General Safety 

Data Analysis. 

To run a report: 

1 From the Analysis & Reports menu, select an option, for example General 

Safety Data Analysis. 

2 From the Report Category pane on the left, select a category, for example, 

Safety Data Review. 

3 Select a report from the My Report Inbox section in the center of the page. For 

example, Safety Events Log. The description of the selected report is displayed 

in the preview pane below the report list, and the Task pane is displayed on the 

right side of the Preview Pane. 



4 From the Task pane (make sure the report is selected), click Run. Based on a 

predefined set of parameters, the report is generated and displayed in a new 

window. 

When a report provides both graphical and tabular results, the top part of the 

report displays the graphical part, while the bottom part of the report shows the 

same data results in a table format. 

How to modify the report parameters 

This section provides instructions on how to work with basic and additional parameters 

to generate a specific report. 



The parameters pane is shown on the left side of the report results page. This 

pane enables you to modify the report results by changing one or more of the reporting 

parameters then running the report again. 

To modify the default report parameters: 

1 From the parameters pane, click the dropdown list for the parameters that you 

would like to select. For example, the Analysis Time Period or Event Data Source. 

Based on the report you have selected, you can specify additional parameters for 

the report such as Actual vs. Near Miss, Severity Level, Record Type, 

Service Area, Location, and so on. 

2 To view and/or modify the additional parameters, click Additional Reporting 

Parameters at the bottom of the Parameters pane as shown below: 



3 To return to the basic reporting parameters selection, click Basic Reporting 

Parameters at the top of the pane. 

4 Click Run Report to generate the report again. 

Based on the parameters selected, the system automatically updates the report 

results. When a report provides both graphical and tabular results, the top part of 

the report displays the graphical part, while the bottom part of the report shows 

the same data results in a table format. 

To hide the parameter pane: 

1 On the right side of the reports results 

page, click the show/hide pane icon to 

hide the parameters pane. 

2 If you would like to display the parameters 

pane again, click the show/hide pane icon 

again. 

How to save the report 

parameters 

There are two ways to save your report: as a PDF file, or as a template where you can 

access and re-run the report at any time. 

When you save the report as a PDF, you are saving the results of the report. For 

instructions on saving the report results, see "Create a PDF, Export Results, and Print 

Reports", on page 111. 

When you save the report parameters you are saving the report query, which can be 

opened and access in the future. For instructions on saving the report query, continue 

in this section. 



To save the report query for later use: 

1 Select and run a report. From the Parameters pane on the left side of the report, 

click Save Report. 

2 The Save My Report Query page is displayed. 



3 In the Title field, the current name of the report is displayed. Enter a new title for 

the report, select a Category to which you want to add this report, and enter a 

Description. 

4 The prompt Make available to others, allows you to save reports for personal 

use or make them available to others within your facility. Select Yes, if you want 

to share this report with all the other users at your facility, and No, if you are the 

only person who will be accessing this report. 

5 Click Save. The report query is saved to the My Reports option. For information 

on running, modifying, and deleting saved reports, continue to the next section. 

To run a saved report: 

1 Select Analysis & Reports > My Reports. 

2 In the Category pane on the left, locate the category to which you saved your 

report and select it. 

3 In the My Reports Inbox, locate and select the report. 

4 In the Task pane on the bottom right, select Run. 

To modify a saved report: 





4 In the Task pane on the bottom right, select Edit Report. 

The report is displayed in a new window. Change the parameters and run the 

report again. At this point, you can also save the report again by clicking the Save 

Report button. 

To delete a saved report: 





4 In the Task pane on the bottom right, select Delete Report. 

5 When the confirmation message appears, select Yes to delete the report, or No to 

cancel without deleting. 

Note: You can only delete reports that you have saved to the My Reports inbox. 

Also, before deleting a report, consider if you saved it as a sharable report that 

some else may be using. 


Create a PDF, Export Results, and Print Reports 

Create a PDF, Export Results, and Print Reports 

Once you run a report, you can use the tools at the top of the report results page to 

create and save the report results as a PDF file, you can export the results to Excel for 

further analysis, and you can print report results to a printer. 


• "Create a PDF", on page 111 

• "Export report data to Excel", on page 112 

• "Print the report to your printer", on page 112 

Create a PDF 

Click the Adobe Acrobat PDF icon at the top of the selected report, as shown 

below. The system automatically generates a PDF file for that report and displays it in 

the same browser window. Please note that you must have a PDF reader, such as Adobe 

PDF Reader installed on your computer in order to use this feature. 

Once the report opens in the PDF Reader, you can then choose to Save a Copy of the 

file on your computer, Print it to your local printer or send it in an Email using the 

options at the top of the PDF generated file. 



Export report data to Excel 

Click the Excel icon at the top of the selected report, as shown below. The File 

Download dialog box is displayed. Click Open. The report results are opened in Excel. 

Please note that you must have Microsoft Excel installed on your computer in order to 

use this feature. 

Once the report is opened in Excel, you can perform further analysis, create graphs, 

and so on. Refer to the Microsoft Excel Help file for details. 

Print the report to your printer 

Click the Printer icon at the top of the selected report, as shown below. The Print 

dialog box is opened. Select your printer and number of copies and click OK (or Print) 

to send the report to the printer. 


Working with Graphical Report Results 


The purpose of a graphical report is to simplify comparisons by providing a visual 

display of the data that may not be so apparent if it were displayed in a table or as text. 

When a report provides both graphical and tabular results, the top part of the report 

displays the graphical part, while the bottom part of the report shows the same data 

results in a table format. 


• "Drilling down in reports", on page 113 

• "Group Display options", on page 115 

Drilling down in reports 

Some of the Safety Event Manager reports have drilldown capability. Drilldown reports 

are two or more reports that are linked together at different levels. The linked report 

allows in depth analysis into specific elements within the main report. Some Safety 

Event Manager drilldown reports allow you to drill down by up to 5 levels. 

Example: You can drill down in the report Event Category Summary with 

Drilldown (found under the Event Summary category). 



To drill down in a report: 

1 Right-click anywhere on the reports results page to view the analytic options 

menu as shown below. 

2 Select Drill By and then select the data element that you would like to drill down 

by. Depending on the report you have chosen, you will be able to drill down 

further by Event Types, Event Contributory Factor Types) Event Natures, 

and so on. 



To drill out of a report: 

1 In the report that you have drilled down to, right-click to view the analytic options 

menu as shown below. 

2 Select Drill Out to drill out to the previous level of the report. 

3 Select Reset to drill out to the top level of the report and return to the original 

results page. 

Group Display options 

Some of the Safety Event Manager reports allow you to view only the top-5, top-10, 

top-15 and top-20 ranked results. For instance, if you were to run an Event Summary by 

Natures/Sub-natures report for all Event Categories, all Event Types and all Natures, the 

results may be too numerous and difficult to read. This option allows you to focus on the top 

ranked data groups only. 

To group data by top events: 

1 On the reports results page, right-click anywhere to view the analytic options 

menu as shown below. The analytic options menu displays Group Display 

Options. 

2 Select Group Display Options, and then select the type of group for which you 

would like to present the data. For example, you can choose to show top 5, top 

10, top 15, top 20 ranked event natures, and so on. 



3 To view the original report for all groups based on the parameters selected for the 

report, right-click to view the analytic options menu and select Show all Groups. 

Note: The Group Display Options group the data by the events that have top 5, top 

10, top 15, and top 20 ranks and not by the top 5, 10, 15, or 20 results. In other 

words, you may have 8 groups when you choose top 5, because 3 groups may be 

ranked at position 5. After the top ranked groups are listed, the remaining data are 

displayed as Other. 

Working With Tabular Report Results 

Tabular reports display the data in a table format with the Primary Grouping as the 

first column. If a Secondary Grouping is selected for the report, it will appear as the 

second column in the table. Based on the parameters you have selected, you can view 

and sort the data represented in the table. 

In the example report above, you can see that 128 records were used for analysis 

(shown above the headers in the report). The results in the report table show the 

findings of the analysis on these 128 records. The sum of the Event Count column will 

always be equal to the number of records analyzed. 

Sorting data in the reports table 

The data in tabular format reports can be sorted by clicking anywhere in the column 

header cell. An arrow icon(or) next to the column heading indicates that the report 

is sorted by that column, and the direction of that arrow indicates whether it is sorted 

by ascending or descending order. 


Working With Tabular Report Results 

The following is an example of a tabular report, and an explanation of how to use the 

sort feature. 

In the example above, the report is sorted in ascending order by the By Reporting 

Month. To change the sort to view the months in descending order, click the arrow icon 

next to the column header again. To sort the table by any other column header, such 

as By Reporting Year or Event Count, click in the column header area to see the 

arrow icon. Click the arrow icon to sort the table data in either ascending or descending 

order for that column. 



About the My Reports Option 

The My Reports option stores all of your saved report queries, and the queries that 

have been saved by all users who choose to save the report with “Public” access. 

The actions you can take on a report depends on whether you created the original 

report or if it was created by someone else and shared. 

Specifically, if you have selected a public report that you did not author, you can select 

and run the query, then change the date range. But if you created the report, you also 

have the options to edit the parameters, and to delete the saved query from the Inbox. 

Important! When Quantros adds new report parameters during a release 

update, saved report queries will not reflect those changes and must be run 

and saved again. 

Working with saved reports 

When you save the report query or report parameters, whether it is for a standard 

report or an ad hoc report, it is saved in the My Reports folder. The instructions that 

follow provide the steps for accessing, editing, generating, and deleting saved report 

queries. 

To edit a saved report: 


2 Select a category from the left pane, and select a report. 

3 In the task pane, click Edit Report. If the report was built from a: 

- Standard Report: The report is displayed in a new window. Change the 

parameters and run the report again. At this point, you can also save the report 

again by clicking the Save Report button. 

- Adhoc Reports Builder: The report opens and the Available Data page is 

displayed. Data elements and filtering criteria can be edited, but data groups 

and data templates cannot be changed. 

To generate a saved report: 

1 Go to Analysis & Reports > My Reports. 


3 In the task pane, click Run Report. The report is displayed, and the parameters 

can be modified in the left pane. 

To delete a saved report: 

1 Go to Analysis & Reports > My Reports. 


3 In the Task Pane, click Delete Report. 

4 At the prompt, click Yes to delete the report. The report is deleted. 

5 Click Exit. 


About the Standard Report Options 


The standard report options are listed under the Analysis & Reports menu. Once you 

select a standard report option, you find the report categories listed on the left pane. 

Each report category has one or more reports that are displayed in the My Reports 

Inbox pane in the main portion of the page. 

The standard report options are: 

• "Confidential Reports", on page 119 

• "General Safety Data Analysis", on page 120 

• "Event-Specific Safety Analysis", on page 124 

• "Management Reports", on page 128 

• "System Administrative Reports", on page 130 

Confidential Reports 

The report categories available in this option are: 

• Confidential Reports 

• RCA Report 

The following table provides information about Confidential Reports: 

Category 

Confidential 

Reports 

Report Name and Description 

Classified Event Log 

This tabular report displays the events classified as the Joint 

Commission Sentinel Event, NPSG Non-Compliant Event, Potentially 

Compensable Events, and events referred for Peer review and Risk 

Management. By default, the event records used for analysis within 

the time period specified are complete primary records, and the time 

period used for selection of event records is based on Event Date. 

Note: The Classification parameter now includes the Patient 

Grievance classification. 

NQF Serious Reportable Events 

This report analyzes the SRM data comprehensively using a 

proprietary algorithm and generates a report on the NQF 28 Serious 

Reportable Events. By default, the records used for analysis are the 

records with event dates within the specified reporting period. Events 

that are reported on the day this report is run will not be included in 

the output. 

NQF Serious Reportable Event Log 

This analysis provides a log of NQF Serious Reportable Events 

identified in Safety Event Manager. You will be able to perform 

analysis in various ways according to the parameters in the report. 

By default, the records used for analysis are the primary records 

(open/closed) with event dates within the specified analysis time 

period. 



Category 

Confidential 

Reports 

(Continued) 


Events with RCA 

This tabular report displays the events that have been assigned a 

Root Cause Analysis. By default, the event records used for analysis 

within the time period specified are complete primary records, and 

the time period used for selection of event records is based on the 

Event Date. 

PSOM Log Report 

This report lists all of the events that were transferred to Patient 

Safety Organization Manager (PSOM). The log report is only available 

for facilities that use both Safety Event Manager and PSOM. 

RCA Report 

RCA Contributory Factor Report 

This report allows you to analyze the contributory factors in the RCA 

module by the number or percentage. The roll-up, basic, and 

additional parameters allow you to analyze the data in a multitude of 

ways. 

Note that by default, the event records with RCAs are used for 

analysis within the time period specified, are primary records with a 

status marked as complete, and the time period used for the 

selection of event records is based on the Event Date. 

General Safety Data Analysis 


• Contributory Factor Reports 

• Event Nature Reports 

• Event Type Reports 

• Events with Devices Involved 

• Involved Person Reports 

• Mortality Reports 

• Providers/Staff Specific Reports 

• Safety Data Review 

The following table provides information about the General Safety Data Analysis 

reports: 

Category 

Contributory 

Factor Reports 


Event Contributory Factor Summary 

This graphical report displays the distribution of the contributory factor 

types and contributory factors associated with the event natures. 



Category 

Event Nature 

Reports 


Event Nature Summary 

This graphical/drilldown report enables you to quantify the summary 

statistics for demographic attributes of the nature of events. 

Event Summary by Natures/Subnatures 

This graphical report displays the results of the analysis by the natures 

and sub-natures of event data. 

Event Nature Trend Analysis SPC Chart (C-Chart) 

This graphical report enables you to track and monitor variation of 

event natures using a statistical process control chart (C-Chart). 



Category 

Event Type 

Reports 


Event Types Reported Summary 

This graphical/drilldown report quantifies the summary statistics for 

the event records. 

Event Types by Actual Near Miss and Severity 

This graphical/drilldown report analyzes event data with the ability to 

perform drilldown within each event type to the record level. 

Run Trend Over Time by Nature and Subnature 

This time trend analysis will display the total number of Event Nature - 

Subnature reported over a period of time.The reporting parameters 

filter the data and the grouping criterion stratifies the data.By default, 

the event records used for analysis within the time period specified are 

primary records with status marked as complete.Note: The time 

period used for selection of event records is based on “Event Date”. 

Event Types Trend Over Time 

This graphical report displays the total number of Event Types 

reported over a period of time. 

Generic Event Data Summary 

This graphical report shows the results of the analysis by the Event 

Types. 

Event Types Trend Analysis SPC Chart (C-Chart) 

This graphical report allows you to track and monitor the variation of 

the attributes of the event records using a statistical process control 

chart (C-Chart). 

Event Distribution - Rolling Report 

This tabular report displays the number of events (nature and subnature) 

for the Event Type selected by the rolling period (monthly, 

quarterly, and yearly). The basic and additional parameters allow you 

to analyze the data in various ways. By default, the event records 

used for analysis within the time period specified are complete primary 

records, and the time period used for selection of event records is 

based on the Event Date. 

Event Distribution Report 

This report allows you to analyze event distribution. By default, the 

records used for analysis are the primary records (open/closed) with 

event dates within the specified analysis time period. 

Events with 

Devices 

Involved 

Involved Medical Devices Summary 

This graphical/drilldown report allows you to see the distribution of 

medical devices involved with different events. 

Event Types Involving Medical Devices SPC Chart (C-Chart) 

This graphical report allows you see the variation of event types that 

had devices involved. 



Category 

Involved Person 

Reports 

Mortality 

Reports 

Providers/Staf 

f Specific 

Reports 

Safety Data 

Review 


Person Involved in Patient Safety Events 

This tabular report displays the name of the person involved in an 

event, as well as the role that person had in the event. 

Events Associated with Mortality 

This tabular report displays the results of the mortality analysis. 

Events Associated with Providers/Staff 

This tabular report displays the events associated with any responsible 

practitioner who was the attending licensed independent practitioner 

of a patient when an event took place. 

Safety Events Log 

This tabular report represents information on each event, with a 

hyperlink from the Event ID to access all of the other information and 

data associated with that event within a pop-up window. 

Safety Events Summary and Follow-up History 

This tabular report represents information on each event, plus all of 

the associated follow-up review information submitted by one or more 

Investigators. 

Actual vs. Near Miss Event Distribution 

This graphical report shows trends of actual events versus near miss 

events over a selected time period. 

ESE Event Distribution by Occurrence Department 

This report displays the number and percentage of employee safety 

event (ESE) types that have occurred in the chosen departments. You 

will be able to do the analysis according to the parameters in the 

report. By default, the records used for analysis are the primary 

records (open/closed) with event dates within the specified analysis 

time period. 



Event-Specific Safety Analysis 


• Blood/Blood Product 

• Device/Product/Hardware Events 

• Fall/Slip Events 

• Medication Events 

The following table provides information about Event-Specific Safety Analysis reports: 

Report Category 

Blood/Blood Product 


Transfusion Reaction Report 

This tabular report displays the results of analysis on 

transfusion reactions. 

Blood/Blood Product Related Care Process at 

Discovery Report 

This report analyzes the distribution of Blood/Blood 

Product Event variances by the care processes at which 

event was discovered. By default, the records used for 

analysis are complete records (either open or closed) 

with event dates within the specified reporting period. 

Device/Product/Hardware 


Fall/Slip Events 

Devices Associated with Device Failure 

This tabular report displays the results of a number of 

analysis for most common device types associated with 

device failures. 

NDNQI Monthly Fall Report 

This tabular report displays a Monthly Fall Report as 

described by National Database of Nursing Quality 

Indicators (NDNQI). 

Patient Fall Report 

This tabular report allows you to generate a Patient Fall 

Report for all departments, not just NDNQI eligible 

departments. You can select the Reporting Period of 

Interest using the From and To date parameters. All 

departments are taken into account. By default, the 

records used for analysis are complete records (either 

open or closed) with event dates within the specified 

reporting period. 

Visitor Fall Report 

This tabular report allows you to generate a Visitor Fall 

Report. You can select the Reporting Period of Interest 

using the From and To date parameters. All departments 

are taken into account. By default, the records used for 







The analysis is performed on actual falls only. Near misses, if any, are not counted. 

Users see only the falls for departments to which they are assigned. 




Medication Events 


Summary of Adverse Drug Reactions (ADRs) 

This graphical report displays the results of the analysis 

for finding the most common ADRs. 

Drugs Associated with Medication Errors 

This tabular/drilldown report displays the results of the 

analysis for finding the most common drugs involved in 

medication errors. 

Drugs Associated with ADR 

This tabular/drilldown report displays the results of the 

analysis for finding out the most common drugs involved 

in medical errors leading to ADRs. 

Drugs Involved in Medication Error by Drug Class 

This graphical/drilldown report allows you to identify the 

drug classes of the drugs involved in medication errors. 

By default, the event records used for analysis within the 

time period specified are complete primary records, and 

the time period used for selection of event records is 

based on Event Date. The drug classes displayed in this 

report are provided by the Multum Drug database. 

Drugs Associated in ADR by Drug Class 

This graphical (with drilldown) report allows you to 

identify the drug classes of the drugs involved in Adverse 

Drug Reactions. By default, the event records used for 

analysis within the time period specified are complete 

primary records, and the time period used for selection 

of event records is based on Event Date. 

Drug Class/Drug Associated Severity in ME and 

ADR 

This report allows you to identify the severity of events 

by associated drug class or drugs. You will be able to 

perform analysis in various ways according to the 

parameters in the report. By default, the records used 

for analysis are the primary records (open/closed) with 

event dates within the specified analysis time period. 

Medication Event Distribution by Process at 

Discovery - Rolling Report 

Medication Event Distribution by Process at Discovery - 

Rolling Report. This tabular report displays the number of 

medication events (nature, sub-nature) by the process 

where discovered by the rolling period (monthly, 

quarterly, yearly). The basic and additional parameters 

allow you to analyze the data in various ways. By 

default, the event records used for analysis within the 

time period specified are complete primary records, and 

the time period used for selection of event records is 

based on Event Date. 




Medication Events 

(Continued) 


Care Process Involved at Discovery Report 

This tabular report analyzes the distribution of 

medication error natures and sub-natures by the care 

process at which the event was discovered. By default, 

the records used for analysis are complete records 

[either open or closed] records with event dates within 

the specified reporting period. 

Note: This report is available for Patient Safety 

Events only. 

Medication Related Care Process at Discovery 

Report 

This tabular report analyzes the distribution of 

medication event, ADR, and narcotic variances by the 

medication care process. By default, the records used for 



Pressure Ulcer Reports 

Pressure Ulcer Log 

This tabular report provides you with summary 

information for all Pressure Ulcers Events reported 

including indicating which specific ones were acquired in 

a facility. You will be able to perform analysis in various 

ways according to the parameters in the report. By 

default, the records used for analysis are the primary 

records (open/closed) with event dates within the 

specified analysis time period. 



Management Reports 


• Follow-up Activity Reports 

• Report Completion Report 

• Time Lag Reports 

The following table provides information about Management Reports: 

Category 

Follow-up Activity 

Reports 


Average Time to Complete an Investigation 

This tabular report displays the average time taken by the 

Event Reviewers to complete follow-up reviews. 

Average Time to Assign an Investigation 

This tabular report displays the average time taken to assign 

event reports to Event Reviewers. 

Status of Investigations (Completed, Pending, 

Incomplete) 

This tabular report displays the status of the follow-up reports 

(Completed/Pending/Incomplete) by the total number and by 

individual reviewer within the specified period of time. 

Events Assigned for Investigation 

This personnel activity tabular report shows the number and 

listing of events that have been assigned to a reviewer for 

follow-up for a specified period of time. 

Event Deletion Log 

This tabular report allows you to get summary information on 

the events that were deleted from the system due to various 

reasons. The basic parameter allows you to choose the period 

of interest, but you can also look up events by the last name 

of the person who reported or deleted the event. 

Report Completion 

Average Report Completion Time 

This graphical report displays the average time taken by the 

Event Reporter to complete the report. 

Time to First Closure of Events 

This graphical report analyzes the time taken (in hours or 

days) from the event reported date and time to the first event 

closure date and time. By default, the records used for 

analysis are primary closed records with event report dates 

within the specified reporting period selected. 



Category 

Time Lag Reports 


Average Time Lag: Discovery to Reporting 

This graphical report displays the results of the analysis of the 

time lag between the time the event was discovered to the 

time the event was reported. 

Average Time Lag: Event Occurrence to Reporting 


time lag between the time the event occurred to the time the 

event was reported. 

Average Time Lag: Event Occurrence to Discovery 


time lag between the time the event occurred to the time the 

event was discovered. 



System Administrative Reports 


• System Reports 

• User Lists 

• User Profile 

The following table provides information about the System Administrative Reports: 

Category 

System Reports 


Days Elapsed Since Last Login By User 

This graphical report displays the number of days that 

have elapsed since last time the user logged into SRM. 

Number of Successful Logins By User 

This graphical report shows the frequency distribution of 

successful logins. 

Users List Displaying Assigned Event Types 

This tabular report lists current users and shows the 

event types assigned to each user. In addition, it 

includes their system role, email address, and the date 

on which the role was created. This report also allows 

you to search by any user's last name. 

Users List Displaying Assigned 

Department/Service Area 


Departments/Service Areas assigned to each user. In 

addition, it includes their system role, email address, 

and the date on which the role was created. This report 

also allows you to search by any user's last name. 

Users List Displaying Assigned Privileges 

This tabular report lists the current users and shows the 

privilege assigned to each user. In addition, it includes 

their system role, email address, and date on which the 

role was created. This report also allows you to search 

by any user's last name. 



Category 

User Lists 


Registered System Users - By Role & Status 


privileges assigned to each user. In addition, it includes 

their system role, email address, and date of creation of 

the role. This report also allows you to search by any 

user's last name. 

Registered Users On-Line Now 

This tabular report shows the users who are currently 

logged in to SRM. 

User Password Reset History 

This tabular report displays the number of users who 

changed their password within a specified reporting 

period. 

New Users Added to System 

This tabular report displays the number of users added 

within a specified reporting period. 

User Profile Reports 

Users Assigned to a Notification Profile 

This tabular report shows the users assigned to a 

notification profile. 



External Comparative Reports 

External Comparative Reports allow you to perform a blind comparison of patient 

safety event data at an aggregate level with similar facilities, called “comparative 

cohorts”. Cohorts are selected based on American Hospital Association (AHA) criteria, 

such as bed size, type of facility, region, and more, from a robust database of over 500 

acute care facilities using the same event reporting taxonomy. 

The External Comparative reports are: 

• Event Comparative Group Distribution 

• Event Day-Time Distribution 

• Event Demographic Distribution 

• Event Distribution 

• Event Trend 

Important information about External Comparative Reports 

The following information is important to know: 

• The variables used in generating these reports, such as event type, patient age, 

and contributory factors, are based on the Safety Event Manager acute care 

taxonomy. This consistent taxonomy makes External Comparative Reporting 

possible. If the facilities in the comparative database did not use the same 

taxonomy, External Comparative Reports would be less meaningful. 

• External Comparative Report data is based on closed patient safety events. 

• Reports can be run at the facility-level only, not at the corporate level. 

• Due to the enormous amount of analytical processes required for the cohort facility 

identification and data analysis, multiple background logistical programs occur 

within the Safety Event Manager system. Cohort and analytical data is refreshed 

each weekend. If you modify an existing cohort and run a report before the 

weekend, the old cohort data is used in report calculations. The updated cohort 

data is available after the weekend. 

• The comparative cohorts defined by user criteria must include at least five facilities 

in order to perform the blinded data comparison. 

• The comparison is between the event types at the selected facility and the identical 

event types at the cohort facility. For example, if the selected facility has ten event 

types, all calculations are based on the counts of those ten event types, even if the 

cohort facilities have twenty different types of events. 

• Facilities that deactivate Safety Event Manager are not included in the comparison. 

Comparative reporting system setup 

Prior to running External Comparative Reports, the System Administrator and/or roles 

with system administration privileges must: 

• Set up cohorts. 

• Assign users the External Comparative Analysis privilege. 



About comparative cohorts 

Prior to running External Comparative Reports, the System Administrator must 

perform the cohort set up, a simple process of defining cohorts that involves selecting 

attributes such as region, state, facility type, and more. 

The cohort setup feature uses criteria from the AHA database that characterizes acute 

care facilities across the United States. Using this setup process, you can set up 

comparative cohorts with characteristics of your choice, adding up to 50 cohorts that 

are private or public. 

The status of each cohort is indicated with green and red dots( , ) in the 

Comparative Cohort List. The green dot represents an active cohort and red represents 

inactive. While running a report, the system will only include active cohorts. For a 

cohort to be active, at least one event must be reported in the last three months. 

Facilities that have chosen to deactivate event natures may be included in the cohort. 

To exclude these facilities, you must add the filter named, “Exclude Facilities with 

Deactivated Patient Event Type Natures.” 

About filters and value sets 

Filters and value sets define the criteria for the cohort. The more filters you have for 

each cohort, the more specific the comparison. 

For example, if a cohort only includes the “Facility Type” cohort and the value set is 

“Individual Hospital”, when you run the report your facility will be compared to the 

individual hospitals in every single state. To compare to individual facilities in your state 

only, you need to add the “State” filter and select your state as the value set. Adding 

more filters will essentially narrow down the number of facilities in your comparative 

cohort. If there are less than five facilities in the cohort, External Comparative Reports 

cannot be generated. 



The following is an example of the Comparative Cohort Setup page: 

For more information, see "AHA Filters and Values", on page 149. 

Setting up, editing, and deleting cohorts 

Each facility can have a maximum of fifty cohorts. When attempting to save the 51st 

cohort, you are prompted to delete one from the list. 

Due to the enormous amount of analytical processes required for the cohort facility 

identification and data analysis, multiple background logics are run in Safety Event 

Manager. The system refreshes the cohort and analytical data set every weekend. If 

you modify an existing cohort and run a report before the weekend, the old cohort data 

is used in the report calculations. The modified cohort data is available after the 

weekend. 

To set up cohorts: 

1 From the menu bar, select System Administration> User Management & 

Alerts. 

2 Click Cohort Setup in the left pane. 



3 Click Cohort Setup in the right pane. The Comparative Cohort List is displayed in 

a new window. 

4 Click New Cohort. The Comparative Cohort Setup page is displayed. 

5 Enter the title and optionally enter a description. 

6 Use the dropdown menu to select a filter and value sets. 

7 Optionally click Add Filter to add another filter to the cohort. You can add up to 

ten filters per cohort. 

To remove a filter, select the corresponding check box and click Remove. 

8 Click Save. At the confirmation message, click OK. 

To edit comparative cohorts: 


Alerts. 

2 Click Cohort Setup in the left pane. 



3 Click Cohort Setup in the right pane. 

4 On the Comparative Cohort List, click anywhere on the row of the cohort you want 

to edit. 

5 Click Edit Cohort. The Comparative Cohort Setup window is displayed. 

6 Edit the cohort. 

7 Click Save. At the confirmation message, click OK. 

To delete a comparative cohort: 


Alerts. 

2 Click Comparative Cohort Setup in the upper right corner. 

3 From the Comparative Cohort List, select a cohort that you have created and click 

Delete Cohort. You cannot delete a cohort you did not create. 

External Comparative Analysis privilege 

To run the reports, users must be assigned the External Comparative Analysis 

privilege. Users that are not assigned this privilege do not see the External 

Comparative Reports option on the Analysis & Reports menu. 

This new privilege is available for the following user roles: 





•Analyst 

•Custom User 

The System Administrator can perform the comparative cohort setup and run External 

Comparative Reports by default. 

Event Distribution Report 

The Event Distribution Report compares your facility data to a selected cohort's data. 

There are four graphical displays: 

• Average Number of Reported Events 

• Percentage of Actual vs. Near Miss 

• Percentages of No Harm, Minor, and Moderate Severity (A - F and Unknown) Events 

• Percentages of Major Harm and Death (G - I) Events 

All four graphs show data for the selected quarter only. The parameters allow you to 

adjust the year, quarter and event types of interest. By default, the event records used 

for analysis are closed events that occurred within the period of interest. The system 

refreshes the cohort and analytical data set every weekend. 

How is the Event Distribution Report calculated? 

The following table describes the methods used to calculate report data. 

Name of graph My Rate Cohort Rate 

Average Number of 

Reported Events 

Percentage of Actual 

vs. Near Miss 

Percentage of No Harm, 

Minor and Moderate 

Severity (A - F and 

Unknown) Events 

The number of reported 

events for the selected 

time period. 

The percentage of actual 

reported events vs. the 

number of reported near 

miss events. 

The percentage of events 

categorized as no harm, 

minor, and moderate 

severity as well as 

unknown events. 

The average number of 

reported events is calculated 

by adding all events in the 

cohort facilities and dividing 

that number by the number 

of facilities in the cohort. 

For comparative rates, we 

aggregate all the events for 

all hospitals in each cohort 

and divided by the number 

of facilities, and then found 

the percentages for actual 

vs. near miss. 


aggregate all the A - F and 

Unknown event severities 

for all hospitals in each 

cohort and divide by the 

number of facilities, and 

then find the percentages 

for severities as grouped. 




Percentage of Major 

Harm and Death (G, H 

and I) Events 


categorized as major 

harm and death. 


aggregate all of the G - I 

event severities for all 

hospitals in each cohort and 

divide by the number of 

facilities, and then find the 

percentages for severities as 

grouped. 

The following is an example of the Event Distribution report: 

Event Trend Report 

The Event Trend Report compares your facility data to the selected cohort's data over 

four quarters. There are four graphical displays: 


• Percentages of Actual vs. Near Miss 

• Percentage of No Harm, Minor, Moderate, and Unknown Severity (A - F and 

unknown) Events (my facility rate vs. cohort) 

• Percentage of Major Harm and Death (G, H and I) Events (my facility rate vs. 

cohort) 

For the last three analysis, 0% variation means that there is no difference between the 

two, positive variation means that the cohort rate is better than my facility, and 



negative percentage means that my facility’s rate is lower than the compared cohort. 

The parameters allow you to adjust for quarter and events of interest. By default, the 

event records used for analysis are closed events that occurred within that period of 

interest. The system refreshes the cohort and analytical data set every weekend. 

How is the Event Trend Report calculated? 




Reported Events 


Minor and Moderate 

Severity 



time period. 




miss events. 







For the comparative rate, we 


all hospitals in each cohort 

and divided by the number 

of facilities, and then found 

the percentages for actual 

vs. near miss. 


Minor, Moderate, and 

Unknown Severity (A - F 

and unknown) Events 

The percentage of no 

harm, minor, moderate, 

and unknown severity 

events. 


aggregate all the A - F and 

unknown severity events for 

all hospitals in the cohort. 

We then calculate the 

percentage ratio between 

my facility and the cohort. 

Those rates are represented 

in the graph. A negative 

percentage indicates my 

facility had a lower rate then 

the comparative group. 








resulting in major harm 

and death. 


aggregate events resulting 

in major harm and death for 

all hospitals in the cohort. 

We then calculate the 

percentage ratio between 

my facility and the cohort. 

Those rates are represented 

in the graph. A negative 

percentage indicates my 

facility had a lower rate then 

the comparative group. 

The following is an example of the Event Trend report: 

Event Comparative Group Distribution Report 

The Event Comparative Group Distribution Report compares your facility data to a 

selected cohort's data within a comparative group. There are four graphical displays: 


• Percentage of Actual vs. Near Miss 

• Percentage of No Harm, Minor, and Moderate Severity (A - F and Unknown) Events 



• Percentages of Major Harm and Death (G, H, and I) Events 

The parameters allow you to adjust for year, quarter, and event type of interest. By 

default, the event records used for analysis are closed events that occur within the 

period of interest. The system refreshes the cohort and analytical data set every 

weekend. 

How is the Event Comparative Group Distribution Report calculated? 





Percentage of Actual vs. 

Near Miss 


Minor, Moderate, and 

Unknown Severity (A - F 

and Unknown) Events 






time period. 




miss events. 


categorized as no harm, 

minor, and moderate 

severity, as well as 

unknown events. 


resulting in major harm 

and death. 








aggregate all of the events 


cohort and divided by the 



for actual vs. near miss 

percentages for each cohort. 


aggregate all of the A - F and 

unknown event severities 


cohort and divide by the 



for severities as grouped. 


aggregate all of the G - I 

event severities for all 

hospitals in each cohort and 

divided by the number of 

facilities, and then find the 

percentages for severities as 

grouped. 



The following is an example of the Event Comparative Group Distribution report: 

Event Demographic Distribution Report 

The Event Demographic Distribution Report compares your facility data to a selected 

cohort's data. There are four graphical displays: 

• Age Group Distribution 

• Gender Distribution 

• Patient Type Distribution 

• Age Group and Severity Distribution 

The parameters in the parameter pane allow you to adjust for year, quarter, and event 

types of interest. By default, the event records used for analysis are closed events that 

occurred within the period of interest. The system refreshes the cohort and analytical 

data set every weekend. 



How is the Event Demographic Distribution Report calculated? 



Age Group Distribution 

The reported events for 

the selected time period 

where the age is used to 

calculate the percentage 

of events in each age 

group. The age group of 

the patient is determined 

if date of birth and the 

event date are available 

for the event reported. 

Unknown category 

captures when the date of 

birth or the event date is 

unknown or not reported. 

The categorization used 

comes from the common 

format for patient safety 

events promulgated by 

AHRQ. 

For cohort rates, we 


each age group for all 

facilities in a selected cohort 

group. We then divide by the 

number of facilities within a 

cohort group to find the 

percentages for each age 

group. 

Gender Distribution 

Patient Type Distribution 



where gender is used to 

calculate the percentage 

of events. Unknown 

category captures when 

gender is unknown or not 

reported. 



where patient type 

(inpatient, outpatient, 

etc.) is used to calculate 

the percentage of events. 



each gender for all facilities 

in a selected cohort group. 

We then divide by the 



percentages for each 

gender. 



each patient type for all 





percentages for each patient 

type. 




Age Group and Severity 

Distribution 



are grouped by age and 

severity. Severity is 

stratified into two groups: 

• No harm, moderate 

and unknown severity 

(A-F and Unknown) 

• Major and death (G- I) 

The age group of the 

patient is determined if 

date of birth and the event 

date are available for the 

event reported. Unknown 


the date of birth or the 

event date is unknown or 

not reported. The age 

categorization used comes 

from the common format 

for patient safety events 

promulgated by AHRQ. 



each age/severity group for 

all facilities in a selected 

cohort group. We then 


facilities within a cohort 

group to find the 

percentages for each 

age/severity group. 



The following is an example of the Event Demographic Distribution report: 

Event Day-Time Distribution Report 

The Event Distribution Report compares your facility data to a selected cohort's data. 

There are four graphical displays: 

• Percentage of Event Occurrences by Every Three Hours 

• Percentage of Event Occurrences by Every 8 hours 

• Percentage of Event Occurrences by Every 12 hours 

• Percentage of Events by Days 

The parameters in the parameter pane allow you to adjust for year, quarter, and event 

type of interest. By default, the event records used for analysis are closed events that 

occurred within the period of interest. The system refreshes the cohort and analytical 

data set every weekend. 



How is this rate calculated? 


Percentage of Event 

Occurrences by Every 

Three Hours 


Occurrences by Every 8 

hours 


Occurrences by Every 

12 hours 

Percentage of Events by 

Days of the Week 



where the event time is 

used to calculate the 

percentage of events in 

each three hour segment. 


captures when the event 

time is not known. 






each eight hour segment. 

First eight hour segment 

begins at 7:00 AM. 









each twelve hour 

segment. First twelve 

hour segment begins at 

7:00 AM. 






where the event date is 


percentage of events by 

day of the week. Unknown 


the event date is not 

known. 



each three hour segment for 






percentages for each three 

hour segment. 



each eight hour segment for 






percentages for each eight 

hour segment. 



each twelve hour segment 

for all facilities in a selected 





percentages for each twelve 

hour segment. 



each day of the week for all 





percentages for each day of 

the week. 



The following is an example of the Event Day-Time Distribution report: 

Running External Comparative Reports 

Prior to running External Comparative Reports, you should know: 

• Reports cannot be run for the current quarter because all of the data is not 

available. You must select a quarter that precedes the current one. 

• Reports are available for the current year and the three previous years. 

• Report results are rounded up, which may result in a total percentage greater than 

100%. 

To run External Comparative Reports: 

1 From the menu bar, select Analysis & Reports > External Comparative 

Reports. 

2 Select a report from My Report Inbox. 

3 Click Run Report. A blank report page is displayed. 

4 From the left pane, select the basic reporting parameters. Fields marked with a 

red asterisk (*) are mandatory. 

Important: Reports cannot be run for the current quarter because data for 

the entire quarter is not available. You must select a quarter that precedes 

the current one. 



5 Click Run Report. The report is generated and displayed. 

6 Use the icons at the top of the page to print the report. 



AHA Filters and Values 

The following table provides the AHA filters and related values with descriptions. 

Filter 

Region 

Values 

Associated Regions: 

• Marshall Islands 

• Puerto Rico 

• Virgin Islands 

• Guam 

• American Samoa 

• Northern Mariana Islands 

East North Central: 

• Ohio 

• Indiana 

• Illinois 

• Michigan 

• Wisconsin 

East South Central: 

• Kentucky 

• Tennessee 

• Alabama 

• Mississippi 

Mid Atlantic: 

• New York 

• New Jersey 

• Pennsylvania 

Mountain: 

• Montana 

• Idaho 

• Wyoming 

• Colorado 

• New Mexico 

• Arizona 

• Utah 

• Nevada 



Filter 

Region (continued) 

Values 

New England: 

• Maine 

• New Hampshire 

• Vermont 

• Massachusetts 

• Rhode Island 

• Connecticut 

Pacific: 

• Washington 

• Oregon 

• California 

• Alaska 

• Hawaii 

South Atlantic: 

• Delaware 

• Maryland 

• District of Columbia 

• Virginia 

• West Virginia 

• North Carolina 

• South Carolina 

• Georgia 

• Florida 

West North Central: 

• Minnesota 

• Iowa 

• Missouri 

• North Dakota 

• South Dakota 

• Nebraska 

• Kansas 

West South Central: 

• Arkansas 

• Louisiana 

• Oklahoma 

• Texas 



Filter 

Values 

State 

Facility Type 

Government (Non-Federal): 

• State 

• County 

• City 

• City-county 

• Hospital district or authority 

Non-Government (Not-for-profit): 

• Church operated 

• Non-government-Nonprofit Catholic controlled 

• Other not-for-profit 

Investor-owned (For profit): 

• Corporation 

• Investor-owned for-profit 

• Individual 

• Partnership 

Government (Federal): 

• Air Force 

• Army 

• Navy 

• Public Health Service other than 47 

• Veterans Affairs 

• Federal other than 41-45, 47-48 

• Public Health Service Indian Service 

• Department of Justice 



Filter 

System Cluster Code 

Values 

Centralized Health System: A delivery system 

in which the system centrally organizes individual 

hospital service delivery, physician arrangements, 

and insurance product development. The number 

of different products/services that are offered 

across the system is moderate. 

Centralized Physician/Insurance Health 

System: A delivery system with highly centralized 

physician arrangements and insurance product 

development. Within this group, hospital services 

are relatively decentralized with individual 

hospitals having discretion over the array of 

services they offer. The number of different 

products/services that are offered across the 

system is moderate. 

Moderately Centralized Health System: A 

delivery system that is distinguished by the 

presence of both centralized and decentralized 

activity for hospital services, physician 

arrangements, and insurance product 

development. For example, a system within this 

group may have centralized care of expensive, 

high technology services, such as open heart 

surgery, but allows individual hospitals to provide 

an array of other health services based on local 

needs. The number of different products/services 

that are offered across the system is moderate. 

Decentralized Health System: A delivery 

system with a high degree of decentralization of 

hospital services, physician arrangements, and 

insurance product development. Within this 

group, systems may lack an over arching structure 

for coordination. Service and product 

differentiation is high, which may explain why 

centralization is hard to achieve. In this group, the 

system may simply serve a role in sharing 

information and providing administrative support 

to highly developed local delivery systems 

centered around hospitals. 

Independent Hospital System: A delivery 

system with limited differentiation; hospital 

services, physician arrangements, and insurance 

product development. These systems are largely 

horizontal affiliations of autonomous hospitals. 



Filter 

Staffed Bed 

Rural 

Teaching 

Service Code 

Values 

6-24 beds 

25-49 beds 

50-99 beds 

100-199 beds 

200-299 beds 

300-399 beds 

400-499 beds 

500 or more beds 

Yes/No 

Yes/No 

Acute Long-Term Care 

Alcoholism and other chemical dependency 

Cancer 

Children’s chronic disease 

Children’s eye, ear, nose and throat 

Children’s general 

Children’s hospital unit of an institution 

Children’s orthopedic 

Children’s other specialty 

Children’s psychiatric 

Children’s rehabilitation 

Children’s tuberculosis and other respiratory 

diseases 

Children's acute long-term 

Chronic disease 

Eye, ear, nose and throat 

General medical and surgical 

Heart 

Hospital unit of an institution (prison hospital, 

college infirmary, etc.) 

Hospital unit within an institution for the mentally 

retarded 

Institution for mental retardation 



Filter 

Service Code 

(continued) 

Total Facility 

Admission 

Licensed Beds Total 

Facility 

Adjusted Admissions 

Values 

Obstetrics and gynecology 

Orthopedic 

Other specialty 

Psychiatric 

Rehabilitation 

Surgical 

Tuberculosis and other respiratory diseases 

1 - 2000 admissions 






80001 - 100000 admissions 

100001 or more admissions 

6-24 beds 

25-49 beds 

50-99 beds 

100-199 beds 

200-299 beds 

300-399 beds 

400-499 beds 

500 or more beds 







80001 - 100000 admissions 



Indicator Scorecard 

Filter 

Adjusted Patient 

Days 

Exclude facilities with 

deactivated patient 

event type nature 

Values 






90001 - 180000 admissions 

180001 - 300000 admissions 


Yes/No 


Indicator Scorecard allows you to calculate various indicators for facilities at individual 

and corporate levels using numerator data from Safety Event Manager and 

denominator data from Denominator Manager. These indicators are useful for 

identifying trends, determining priorities, and monitoring trend over time. 

The data comparison for each measure set is between the selected quarter and the 

quarter that immediately precedes the selected quarter. Target rates are set up by 

year/quarter. The analysis includes information on the direction of change and the 

statistical significance compared to the preceding quarter. 

The following measures are available: 

• Falls per 1,000 Patient Days 

• Falls with Injury per 1,000 Patient Days 

• Facility Acquired Pressure Ulcer per 1,000 Patient Days 

• Actual Medication Events per 10,000 Doses Dispensed 

• Near Miss Medication Events per 10,000 Doses Dispensed 

• Actual Medication Events per 100 Patient Discharges 

• Near Miss Medication Events per 100 Patient Discharges 

Indicator definitions 

This section provides a definition for the following measure sets: 

• Fall measure sets 

• Pressure ulcer measure sets 

• Medication event measure sets 



About the Fall measure set 

The following table provides details about the Fall measure set: 

Measure Name: • Falls per 1,000 Patient Days 

• Injury Falls per 1,000 Patient Days 

Definition: 

Type of Measure: 

The NDNQI defines a patient fall as: 

“A patient fall is an unplanned descent to the floor (or 

extension of the floor, such as trash can or other 

equipment) with or without injury to the patient, and 

occurs on an eligible reporting nursing unit. All types of 

falls are to be included whether they result from 

physiological reasons (fainting) or environmental 

reasons (slippery floor). Include assisted falls -- when a 

staff member attempts to minimize the impact of the 

fall. 

Falls by the following parties are excluded: 

• Visitors 

• Students 

• Staff members 

• Falls on units not eligible for reporting 

• Patients from eligible reporting units, however 

patient was not on unit at time of the fall (for 

example, patient falls in radiology department)” 

(From the NDNQI Guidelines for Data Collection on the 

American Nurses Association’s National Quality Forum 

Endorsed Measures, May, 2010) 

Rate-based. 

Numerator: • All falls, for falls per 1,000 patient days 

• Falls with injuries, for injury falls per 1,000 patient 

days 

(Numerator is multiplied by 1,000.) 

Denominator: 

Improvement Noted 

As: 

Inclusion Criteria: 

Exclusion Criteria: 

Data Elements for 

Calculation: 

Period of Interest: 

Patient Days. 

Decrease. 

All types of actual inpatient falls, such as observed, 

unobserved, assisted, unassisted, found on floor, etc. 

Outpatient, ED patient, observation patient, employee 

and visitors, and slip/trip in any population. 

• Individual facility. 

• By facility and region for corporate. 

By selected quarter and year. 



Measure Calculation: 

Falls per 1,000 patient days: Total number of falls 

multiplied by 1000 and divided by the patient days for 

any specified quarter. 

Injury Falls per 1,000 Patient Days: Total number 

of falls with injury multiplied by 1000 and divided by 

patient days for any specified quarter. 

About the Pressure Ulcer measure set 

The following table provides details about the Pressure Ulcer measure set: 

Measure Name: • Facility Acquired Pressure Ulcer per 1,000 Patient 

Days 

Definition: 


“A pressure ulcer is localized injury to the skin and/or 

underlying tissue usually over a bony prominence, as a 

result of pressure, or pressure in combination with shear 

and/or friction. A number of contributing or confounding 

factors are also associated with pressure ulcers; the 

significance of these factors is yet to be elucidated.” 

(From the National Pressure Ulcer Society web site, 

www.npuap.com) 

Rate-based. 

Numerator: 

Denominator: 

Improvement Noted 

As: 




Calculation: 


Measure Calculation: 

All inpatients with pressure ulcers acquired after 

admission per 1,000 days. 

Patient days for all inpatients for the period of interest. 

Decrease. 

• All inpatients with pressure ulcers acquired after 

admission. 

Patients with venous or arterial ulcer, diabetic ulcer, 

yeast infection, perineal dermatitis, skin tear, and 

cautery burn. 




Facility Acquired Pressure Ulcer per 1,000 Patient 

Days: Total number of pressure ulcers acquired after 

admission multiplied by 1,000 and divided by patient 

days for any specified quarter. 



About the Medication Event measure set 

The following table provides details about the Medication Event measure set: 

Measure Name: • Actual Medication Events per 10,000 Doses Dispensed 

• Near Miss Medication Events per 10,000 Doses 

Dispensed 

• Actual Medication Event per 100 Discharges 

• Near Miss Medication Events per 100 Discharges 

Definition: 


Numerator: 

Denominator: 

Improvement 

Noted As: 





Calculation: 


“A medication event is any preventable event that may 

cause or lead to inappropriate medication use or patient 

harm while the medication is in the control of the health care 

professional, patient, or consumer. Such events may be 

related to professional practice, health care products, 

procedures, and systems, including prescribing; order 

communication; product labeling, packaging, and 

nomenclature; compounding; dispensing; distribution; 

administration; education; monitoring; and use.” 

(From the National Coordination Council for Medication 

Event Reporting and Prevention web site, 

www.nccmerp.com.) 

Rate-based. 

Number of actual medication events reported in Safety 

Event Manager. 

Doses dispensed over a specified period of time. 

Decrease. 

Actual Medication Event/10,000 Doses Dispensed 

and Near Miss Medication Event/10,000 Doses 

Dispensed: 

All patient types in Safety Event Manager. 

Actual Medication Event/100 Discharges and Near 

Miss Medication Event /100 Discharges: 

Inpatients in Safety Event Manager. 

None. 






Measure 

Calculation: 

Actual Medication Events per 10,000 Doses 

Dispensed: Number of actual medication events multiplied 

by 10,000 and divided by number of doses dispensed for 

any specified quarter. 

Near Miss Medication Events per 10,000 Doses 

Dispensed: Number of near miss medication events 

multiplied by 10,000 and divided by number of doses 

dispensed for any specified quarter. 

Actual Medication Event/100 Discharges: Number of 

actual medication events multiplied by 100 and divided by 

the number of discharges for any specified quarter. 

Near Miss Medication Events/100 Discharges: Number 

of near miss medication events multiplied by 100 and 

divided by the number of discharges for any specified 

quarter. 


Before you can perform a scorecard analysis, you must enter the denominator data in 

the Denominator Manager application and set up the quarterly target values in Safety 

Event Manager. The System Administrator and Event Managers assigned the “System 

Administrative Function” privilege can set up target values. 

To get started: 

1 Enter the denominator data in the Denominator Manager application. For 

instructions, see Denominator User Guide 1.0. If denominator data is not available 

for the selected quarter, scorecard data cannot be provided. 

Since the denominators and numerators need to be pre-processed to show the 

indicator value, Quantros will pre-process the denominator and numerator data 

twice per month, once on the 15th and the last day of the month. Denominator 

data that you enter will not be included in the scorecard analysis until these two 

dates have passed, meaning your data has been pre-processed. For example, if 

you enter denominator data on the 1st of the month, it will not be included in the 

scorecard analysis until the 16th of the month. 

Initially, Quantros will pre-process both numerator and denominator data from Q1 

2005 to Q2 2010. 

Subsequently, Quantros will pre-process the data rolling one year onward. For 

example, the data we will process on October 15th, 2010 will update data from 

October 15th, 2009 to October 15th, 2010. 

Pre-processing means the numerators and denominators are pre-calculated for 

use in the scorecard calculation. The results of the calculation are populated in 

database tables from which the scorecard indicators are displayed for your facility 

when you use the scorecard feature. This processing cannot be done in real-time 

because the massive amount of data involved in the calculation will slow down the 

application considerably. 

2 Set up the target values for a facility. 

a. In Safety Event Manager, select System Administration > User 

Management & Alerts. 



b. On the left pane, click Target Value Assignment. 

c. Click Target Value Setup. The Target Assignment page is displayed. 

d. Select the Target Assignment Year. 

e. For each indicator, enter the actual value of the targeted reduction. For 

example, for 2.5 falls per day, enter 2.5. 

f. Click Update. 

Performing a scorecard analysis 

The Indicator Scorecard feature is available for individual facilities and for corporate 

entities at the regional and corporate levels. 

Important: If denominator data is not available for the selected quarter, scorecard 

data cannot be provided. 

To access the Indicator Scorecard feature you must be assigned the “Scorecard and 

External Comparative Analysis” privilege. By default, this privilege is not assigned. The 

following user roles can be assigned the privilege: 



• Analyst 

• Custom User 



The following is an example of a scorecard for the medication event measure set: 

For the Actual Medication Events/100 Patient Discharges measure, the value in the 

Change column is in green because it represents a decrease in the number of events. 

For the Actual Medication Events/10,000 Doses Dispensed measure, the value in the 

Change column is in red because it represents an increase in the number of events. 

For the Near Miss Medication Events/10,000 Doses Dispensed, there is an unhappy 

face in the Alert column because the increase in the number of events is significant. 

The level of statistical significance used is p-value less than 0.05. 

A p-value is the level of significance within a statistical hypothesis test representing the 

probability of the occurrence of a given event. When p-value Indicator Scorecard. 

2 Select the following: 

- Region (Corporate Tier III only) 

- Facility 

- Quarter 

- Year 

3 Click Go. The scorecard is displayed. 

4 Select a tab to view the Fall Rate, Medication Event Rate, and Pressure Ulcer Rate. 

5 Print the scorecard by clicking the printer icon in the upper right-hand corner. 

6 Click the measure name to view the data in the form of a Performance Time Trend 

u-chart. 



7 Print the chart by clicking on the printer icon. 

8 View additional information about the algorithm by clicking the PDF icon 

near the bottom of the page. 

About the Performance Time Trend u-chart 

The data for each measure can be viewed as a Performance Time Trend u-chart. The 

following is an example of the u-chart: 

A u-chart is used for detecting trends and defects for statistically lower proportion (> 

5%) occurrences as opposed to a p-chart calculation. This Statistical Process Control 

(SPC) chart was created using Open Source R Language. 

Additional u-chart information: 

• Each dot represents one month of data. 

• For all the u-charts, the maximum amount of data displayed is for 36 months. 

• This 6-sigma control chart has 3-sigma (3-standard error) on each side of the 

control line. The central line between ULC and LCL is the mean. 

• The Upper Control Level (UCL) is the expected limit for a given facility or 

aggregated corporate data value set at 3-sigma above the central line. 



• The Lower Control Level (LCL) is the expected limit set at zero. 

• Lack of denominator data for any period will not be considered in the u-chart. 

• The change of color of the data points on any graph line from blue to orange 

indicates an unusual data trend on the same side of the central line. The red data 

points indicate special cause variation. 

About the indicator algorithm chart 

An indicator algorithm flow chart is available for each measure. The chart is provided 

in a PDF format. 

To view the algorithm chart: 

Click the PDF icon in the lower right corner of the page that displays the 

Performance Time trend u-chart. 



The following is an example of the indicator algorithm chart: 


About the Adhoc Reports Builder 


Adhoc Reports Builder is a tool for creating custom reports that provide the data you 

request. 

This reporting system moves the Safety Event Manager data each night from the data 

collection system to the data warehouse, making the data available for reporting 

purposes. Because of this, records that are added or modified the same day that the 

report is being run are not included in the Adhoc reports, but are included in the reports 

the following day. 

For example, if you run an ad hoc report on July 1st for the Past 30 Days, the report 

will include the events that match your report criteria from June 1 through June 30th. 

Note: The Adhoc Reports Builder does not have graphical results available. 

The report results are displayed in data table format only. However, the results 

can be exported to Excel directly from the results page. From there you can 

run charts or utilize the Pivot Table feature in Excel to create charts. 

Terms and Definitions 

The following is a list of Ad hoc Reports Builder terms and definitions. 

Centralized Data 

Mart: 

Data group: 

Data template: 

Data element: 

Query: 

Record filter (or 

data filter): 

Work area: 

A list of data groups that define the data included in the 

report, such as Patient Safety Data, Employee Safety Data, 

and Visitor Safety Data. The first step in building a report is 

selecting a data group from the Centralized Data Mart. 

A primary category that defines the data included in the 

report. For instance, the data groups are General Event Data 

and Event Specific Data. 

A secondary category that narrows the data group to provide 

the specific information you need. For example, the available 

templates under General Event Data include Duplicate 

Events, Events Without Dates, Incomplete Events, and 

so on. 

The data entry fields or labels in an event that are used to 

create the columns in the reports that you build. For example, 

Event Date, Event Date, and Actions Taken are fields 

found on the data entry forms in Safety Event Manager, and 

they are also data elements. 

A request for information from a database. 

A means of further customizing the data template by 

specifying which events to include in the report and which 

events to exclude. 

The right side of the page, where the report is built. 



About the ad hoc builder process 

Reports are built from tabbed pages that display elements of the Safety Event Manager 

database structure on the left side and a work area on the right. Database fields are 

dragged and dropped onto the work area to create the report, and tools are provided 

to sort and filter the data. You can save the queries that you create and run the report 

at any time. 

The following is a diagram of the reporting process: 

Troubleshooting Tips 

When the Ad hoc Reports Builder has no records to display, a message states that the 

report could not be generated because there are no records available that meet the 

selected criteria. A few common causes for this are: 

• Record filtering criteria is too strict. Select the Record Filtering Criteria tab and 

modify the filters. Remove all filters if necessary. 

• Data does not exist for the specified date range. Use the parameter pane to 

modify the analysis time period. 

• Data is inaccessible due to user privileges. The data group and template you 

selected on the Available Data page may be retrieving data outside the scope of 

your user privileges. Verify that you have access to the data you are attempting to 

retrieve by contacting your System Administrator. 



How to build an ad hoc report 

This section provides instructions for building an ad hoc report. 

To build an ad hoc report: 

• From the menu bar, select Analysis & Reports > Adhoc Reports Builder. The 

AdHoc Reports Builder opens to the Available Data tab, which is one of five tabbed 

pages. 

The report is built by moving sequentially through each of the tabbed pages. 

Instructions are provided in the following sections: 

- "Available Data tab", on page 167 

- "Data Element tab", on page 168 

- "Record Filtering Criteria tab", on page 170 

- "Preview Report tab", on page 171 

- "Save My Ad hoc Report Query tab", on page 172 

Available Data tab 

The Available Data tab is where you select the data group and data template for your 

report. 

To complete the Available Data tab: 

1 From the Centralized Data Mart on the left, select a data group for your report 

by dragging and dropping it on the work area. One data group can be selected for 

each report. 

The page refreshes, and the data group that you selected is displayed in the work 

area. To remove the data group, click the [X]. 

In the following example, the General Event Data data group was selected. 

2 Select a data template from the dropdown menu. One data template can be 

selected for each report. 



The following is an example of the templates available for the General Event 

Data data group. 

The page refreshes, displaying a description of your selected template. 

Data Element tab 

The Data Element tab is where you add, delete, and re-order data elements. 

To complete the Data Element tab: 

1 Select the Data Element Selection tab. 

The Data Element Selection page is displayed. When you selected a data template 

in the previous step, the report builder loaded a pre-defined group of 

corresponding data elements that are now displayed in the work area. 

On the left side of the page, the data elements that are shaded in blue are the 

data elements that are already included in the report definition and are displayed 



in the work area. Review the list of data elements by clicking on each of the 

icons to expand the list. 

2 Modify the data elements. You can choose to add, delete, and/or reorder the data 

elements. 

a. To add data elements, use one 

of the following methods: 

• Drag and drop the data element 

to the work area. 

• Click the icon. All available 

data elements are displayed. 

The data elements shaded in 

blue on the left pane are prechecked 

in the Data Elements 

Selection page. Mark the check 

boxes that you want to add to 

the report, then click Update. 

You can add an unlimited number 

of data elements, but keep in mind 

that each element represents a 

column in the report that you are 

building. 

b. To delete data elements from the work area, use one of the following 

methods: 



• Click the icon. All available data elements are displayed. The data 

elements shaded in blue on the left pane are pre-checked in the Data 

Elements Selection page. Clear the check boxes you do not want to include. 

• Delete one data element at a time by clicking the corresponding . 

• Delete all of the data elements by clicking the icon located above the list 

of data elements. 

The data elements are removed from the work area only. They are still available 

in the Centralized Data Mart on the left side of the page and can be added to the 

work area again. 

c. To reorder the selected data elements, use of the following methods. It is 

important to note that the order in which the data elements are displayed in the 

work area are the same order that the columns appear in the report. 

• To change the order in which a selected data element appears in your 

report, simply drag it up or down within the list in the work area. 

• Click the icon to open the Reorder Elements page. Click on a data 

element to select it and use the arrow buttons to move it up or down. Click 

Update. 

Record Filtering Criteria tab 

The Record Filtering Criteria tab is where you further customize the data template by 

specifying which events to include in the report and which events to exclude. 

Note: Record filtering is optional. You can skip filtering and click the Preview Report 

tab to view your report. 

To add record filtering criteria to your report: 

1 Select the Record Filtering Criteria tab. 

2 Select filters by dragging one or more record filters to the work area. 

3 Configure the filter using the following methods: EQUALS, BETWEEN, < (less 

than), > (greater than), INCLUDES, and/or EXCLUDES. 

For example, if you select the Event Report Date filter, you could configure it so 

the report includes data from incidents that occurred between January and March 

of the current year. 

And/or you could select the Event Severity filter and configure it so that the 

report only includes data from events that have been a specific severity level. 



Preview Report tab 

The Preview Report tab automatically displays a preview of the report you built. After 

the report has been generated in this tab you can modify the date range. 

To preview the report: 

1 Click the Preview Report tab.The report is automatically generated and 

displayed. 

2 The report’s analysis time period defaults to Last Month To Date, to run the 

report for a different time period, change the Analysis Time Period in the left 

pane, and click Run Report. 

3 This report, like the standard reports, can be printed, exported to Excel, or saved 

as a PDF file by using the icons on the top right corner of the report. 



Save My Ad hoc Report Query tab 

After you set the parameters for your report, you can save your query. Reports are 

saved to the My Reports section of Safety Event Manager. 

To save your report: 

1 Click the Save My Ad hoc Report Query tab. 

2 Provide a name for the report in the Title field. Special characters such as @, #, 

and % are not allowed. However, underscores are permitted. 

3 Select a Category, or add your own unique category. 

a. To add your own category, click the plus sign [+] at the end of the dropdown 

menu. 

b. Other is automatically selected, and a text box is provided. Enter a unique 

name for your category. 

4 Provide a Description of the report. 

5 Specify whether you want to Make Ad hoc query available to others. 

6 Click Save. The report is saved to the category you indicated under the My 

Reports folder in the Analysis & Reports option. 


7 System 

Administration 

Setting up and maintaining your 

system 

This chapter provides information about user roles and privileges, as well as 

instructions for system administration tasks such as adding new users, deactivating 

users, adding provider records, and more. 


• "About the System Administrator Role", on page 174 

• "User Roles in Safety Event Manager", on page 175 

• "About Optional User Privileges", on page 177 

• "How to Assign Events to User Roles", on page 179 

• "User Management", on page 182 

• "Transferring data to Patient Safety Organization Manager (PSOM)", on page 192 

• "Provider Setup", on page 194 

• "User Group Setup", on page 198 

• "Service Line Setup", on page 203 

• "Closure Criteria Setup", on page 207 


System Administration 

About the System Administrator Role 

The System Administrator performs tasks related to user management and the set up 

of various functions such as Safety Surveillance rules and External Comparative 

cohorts. 

What are user privileges? 

All users log into the same Safety Event Manager system, but the modules, menu 

items, and functions available to each user vary depending on the privileges assigned 

to the user role. When referring to user privileges, Quantros is referring to the access 

rights that are assigned to each user role. 

The Safety Event Manager System Administrator can assign privileges or restrict 

privileges for certain users depending on the guidelines for your organization. 

Each user role has default privileges assigned to it, some can be restricted, and some 

cannot. Such as a user with the role of Analyst cannot have the Analysis & Reports 

module removed, and a user with the role of Investigator cannot be restricted from 

conducting reviews, but a user with the role of Department Leader may or may not 

have access to either of these privileges. 

• For more information on user roles and the privileges that can be assigned and 

restricted, see "User Roles in Safety Event Manager", on page 175. 

• For details on adding users and assigning privileges, see "User Management", on 

page 182. 


User Roles in Safety Event Manager 

User Roles in Safety Event Manager 

This section describes the user roles that are available in Safety Event Manager. 

Analyst 


Data 

Submission 


Department 

Leader 

The role of Analyst should be assigned to the users at your facility who 

are responsible for preparing reports related to patient safety events. 

By default, users in Safety Event Manager with this role can run reports for 

all event types and all departments. But, when assigning this role to a user, 

you can limit both the event types and departments to which the user 

has access. 

Beyond accessing reports, anyone with this role can also report events and 

receive FYI Mail notices. 

You can customize this role further by selecting/deselecting the User 

Privileges available for this user role. Refer to "About Optional User 

Privileges", on page 177. 

The Custom User role is unique in that it doesn’t have a specific type of 

employee in mind. As the name suggests, you can customize this role for 

almost any scenario you need. 

For instance, this role can be assigned to users that would ordinarily have 

an Event Manager role, but you also want to limit the departments for 

which this person is responsible. Or, this role might be assigned to 

someone who would have a Department Leader role, but you want to 

restrict the event types for which this person is responsible. 

Users with this user role must have at least one event type OR one 

department assigned to them. You can customize this role further by 

selecting/deselecting the User Privileges available for this user role. Refer 

to "About Optional User Privileges", on page 177. 

The role of Data Submission Manager should be assigned to the users at 

your facility who are primarily responsible submitting data to outside 

agencies. For instance, your facility might submit safety event data to 

OSHA, Workers Compensation, and so on. 

Beyond submitting data, Data Submission Managers can also report 

events, receive FYI Mail notices, view and edit the working copy of 

reported events, view and receive FYI mail, and view the event chronology. 




The role of Department Leader should be assigned to the employees at 

your facility that are responsible for one or more departments at your 

facility. For instance, a Department Supervisor, Department Manager, Head 

Nurse, Lead Technologist, and so on. 

Each Department Leader must be assigned at least one department and 

one event type. Department Leaders are notified when someone submits 

an event that happened in their department IF it also matches the event 

type that has been assigned to them. 









Submitter 

Help Desk 

Staff 

Investigator 

Safety 

Surveillance 

User 

System 

Administrator 

The role of Event Manager should be assigned to the employees at your 

facility that previously received, investigated, and/or prepared reports of 

incidents or accidents before the system was automated. 

Each Event Manager must be assigned at least one event type, but could 

be assigned to multiple event types, or even all the event types. Event 

Managers are notified when someone logs an event to which they have 

been assigned, no matter which department the event occurred. 

Note: If you want to limit an individual Event Manager’s responsibilities to 

a specific department or a smaller group of departments, use the Custom 

User role. 




The role of Event Submitter should be assigned to any employee at your 

facility that should have access to report events, but will have no other 

responsibility. Users with this role have basically the same privileges as an 

anonymous reporter, but they have a user login ID and password. This role 

is important for those facilities where anonymous reporting is not used. 

This role cannot be customized. 

The role of Help Desk Staff should be assigned to the employees at your 

facility that are responsible for resetting passwords, unblocking users when 

they enter the incorrect password 3 or more times, and deactivate and 

activate users from the system. 

Beyond the help desk duties, users with this role can report events from 

within the Safety Event Manager application. 

This role cannot be customized. 

The role of Investigator should be assigned to the employees at your 

facility whose primary responsibility in Safety Event Manager is to 

investigate reported events and conducting a follow-up review when 

applicable. 






The role of Safety Surveillance User should be assigned to the 

employees at your facility that only need access to the Safety Surveillance 

Dashboard and Library. 

The role of System Administrator should be assigned to the employees 

at your facility whose primary responsibility in Safety Event Manager is to 

create and manage user roles and other system administration tasks. 







About Optional User Privileges 

About Optional User Privileges 

User roles allow facilities to both provide and limit the privileges they give to users. It 

is said that a good rule of thumb is to provide users with the least amount of privileges. 

Meaning, only provide the users with the privileges that they need to do their job. 

Each role in Safety Event Manager has certain privileges that are assigned to the role 

(as described above), but most of our user roles also have optional privileges. These 

privileges are assigned by default when you are adding users, but by using a simple 

check box feature (see image below), each option can be deselected (turned off) or 

selected (turned on) to ensure that the user has the correct privileges assigned to 

them. 

The table that follows shows you which options are available to be turned on and off for 

each user role in Safety Event Manager. The privileges are displayed on the left and the 

roles are displayed in the columns on the right. Those boxes that have a ‘+’ sign 

indicate that the privilege is available to be turned on/off for the user role listed in the 

header. 

Optional User Privilege 

Analyst 

Custom 



Department 

Leader 

Access to Confidential Reports + + + + 

Add/View Event Notes + + + + + + + 

Affected Person History and Feedback + + + + 

History 

Assign Follow-up Tasks and Reviews + + + 

Assign/Access/Print RCA + + + 

Note: The Event Submitter and Help Desk Staff roles do not have any optional 

privileges. 


Investigator 

System 

Administrator 


Surveillance 




Analyst 

Assigned Task Status Monitoring + + + 

Audit Trail Report of an Event + + + + 

Close Active Events + + 

Data Analysis and Reports + + + 

Delete Complete Events + + 

Delete Incomplete Events + + 

Document Attachment for Events + + + + + + + 

Download Data + + + 

Edit Event Report + + + 

Electronic Data Submission Setup + 

ESE - Data Submission + + + 

Event Classification + + + 

External Comparative Analysis + + + + 

Indicator Scorecard Analysis + + + + 

List of Duplicates of the Event + + 

Print ALL [Privileged and Public] Notes, + + + + 

Attachments, FYIs, Follow-ups 

Print Initial Report + + + 

Print Legal Copy + + + 

Print Working Copy + + + + 

PSE/VSE Data Submission to External + + 

Agencies 

PSO Submission Setup + + + 

Re-Open a Closed Event + + 

Receive Internet E-Mail for Event 

Report, Data Modification and Follow-Up 

Completion 

+ + + 

Safety Surveillance Access Event Details + + + + + 

Safety Surveillance Rule Set-up + 

Send FYI Mail + + + + + + + 

Subscribe to Safety Surveillance + + + + + 

Confidential Rules 

System Administrative Functions + + 

View ALL [Privileged and Public] Notes, 

Attachments, FYIs 

+ + + + 


privileges. 

Custom 



Department 

Leader 


Investigator 

System 

Administrator 


Surveillance 


How to Assign Events to User Roles 


View Event Chronology and History + + + + 

View Initial Report + + + 

View Legal Copy of Event Report + + + 

View Working Copy of Event Report + + + + 


privileges. 

Analyst 

Custom 



Department 

Leader 


Investigator 

System 

Administrator 


Surveillance 


When assigning a user the Analyst, Custom User, or Event Manager role, you will 

be prompted to assign to them the event types that they will be managing in Safety 

Event Manager. For this option, Safety Event Manager uses two selection boxes with 

controls in between that allow you to move event types from the list of event types to 

the assigned event types. 

Simply select the event types in the left box (use Ctrl-click to select more than one 

event out of order, and Shift-click to group a continuous selection of event types). 

Then, use the arrows to move them to the right (see image below). 

If you are assigning all event types to a user, simply use the double [>>] arrow to 

move all event types to the Event Types Assigned box. 



How to Assign Departments to User Roles 

When assigning a user the Analyst, Custom User, or Department Leader role, you 

will be prompted to assign to them the department/service area for which they are 

responsible. 

For this option, Safety Event Manager uses two selection boxes with controls in 

between that allow you to move event types from the list of event types to the assigned 

event types. 

Simply select the departments in the left box (use Ctrl-click to select more than one 

event out of order, and Shift-click to group a continuous selection of departments). 

Then, use the arrows to move them to the right (see image below). 

If you are assigning all department/service areas to a user, simply use the double [>>] 

arrow to move all items to the Assigned Department/Service Areas box. 





User Management 

This section provides the information you need to understand and use the User 

Management options. 


• "About User Management", on page 182 

• "How to Add New Users", on page 182 

• "How to Modify User Records", on page 185 

• "How to Remove User Records", on page 186 

• "How to Activate Users", on page 188 

• "How to Reset Passwords", on page 189 

• "How to Modify Access Privileges", on page 190 

• "How to Look up Users", on page 191 

About User Management 

The User Management option is found under the User Management & Alerts menu in 

the System Administration module. This option allows users with the proper System 

Administrative privileges to create, edit, and modify user records, reset passwords, 

and modify access privileges. 

How to Add New Users 

The Add New User function allows you to add new users to your Safety Event Manager 

system. The information you should have prior to adding a user will depend on the 

procedures put in place at your facility and the type of user you are adding. 

For instance, if you are adding a Department Leader to Safety Event Manager, you 

need to know the departments to assign to that person. And if the user is a Event 

Manager, you need to know which events they will manage. 

To add a new user: 

1 From the menu bar, select System Administration > User Management & 

Alerts. 

2 From the navigation pane on the left, click User Management. 

3 From the task pane, select Add New User. The Add New System User page is 

displayed. 



4 Complete the System User Demographics, Contact Information, and System 

Access Information sections. Keep in mind that all fields preceded by a red 

asterisk (*) are mandatory so you must enter data before you can proceed. 

System User Demographics: 

a. Type the new user’s Last Name, First Name, and Middle Initial. 

b. Where prompted, select the Professional Degree and Occupational Title. 

Contact Information: 

a. Type in a 10 digit US Telephone Number, such as 555 123 0987, for the user’s 

Work Phone, Cell, and Pager numbers. 

b. Enter an Email Address. This field is required and is where the user’s Login ID 

and Password are sent once you complete this task. 

System Access Information: 

a. Once you enter the user name, the Safety Event Manager system automatically 

preselects a System Login Access ID based on the first six letters of the last 

name, the first letter of the first name, and if applicable, the middle initial. If the 

last name is less than six characters, the whole name is used. 

• This field is editable if you would prefer to a Login ID for this user, you can. 

Just highlight the system generated ID, delete it, then enter up to 10 

alphanumeric characters to create a unique ID. 

• If the user name already exists in the Quantros Safety Event Manager 

system, a message is displayed to the right of the System Login Access ID 

field. You will need to create a new ID to continue. 

b. Tab into the Password field. The System automatically preselects a password. 

Or, if you would prefer to create a password for this user, you can. Just highlight 

the system generated password, delete it, then enter a password that contains 

at least six characters (but no more than ten) and is made up of both letters 



and numbers. For example, abc123, 345six, 3456789ten, and so on. The 

password cannot be the same as the Login ID. 

Important Note: The password assigned at this point is only temporary and the 

user will be prompted to change the password at the time of their first login into the 

Safety Event Manager system. 

Also note that passwords that are 6 or 7 characters in length expire every 60 days 

and those that are eight to ten characters expire every 180 days. The user is 

prompted to change their password when they log in with an expired password. 

5 Click Assign Access Privileges. The Assign User Access Role and Privileges page 

is displayed. 

6 Select the User Role that best fits the functions that this user will perform in 

Safety Event Manager. With the exception of Event Submitter and Help Desk Staff, 

once you select a user role, you will be able to customize it to better fit the specific 

user. 

For a detailed list of the user roles and how to customize the roles, see "User Roles 

in Safety Event Manager", on page 175. 

a. Depending on the type of User Role you choose, you will be asked to provide 

User Privileges, Department/Service Area Assignments, and/or 

Assignment of Event Types. 

• For details on assigning user privileges, go to "About Optional User 


• For details on assigning event types, go to "How to Assign Events to User 

Roles", on page 179. 

• For details on assigning department/service areas, go to "How to Assign 

Departments to User Roles", on page 180. 

b. After selecting the user role, user privileges, assignment of event types and 

department/service areas, click Save. 

An email welcoming the new user to the Quantros Safety Event Manager system 

and providing them the login details and instructions to access the Safety Event 



Manager system is automatically sent to the email address you entered for this 

user. 

Tips: 

• The new user will be prompted to change the password when they log in to 

the Safety Event Manager system. 

• If the New User forgets the password, they can call the Help Desk 

Staff to Reset the password. The System Administrator can also Reset 

the password for any user in the Safety Event Manager system. 

How to Modify User Records 

This section provides instructions for modifying existing users of the Safety Event 

Manager system. You can modify a user’s name, professional degree, occupational 

title, telephone number, email address, and access privileges. 

To modify a user: 


Alerts. 


The task pane on the bottom-right shows you all the options that are available in 

the User Management module. 

3 From the User Management task pane, select Modify User. A new browser 

window appears displaying the entire user list. 



4 If you do not find the user name in the initial list, enter one or more of the search 

criteria (First Name, Last Name, System Role, Occupational Title, or 

Assigned Department/Service Area), and click Search. The list of results 

matching your criteria are displayed. 

5 Click the user Name that you would like to modify. The Modify System User page 

is displayed. 

6 Make the appropriate modifications, and click Assign Access Privileges. 

7 The next screen allows you to modify access privileges like the User Role 

Information, User Privileges and Department/Service Area Assignment 

(depending on the user role for which you are making the modifications). 

- For details on modifying user privileges, go to "About Optional User Privileges", 

on page 177. 

- For details on modifying department/service areas, go to "How to Assign 


- For details on modifying event types, go to "How to Assign Events to User 


8 Make the required modifications and click Save. 

How to Remove User Records 

When you need to remove a user from the Safety Event Manager system, (for instance, 

if a user has left the facility or changed roles) you need to use the Deactivate User 

option. If a user is deactivated, they are deleted from the User list and they will not be 

able to login to the Safety Event Manager system. However, because of reporting and 

other options, the user’s information still remains in the database. And, at any point, 

you can activate the user again. 



To deactivate a user: 


Alerts. 




3 From the User Management task pane, select Deactivate User. A new browser 

window opens displaying the active user list. 

4 You can search for the user you want to deactivate by First Name, Last Name, 

Safety Event Manager System Role, Occupational Title, or Assigned 

Department/Service Area. 

The list of results matching your criteria is displayed below. For example, the 

search for last name JOHNSON brings up one user, as shown below: 

5 Select the Deactivate User check box, next to the user that you would like to 

deactivate and click Deactivate as shown above. 

6 At the dialog box asking you to confirm if you would like to delete the user, click 

OK. 

The user is removed from the active users list, and will not be able to login to the 

Safety Event Manager system. 



How to Activate Users 

The Activate User function has two purposes, first you can activate users that were 

previously deactivated (see Example #1 below), second, you can import users from 

other Quantros products to this product (see Example #2 below). 

Example #1: You had an employee who left the facility for a move out of state. You used the 

Deactivate option in User Management so they could no longer access Safety Event Manager. 

However, the employee recently moved back and is once again employed at the facility. You can 

use this option to access their old record and reactivate their login credentials. 

Example #2: You are a current user of Safety Event Manager and have just implemented 

Feedback Manager. You have several employees with login credentials for Safety Event 

Manager, and you want them to be able to use the same credentials to access Feedback 

Manager. With this new option, you can do that. 

To activate a user: 


Alerts. 




3 From the User Management task pane, select Activate User. The Activate User 

page is opened in a new window. 

4 Locate the user(s) that you want to either reactivate in this product, or add from 

another product. You can do this two ways: 

a. At the top of the page, enter a full or partial name in either or both the First and 

Last Name fields, and click Search. 

b. View the list of names presented in the User List. If there are more than 15 

users, the Next/Last buttons are displayed for your use. 

5 In the Activate User column, mark the check box for the user(s) that needs to be 

reactivated or added and click Activate. 



6 A confirmation box appears asking if 

you are sure you want to activate 

the user(s), click OK to activate the 

selected user(s), or Cancel to quit 

without activating. The user is 

removed from the Inactive List and 

added to the list of active users in 

your system. 

How to Reset Passwords 

The System Administrator can reset the password for users in the Safety Event 

Manager system. When the System Administrator resets the password, the user will 

automatically receive an email notification from the Safety Event Manager system with 

the new password. The user will be prompted to change the assigned (reset) password 

on their first login with the new password. 

To reset a user password: 


Alerts. 




3 From the User Management task pane, select Reset Password. A new browser 

window opens displaying the active user list. 

4 You can search for the user whose password you want to reset by First Name, 

Last Name, Safety Event Manager System Role, Occupational Title, or 

Assigned Department/Service Area. 

The list of results matching your criteria will be displayed below. 

5 Click Reset next to the user for whom you would like to reset the password. A 

new browser window appears with the System Login Access ID and editable 

Password field. 

6 Either accept the system generated password, or type in a new password and click 

Reset as shown above: 

The User whose password has been reset will automatically receive a password 

reset notification email with the new password. When the user logs in to Safety 



Event Manager with this new password, they will be prompted to change the 

password to a private, secure password. 

How to Modify Access Privileges 

The System Administrator can modify access privileges for users in the Safety Event 

Manager system. For example, the System Administrator can assign or restrict a 

Department Leader from sending FYI mails, or viewing the event history, and so on. 

The System Administrator can also add or restrict user access to event types and/or 

departments/service areas. 

If after the user has been set up, a change in policy or if for instance a Department 

Leader becomes responsible for a new department, the System Administrator can 

modify the access privileges at any time. 

- For details on modifying user privileges, go to "About Optional User Privileges", 

on page 177. 

- For details on modifying department/service areas, go to "How to Assign 


- For details on modifying event types, go to "How to Assign Events to User 


To modify access privileges for a user: 


Alerts. 




3 From the User Management task pane, select Modify Access Privileges. 

A new browser window appears displaying the active user list. 

4 You can search for the user whose password you want to reset by First Name, 

Last Name, Safety Event Manager System Role, Occupational Title, or 

Assigned Department/Service Area. The list of results matching your criteria 

will be displayed below. 



For example, the search for the role Department Leader finds three users. 

5 Click the User Name whose access privileges you would like to modify. 

6 The System User Demographics and System Access Information fields 

appear. If needed, make required changes to this information, then click Assign 

Access Privileges. 

7 Depending on the User Role for which you are making the modifications, the next 

screen will allow you to modify the User Privileges, Assignment of Event 

Types and Department/Service Area Assignment. 

8 Click Save to submit and save the modifications. 

How to Look up Users 

The User Lookup feature allows you to locate user records in your facility’s Safety Event 

Manager system. From the User List page, you can unblock users, reset passwords, 

add new users, print user lists, find the user Login IDs, and find the user’s role title. 

To look up users: 


Alerts. 




3 From the User Management task pane, select User Lookup. 

The Search System User List is opened in a new browser window. At the bottom of 

the page, the User List displays the first 10 users in the list. Use the Next and 

Back buttons to navigate the list of users. 

4 To find a specific user, you can search by the user’s First Name, Last Name, 

System Role, Occupational Title, and Assigned Department/Service Area. 

The User List displays the name, login ID, email address, and role of the users 

searched. 



To unblock users: 

1 Once you have accessed the Search System User List page, you will see a 

prompt above the Users List section that reads: View list of Blocked Users. 

Click Yes to display only those users who have been blocked from the system. 

Typically, users are blocked because they entered their password incorrectly three 

time in a row. 

2 If there are users that are blocked, they will be listed in the Users List section, and 

the last column is labeled “Blocked Users”. Select the check box for each user 

that you want to unblock, and click UnBlock. 

The users can now log in to the system. If they have forgotten their password, you 

should first reset their password before they log in. 

To print a list of users: 

1 Once you have accessed the Search System User List page, and a list of users 

are displayed, click the Print button located at the top of the Users List. 

2 Use the Next button to go to view the next 10 users, then click Print again. 

Repeat this step until you have completed printing your list. 

To reset a password: 

1 Locate the user in the Users List. 

2 Click the Reset link in the Reset Password column. The System User Password 

Reset page is displayed. 

3 You can keep the default new password, or highlight it and enter your own 

password. 

4 Click Reset. 

Transferring data to Patient Safety Organization Manager 

(PSOM) 

This option is only available for facilities that use both Safety Event Manager and PSOM. 

The Data Transfer to PSOM option allows you to set up the event submission criteria for 

transferring event data from Safety Event Manager to PSOM. 

This option is available for the following user roles: 

• Event Managers 

• Custom Roles 

• System Administrators 

Users must be assigned the privilege called “PSO Submission Setup.” 

The following data is included when transferring events from Safety Event Manager to 

PSOM: 

• Event Type Data 

• Intervention Type Data and Contributory Factor Data 

• Event Attachments 

• Event Notes 


Transferring data to Patient Safety Organization Manager (PSOM) 

• FYI Mail 

• RCA and RCA Attachments 

Not included in the data transfer is the chronology, RCA knowledge share, initial copy, 

and working copy. 

Safety Event Manager transfers event data automatically. The data is transferred after 

midnight Pacific Standard Time each night, excluding weekends. 

You must define the number of days after event closure to transfer the data 

automatically from Safety Event Manager to PSOM. 

Events entered into Safety Event Manager after August 1, 2005 may be 

eligible to be transferred to PSOM using this criteria. 

Events transferred from Safety Event Manager to PSOM are locked in Safety Event 

Manager in order to maintain the integrity of the data. Locked events can be viewed 

and printed, but cannot be reopened, edited, or deleted. Events that are locked are 

noted with a lock symbol when viewing the Closed Events folder in the inbox. 

Setting up the PSOM submission criteria 

This section provides instructions for selecting the submission criteria for transferring 

events from Safety Event Manager to PSOM. 

To set up the submission criteria: 

1 Select System Administration > User Management & Alerts. 

2 From the Setup Functions pane on the left, select Data Transfer to PSOM. 

3 Select the earliest date for submission to PSOM. 

4 Click Setup Submission Criteria. The Data Transfer to PSOM page is displayed. 

5 Select the submission criteria for each severity type. 

6 Click Save. 



Provider Setup 

This section provides the information you need to understand and use the Provider 

Setup options. 


• "About the Provider Setup Options", on page 194 

• "How to Access a List of Existing Providers", on page 195 

• "How to Add Provider Files", on page 196 

About the Provider Setup Options 

The term provider refers to any person at your facility or associated with your facility 

that provides services to patients. This includes physicians, surgeons, nurses, 

nutritionists, radiologists, technicians, pathologists, therapists, and more. The Provider 

Setup options are used to add, edit, and maintain the provider files in your Safety 

Event Manager system. 

To access the Provider Setup options, first select System Administration > User 

Management & Alerts. Then, select Provider Setup from the left pane. 



How to Access a List of Existing Providers 

Providers can be added to Safety Event Manager by entering the provider files 

individually. Before adding a provider file, you may want to see if that provider has 

already been entered into the system. 

To view your list of providers: 


2 Select the Provider Setup option from the left pane. 

3 From the task pane, select Provider List. The Search Provider List page is 

displayed. 

4 The bottom half of the page lists the first ten provider names in alphabetical order. 

You can change the order of the list by clicking on the column headers. For 

instance, if you want to sort the list by provider type instead of alphabetically, click 

on the Type column header, or by department, click on the Dept. column header, 

and so on. 

Use the Next and Back buttons to navigate the list. To locate a specific provider, use 

the search functions at the top of the page. 



How to Add Provider Files 

The Add Provider option allows you to add providers to your Safety Event Manager 

system. 

To add a provider record to Safety Event Manager: 



3 From the task pane, select Add Provider. The Add Provider Details page is 

displayed. 

4 At the Provider Name field, enter the last and first name. These two fields (last 

and first name) can each accept up to 30 characters in length. 

5 Enter as many details for the provider as you can, keeping in mind that fields 

marked with an asterisk require data. 

Note: The NPI and UPIN numbers are marked with a red asterisk (*) indicating that 

they are required fields. However, in this case one or the other is required. Meaning, 

each provider that you add must have either a National Provider Identifier (NPI) or a 

Unique Provider Identifier Number (UPIN). 

6 Click Save. The file is added to your Safety Event Manager system. 

How to Modify a Provider File 

This section provides instructions for modifying provider files in Safety Event Manager. 

To modify an existing provider record: 



3 From the task pane, select Provider List. The Search Provider List page is 

displayed. 



4 Locate the provider by using the search option at the top of the page, or by 

navigating through the list. Then, in the Name column, click on the name of the 

provider you want to edit. An editable record for that provider is displayed. 

5 Make the necessary changes and click Save. 



User Group Setup 

This section provides the information you need to understand and use the User Group 

Setup options. 


• "About the User Group Setup Options", on page 198 

• "How to Create User Groups", on page 198 

• "How to Assign Users to a User Group", on page 199 

• "How to Modify a User Group", on page 200 

• "How to Delete a User Group", on page 202 

About the User Group Setup Options 

The User Group Setup option allows you to create FYI Mail distribution lists or “user 

groups”. This is especially practical if you work with teams: sending an FYI mail to a 

distribution list will reach all the members of that list, requiring only the selection of the 

list as recipient. 

For instance, if you need to send an FYI Mail to all night shift supervisors, you would 

select the user group for those supervisors, for instance NOC_Sups. This way even if 

you don’t know the names of the night shift supervisors, you can still get the FYI Mail 

out without having to go through the hospital directory to find their names, then check 

to see if they are registered in Safety Event Manager, and so on. 

Important things to note about this feature: 

a. Once a User Group is created, the ability to send FYI Mail to user groups 

and the ability to send FYI Mail to email addresses over the internet are 

automatically turned on for all users in your facility with the privilege to 

send FYI Mail. 

b. The ability to send Event Summary information over the internet is 

provided. 

How to Create User Groups 

Creating an FYI distribution list consists of two steps: create the user group, 2) assign 

the users to the group. In this section, we provide the instructions for the first step, 

creating user groups. To assign users to the group, see "How to Assign Users to a User 

Group", on page 199. 

To create a user group: 


2 Select User Group Setup from the left pane. 



3 From the task pane, select Create User Groups. The Create User Groups page is 

displayed. 

4 In the User Group Name field, provide a name for the user group. 

5 In the Description field, provide no more than 1000 characters to describe the 

user group. While you may feel that the title of the group is descriptive enough, 

you should keep in mind that the groups can be accessed by anyone with the 

appropriate privileges, so the description may prove to be very useful for others. 

6 Click Save. The fields are cleared and the user group is added to the User Group 

list at the bottom of the page. 

7 Create as many groups as you need. We will discuss how to assign users to the 

groups in the next section. Some people prefer to create all the groups at once 

and then add the users. Others prefer to create one group at a time. 

Important Note: Once you set up at least one user group, all users who have the 

privilege to send FYI mail will have the ability to send both FYI Mail to a Group of 

users or Individual users as well as send Internet Mail to a Group or Individual. 

How to Assign Users to a User Group 

Once you have created one or more user groups, you can start assigning users. The 

people you add must have a user role in Safety Event Manager, as well as a valid email 

address. 

To assign users to a user group: 





3 From the task pane, select Assign Users to User Groups. The Users for Group 

Assignment page is displayed. 

4 At the top of the page, use the dropdown list to locate and select a group. 

5 From the Select Group Users box, Ctrl-select the users you want to add to this 

group, and click . To remove a user from a group, select the name in the 

Selected Group Users box and click the . 

6 When you have added all the users, click Save. You are returned to the User 

Group Setup page, repeat these steps until all your user groups have users 

assigned. 

How to Modify a User Group 

You can modify the name of a user group, the description, and even the assigned users. 

This sections provides the instruction for each of these scenarios. 

To modify a user group name and/or description: 






displayed. 

4 Locate the user group you want to modify and click on the name in the User 

Group Name column. The group name and description are displayed. 

5 Make your changes and click Save. The changes are reflected in the User Group 

List immediately. 



To modify the user group assignment: 

1 From the bottom of the Create User Groups page, click Assign Users. The Users 

for Group Assignment page is displayed. 

2 At the top of the page, use the dropdown list to locate and select a group. 

3 Add or remove users from the group. 

4 When you have made all your changes, click Save. You are returned to the User 

Group Setup page. 

How to Delete a User Group 

If you no longer have a need for a user group (for instance, if you had a user group for 

a summer internship program), you can remove it from the Safety Event Manager 

system at any time. 

To delete user groups: 




Service Line Setup 


displayed. 

4 In the last column of the Group List section, click in the check box of the group 

you want to remove. You can select as many groups as needed. 

5 Click Delete Group. You are prompted with a popup box asking if you are sure 

you want to delete the group. 

6 Click OK to delete the group, Cancel to quit without deleting. 


This section provides the information you need to add, edit, and deactivate a service 

line. 


• "About Service Lines", on page 204 

• "How to add service lines", on page 204 

• "How to edit a service line", on page 206 

• "How to deactivate a service line", on page 207 



About Service Lines 

The field called “Which service line is primarily responsible for the event?” is available 

in the PSE data entry form. This field has a dropdown menu with the list of names of 

the service lines. The field can be designated as two-part data entry or made available 

to all users. Please contact your account representative to have this field added 

to the PSE data entry form. 

The service lines specific to your facility can be added to the dropdown menu and 

mapped to a master list provided by Quantros. For example, you may want to call the 

Behavioral Medicine service line “One North.” By mapping One North to Behavioral 

Medicine, the data continues to be associated with an easily identifiable service line. 

This is useful when the system collects data for reports and analysis. 

Service lines can be added, edited, and deactivated by users assigned the System 

Administration user role. System Administration can also export the list of service lines 

to an Excel spreadsheet. 

How to add service lines 

You can add new service lines specific to your facility and map them to existing service 

lines on the master list. 

To add a new service line and map it to the master list: 


2 Click Service Line Setup in the left pane. 

3 Click Service Line Setup on the right. The Service Line Setup page is displayed. 



4 Click Add Service Line. The Add New Service Line window is displayed. 

5 Select a service line from the master list. 

6 Enter the name of your service line. 



7 Click Save. Your service line is mapped to the service line in the master list and is 

displayed in the dropdown menu for the “Which service line is primarily 

responsible for the event?” field. 

How to edit a service line 

You can edit an existing service line from the service line list. 

To edit a service line: 




4 Select the service line you want to edit. 

5 Click Edit Service Line. The Edit Service Line window is displayed. 

6 Edit the name of your service line. 

7 Click Save. The edited service line is saved and displayed in the service line list. 


Closure Criteria Setup 

How to deactivate a service line 

You can deactivate an active service line from the service line list. 

To deactivate a service line: 




4 Select an active service line and click Inactivate Service Line. The confirmation 

window is displayed. 

5 Click Yes to deactivate. The corresponding service line is deactivated and 

reflected in the status as Inactive. 

Closure Criteria Setup 

The Closure Criteria Setup option allows users with system administrator privileges to 

restrict or allow users to close events based on certain criteria. 

The closure criteria applies to events that are closed individually and events that are 

closed using the multi-event closure feature. 

The Closure Setup Criteria page is accessed through System Administration. 

To set up the event closure criteria: 


2 From the navigation pane on the left, click Closure Setup Criteria. 

3 From the task pane on the right, click Closure Setup Criteria. 

The Closure Setup Criteria page is displayed. 

4 Select Allow Closure or Disallow Closure for each of the items. 



5 Click Save. 

Important: 

The question, “Is Data Entry Complete?” is NOT APPLICABLE to events 

that are entered using the multiple page data entry form, or that were 

migrated from other systems. For events of these natures, the system 

ignores this rule and allows the event to be closed. For all other events, this 

rule DOES apply. 

Viewing the closure criteria 

Once the closure criteria has been set up, the criteria can be viewed during the process 

of closing an event. 

To view the closure criteria: 

1 From the inbox, select an event. 

2 From the task pane on the bottom right, click Event Closure. The Event Closure 

page is opened in a new window. 

3 Click the link at the top of the page that reads: Click here to view the event 

‘Closure Setup Criteria’ Preview, as shown in the example page above. 

The settings for your facility are displayed. 


8 Safety Surveillance 

Surveillance of events reported in 

Safety Event Manager 

This chapter introduces you to the Safety Surveillance module and provides 

instructions for performing related tasks such as activating rules, editing rule settings, 

and assigning users to rules. 


• "Overview of the Safety Surveillance module", on page 210 

• "About Surveillance Rule Setup", on page 217 

• "About the Safety Surveillance Dashboard", on page 218 

• "About the Surveillance Rules Library", on page 220 


Safety Surveillance 

Overview of the Safety Surveillance module 

The Safety Surveillance module provides continuous surveillance of events reported in 

Safety Event Manager. Designated stakeholders are notified when a patient 

experiences multiple events or when serious events occur within a predefined time 

period. Standard rules include: 

• National Quality Forum Serious Reportable Events (NQF SRE) 

• National Patient Safety Goals (NPSG) non-compliant events 

• State reportable events 

• New admit with prior actual events 

• Near miss event followed by an actual event during the current episode of care 

• Three or more severe/fatal events within the last 24 hours 

Alerts are accessible from the Safety Surveillance Dashboard and optionally sent to 

your email address. 

The Safety Surveillance module provides two different types of alerts: 

Severity alerts: These alerts are based upon event classification, degree of harm, 

affected party, event type, and department. 

Surveillance alerts: These alerts are based upon the number of times a certain type 

of event occurs or a classification of NQF SRE, NPSG non-compliant, or state reportable 

event. Surveillance alerts are optional and require a subscription. Contact your 

Quantros account representative for more information. 



The following is a diagram of the surveillance rule setup and notification process. This 

diagram does not include information about severity rules. 

Descriptions of standard rules 

The following table provides a description of each of the standard rules included in the 

Safety Surveillance module. 

Rule Name 

Multiple Dissimilar 

Actual Events - Same 

Person – Across 

Episodes of Care: 

Description 

This alert is sent when more than one dissimilar actual 

events occur involving the same person during the 

current and previous admissions. 

For example, the alert is sent when the same person 

who had an actual Clinical Event during a previous 

admission is involved in an actual Medication Event 

during their current admission. Additional alerts are 

sent for each subsequent event involving the same 

person. 



Rule Name 

Multiple Dissimilar 


Person – Current 

Episode of Care: 

Multiple Same Type 


Person - Across 

Episodes of Care: 



Person - Current 


Multiple Dissimilar Near 

Miss Events - Same 




Near Miss Events - Same 



Description 

This alert is sent when more than one dissimilar actual 

events occur involving the same person during their 

current admission. 


involved in an actual Clinical Event is involved in an 

actual Medication Event during their current 

admission. Additional alerts are sent for each 

subsequent event involving the same person. 

This alert is sent when more than one similar actual 


current and previous admission. 


involved in an actual Medication Event during a 

previous admission is involved in an actual Medication 

Event during the current admission. Additional alerts 

are sent for each subsequent event involving the same 

person. 

This alert is sent when more than one similar actual 


current admission. 


involved in an actual Clinical Event during a past 

admission is involved in an actual Clinical Event during 

the current admission. Additional alerts are sent for 

each subsequent event involving the same person. 

This alert is sent when more than one dissimilar near 

miss events occur involving the same person during 

the current admission. 


who had a previous near miss Clinical Event is involved 

in a near miss Medication Event during their current 



This alert is sent when multiple same type of near miss 


current admission/visit. 

For example, the alert is sent when the same person is 

involved in a near miss Clinical Event is involved with 

another near miss Clinical Event during the current 





Rule Name 

Three or more 

Severe/Fatal Dissimilar 

Actual Events within 

Last 24 Hours: 

Three or more 



Last 3 Days: 

Three or more 



Last 7 Days: 

Three or more 



Last 14 Days: 

Three or more 

Severe/Fatal Similar 

Actual Events - within 

Last 24 Hours: 

Description 

This alert is sent when three or more severe/fatal 

dissimilar actual events occur within the last 24 hours. 

Events with severity categories G, H, and I constitute 

severe/fatal events. 

Additional alerts are sent if there are fourth, fifth, or 

sixth (and so on) events within 24 hours that are not 

of the same type, such as Medication Events, Clinical 

Events, and Behavioral Events. 


dissimilar actual events occur within the last three 

days. Events with severity categories G, H, and I 

constitute severe/fatal events. 

Events with severity categories G, H and I constitute 

severe/fatal events. Additional alerts are sent if there 

are fourth, fifth, or sixth (and so on) events within the 

last three days that are not of same type, such as 

Medication Events, Clinical Events, and Behavioral 

Events. 


dissimilar actual events occur within the last seven 




sixth (and so on) events within the last seven days 

that are not of same type, such as Medication Events, 

Clinical Events, and Behavioral Events. 


dissimilar actual events occur within the last 14 days. 




sixth (and so on) events within the last 14 days that 

are not of same type, such as Medication Events, 

Clinical Events, and Behavioral Events. 


similar events occur within the last 24 hours. Events 

with severity categories G, H, and I constitute 



sixth (and so on) events within the last 24 hours of the 

same type. 



Rule Name 

Three or more 


Actual Events - within 3 

Days: 

Three or more 



Last 7 Days: 

Three or more 



Last 14 Days: 

Near Miss followed by 

Same Type Actual Event 

– Current Episode of 

Care: 

New Admit with Prior 

Actual Events: 

NQF Serious Reportable 

Event: 

NPSG Non-compliant 


Description 


similar actual events occur within last the last three 




sixth (and so on) events within the last three days of 

the same type. 


similar actual events occur within the last seven days. 




sixth (and so on) events within the last seven days of 

the same type. 


similar actual events occur within the last 14 days. 




sixth (and so on) events within the last 14 days of the 

same type. 

This alert is sent when a person involved in a near miss 

event is also involved in an actual event during the 

current episode of care. 

For example, an alert is sent if a person associated 

with a near miss Medication Event is also involved in 

an actual Medication Event following the near miss 

event during the current episode of care. 

This alert is sent when a person is determined to have 

had one or more actual events during a prior 

admission. 

This alert is sent when an event is classified as an NQF 

Serious Reportable Event, either automatically or 

manually, in Safety Event Manager. 

This alert is sent when an event is classified as an 

NPSG Non-Compliant Event. 



Rule Name 

State Reportable Event: 

Description 

This alert is sent when an event is classified as eligible 

for state submission in Safety Event Manager. 

Examples of such events are events eligible for states 

of Florida (AHCA), New York (NYPORTS), and New 

Jersey (DOH). 

Note: Events reportable to Pennsylvania (PA-PSRS) 

are not included in this alert because PA-PSRS 

receives state submissions for all events categorized 

with a severity of A, B, C and D. 

Safety Surveillance User Privileges 

Users that are subscribed to rules potentially have access to confidential patient 

information. These users can be restricted from subscribing to confidential rules and 

viewing event details with the assignment of user privileges. 

Users that are assigned the Safety Surveillance User role only have access to the 

Safety Surveillance Dashboard and Library. 

The following table provides information about the Safety Surveillance privileges: 

Privilege Description User Roles 


Surveillance 

Access Event 

Detail 

Subscribe to 


Surveillance 

Confidential 

Rules 


Surveillance 

Dashboard 


Surveillance 

Rule Setup 

Allows users to access 

the event folder by 

clicking the triggered or 

associated event ID. 

Allows users to subscribe 

to rules designated as 

confidential by the 

System Administrator. 

Allows users to access 

the dashboard. 

Allows the System 

Administrator to activate 

and deactivate rules, 

edit rule settings, and 

assign users to rules. 

Safety Surveillance User, Event 

Manager, Department Manager, 

Custom User, and Analyst 

Safety Surveillance User, Event 

Manager, Department Manager, 


Event Manager, Department Manager, 


System Administrator 



Definition of terms 

The following table provides definitions of terms associated with the Safety 

Surveillance module. 

Activating a 

rule: 

Activation ID: 

Associated 


Deactivating a 

rule: 

Rule: 

Trigger Event: 

Severity and 

Surveillance 

Alert 

Activations: 

Severity Rule: 

Surveillance 

Rule: 

The System Administrator activates a rule in order to edit the 

settings and assign users to it. Users can subscribe to active, 

non-mandatory rules. 

A unique number assigned to each activation. This number is 

different than the event ID. 

Events that are associated with an alert but do not trigger it. For 

example, if an alert is sent to you when three fatal events occur 

within a three day period, the first two events are the associated 

events and the third event is the trigger event. 

When a rule is deactivated, users cannot be assigned to it and 

cannot subscribe to it. The System Administrator can activate 

and deactivate rules. 

A description of the event or scenario that triggers the system to 

send you an alert. The following are examples of rules: 

New admit with prior actual event 

Three or more severe/fatal similar actual events within a seven 

day period 

NQF serious reportable event 

The event that triggers the system to send you an alert. For 

example, if the rule is activated when three fatal events occur 

within a three day period, the third event is the trigger event. 

The first two events are associated events. 

Alert activations are displayed on the dashboard and include 

information such as Activation ID, harm level, priority, trigger 

event ID, and more. 

A user-created rule that is based upon event classification, 

degree of harm, affected party, event type, and department. 

Severity rules are not related to the number of times an event 

occurs. 

A standard rule that is based upon the number of times a certain 

type of event occurs or whether it is an NQF SRE, NPSG noncompliant, 

or a state reportable event. The Safety Surveillance 

module provides a set of standard rules that cannot be modified, 

except for the settings. 


About Surveillance Rule Setup 

About Surveillance Rule Setup 

From the Surveillance Rule Setup, the System Administrator can perform the following 

tasks: 

• Add a severity alert rule. 

• Edit rule settings. 

• Activate and deactivate surveillance rules. 

• Assign users to surveillance rules. 

Editing surveillance rule settings 

• When editing a surveillance rule setting, you can specify: 

• Whether the priority is high, medium, or low. 

• If the rule is confidential. 

• If the rule is mandatory. 

• Whether an alert email should be sent. 

To edit surveillance rule settings: 

1 From the menu bar, select Safety Surveillance > Surveillance Rule Setup. 

2 Select a rule from the list and click Edit Rule. The Edit Surveillance Rule window 

is displayed. 

3 Select your preferences and click Save. 

4 At the confirmation message, click Yes. 



Activating and deactivating surveillance rules 

The System Administrator must activate a rule in order to assign users to it. You can 

determine whether a rule is active or not by the color of the dot in the Status column. 

A green dot means that the rule is active and a red dot indicates that the rule is 

inactive. 

To activate a surveillance rule: 


2 Select an inactive rule from the list and click Activate. 


To deactivate a surveillance rule: 


2 Select an active rule from the list and click Deactivate. 


Assigning users to surveillance rules 

The System Administrator assigns users to surveillance rules and can optionally 

designate a rule as mandatory. If a rule has not been designated as mandatory, 

assigned users can subscribe to it from the Surveillance Library. 

To assign a user to a surveillance rule: 


2 Select a rule from the list and click Assign User. The Assign Users window is 

displayed. 

3 Use the arrow buttons( ) to assign/remove users and click Save. 

About the Safety Surveillance Dashboard 

The Safety Surveillance Dashboard is populated with activations and alerts, offering 

comprehensive workflow management that includes case review, assignment, and 

follow up. The dashboard displays the harm category and the priority of the event as 

well as links to trigger and associated events. 

From the dashboard you can: 

• View individual activations and summarizations. 

• Acknowledge activations and add comments. 

• Delete activations. 

• Set the parameters for the dashboard display. 


About the Safety Surveillance Dashboard 

Acknowledging activations 

When you acknowledge an activation on the dashboard, a green check mark is added 

next to the Priority column. You can also add a comment to an activation when you 

acknowledge it. 

To acknowledge an activation: 

1 Select Safety Surveillance > Surveillance Dashboard. 

2 From the Safety Surveillance Dashboard, select an alert and click Acknowledge. 

The Acknowledge window is displayed. 

3 Optionally add a private comment. Select the Add Comments to Notes check 

box to add it as a public note associated with the trigger event. 

A comment added to an event as a note is not removed when you delete the 

activation. Furthermore, the note is public by default and is included in the event 

chronology. 

4 Click Acknowledge. A confirmation message is displayed and a green check mark 

is added to the activation on the dashboard. 

Deleting activations 

Activations that have been acknowledged can be deleted. 

To delete an activation: 

1 From the Safety Surveillance Dashboard, select an acknowledged activation and 

then click Delete. A confirmation message is displayed. 

Important: Deleted activations are not included in the summary on the dashboard. 

For example, if you delete an activation for the current week and then view a 

summary for the current week, it is not included. 

2 Click Yes. The alert is deleted and removed from the dashboard. Comments that 

were designated as event notes when you acknowledged the activation are not 

deleted and can be accessed through the event folder or inbox preview pane. 

Searching for activations 

You can search the dashboard for a specific activation by activation ID, event ID, 

and/or person ID. 



To search for an activation: 

1 From the menu bar, select Safety Surveillance > Surveillance Dashboard. 

2 From the Search pane, enter the first five characters of the activation ID, event 

ID, and/or person ID. 

The search results are displayed. 

3 Select the activation you are searching for by clicking on it. 

Setting the parameters for the dashboard display 

The dashboard displays both individual alert activations and a summary of alerts by a 

specified time period. You can change the display by modifying the department and/or 

time period of the activations. 

To set the parameters: 

1 From the menu bar, select Safety Surveillance > Surveillance Dashboard. 

2 From the Parameters pane, select the time period and one or more departments. 

3 Click Submit. 

The activations and the summary are displayed according to the parameters you 

selected. 

About the Surveillance Rules Library 

The Surveillance Rules Library is where you perform the following tasks: 

• Subscribe and unsubscribe to rules. 


About the Surveillance Rules Library 

• Specify your alert delivery preferences. 

Subscribing to surveillance rules 

By subscribing to a surveillance rule, you will receive alerts when a rule is activated. 

Alerts are sent to the Surveillance Dashboard and can optionally be sent to your email 

address. 

To subscribe to a surveillance rule: 

1 From the menu bar, select Safety Surveillance > Surveillance Rules Library. 

2 From the Available Rules tab, select a rule and click Subscribe. 


To unsubscribe from a surveillance rule: 


2 From the Subscribed Rules tab, select an active rule and click Unsubscribe. 


The selected rule is unsubscribed and removed from the Subscribed Rules tab in 

the Surveillance Rules Library. 

Setting your delivery preferences 

You can choose to have alerts sent to your email address by setting your delivery 

preferences. 

To set your delivery preferences: 


2 From the Subscribed Rules tab, locate the rule for which you want to set your 

preferences. 

3 Select Send Email. 

4 Select Save Preferences. At the confirmation message, click Yes. 




9 Data Management 

When and how to submit your data to 

outside agencies 

This chapter introduces you to the Data Management module. It includes information 

about how an event gets flagged for data submission and instructions on how to submit 

events to internal and external agencies and systems, review/print event submission 

logs, and how to work with OSHA report events and OSHA forms. 

Note: The Data Submission options are only visible to those organizations/facilities 

that subscribe to the Event Data Submission option. 


• "Event Data Submission", on page 224 

• "Event Data Submission Log", on page 230 

• "OSHA Reportable Events", on page 231 


Data Management 

Event Data Submission 

The Event Data Submission module is used to classify events for submission, enter 

submission data, and submit data to outside agencies. 

The event reports that have been marked for submission are displayed in the Event 

Data Submission Inbox, as shown in the example image below: 

The Event Data Submission Inbox works much like the Safety Event Manager Inbox, 

where it allows you to view and sort either all records, or records that meet a certain 

condition, and perform all tasks related to Data Submission. In the case of Event Data 

Submission, the events are sorted by: 

Ready 

Not Ready 

Pending 

Submitted 

The event has been classified as eligible for submission and the 

submission data has all been entered. The event is ready for submission, 

but has not yet been submitted. 

The event has been classified as eligible for submission, but the 

submission data has not been completed. The event is not ready for 

submission. 

The event classification has yet to be determined and is awaiting further 

investigation by the data submitter. 

The event has been classified as eligible for submission and the 

submission data has all been entered. The event was successfully 

submitted (either electronically or to a printer). 

The tasks performed from the Event Data Submission Inbox include: 

• "Classify Events for Submission", on page 225 

• "Complete the agency submission data", on page 226 

• "View the Event Chronology/History", on page 227 

• "Submit Data to Agencies", on page 227 

• "Batch/Annual Submission", on page 228 



Classify Events for Submission 

For any given agency (for example, your state’s reporting agency—NYPORTS in the 

state of New York, ACHA in the state of Florida, and so on) there are accepted 

standards for events that—when satisfied—indicate eligibility for submission. 

Once an event is classified as a Primary event in Safety Event Manager, and if your 

facility subscribes to Data Submission, you can then classify the event for submission. 

To classify an event for data submission: 

1 Select My SRM > My SRM Inbox. 

2 From the inbox, select a primary event record. 

3 In the Submissions section, select the reporting agency to which you want to 

submit this event data. 

4 The Classification & Required Data page is displayed. 



5 Depending on your state’s agency, the Data Submission page appears, and asks a 

question similar to the following: 

Before an event is placed into the Event Data Submission Inbox, it must first be 

marked as eligible for submission (Yes) or marked as Pending Investigation by the 

Safety Event Manager Event Manager. 

Complete the agency submission data 

Once an event is in the Event Data Submission Inbox, you can change the eligibility 

setting, add and/or edit the agency submission data, and submit the data. 

To add/edit the agency submission 

data: 

1 Select Data Management > Event 

Data Submission. 

2 From the Event Data Submission 

inbox, click on an event. The Data 

Submission task pane is displayed. 

3 From the task pane, click 

Submission Data. The Classification 

& Required Data page is displayed. 

Some submission data is prepopulated. 

Some of these fields are 

editable; others are grayed out. 



4 The Event Data is shown on the left side of the page, and the Review Form is on 

the right. You can hide either side by clicking on the appropriate button. Complete 

the form and scroll to the bottom and click Save. 

View the Event Chronology/History 

By using the Event Chronology/History option, you can view all the actions that have 

been performed on event since it was first logged in to Safety Event Manager. With this 

option, you can check the Data Submission eligibility status, whether the file was 

submitted, and so on. 

To view the event history: 

1 Select Data Management > 

Event Data Submission. 

2 From the Event Data 

Submission Inbox, select an 

event. The Data Submission task 

pane is displayed. 

3 From the task pane, select Event 

Chronology. A page similar to 

the example below is displayed. 

Submit Data to Agencies 

A record is ready for submission when the eligibility criteria has been set to Yes, and all 

required data has been entered in the submission form. 

To submit the data to agencies: 

1 Select Data Management > Event Data Submission. 

2 From the Event Data Submission Inbox, click on an event. The Data 

Submission Task pane is displayed. 

3 From the Task pane, click Submit. 



The next steps depend on the 

agency to whom you are 

submitting your data, and on your 

facility. Different agencies have 

different rules and file formats. 

Currently, Safety Event Manager 

works with 3 different file types 

when submitting data. They are: 

- Online submission. 

Submission data is sent directly 

to a specified depository at 

your agency through the 

internet. 

- PDF. The SRM system creates a PDF file for you to print, sign, and mail your 

Submission Data Forms. 

- XML. The SRM system creates an XML file for you to upload to your agency 

following that agency’s standards. 

Batch/Annual Submission 

The Batch/Annual Submission option allows you to submit multiple events to a 

submission agency according to date criteria that you define. The ability to perform 

batch/annual submissions is dependant on whether the submission agency to which 

your hospital submits event data allows batch submissions. 

To submit multiple events: 

1 Select Data Management > Event Data Submission. The Event Data 

Submission Inbox is displayed. 



2 Select Batch/Annual Submission from the left side of the page. The 

Batch/Annual Submission page opens in a new browser window. 

3 Select an Agency. 

4 Indicate whether you want to submit event data based on the “Event 

Occurrence Date” or the “Event Reporting Date” (entry date). 

5 Select a date range. Choose from a list of predefined dates ranges, or specify a 

date range. 

6 Click Next. The submission page is displayed. 

7 To view records of another status for the selected submission agency, make 

another selection from the Submission Status dropdown. Options available from 

this dropdown are: 

- Ready 

- Not Ready 

- Pending 

- Submitted 



If you make a change to this dropdown, records displayed in the data table are 

refreshed. 

8 To select a record for submission, click the corresponding check box in the Select 

column. Or, to select all events for submission, click Select All (above the Select 

column). To be eligible for submission, a record must have a submission status of 

Ready. 

9 Click Submit. 

Event Data Submission Log 

The Event Data Submission log option allows you to select an agency and reporting 

year then, run a report that shows the adverse events that were submitted by your 

facility to the selected agency and reporting year. 

To view an event data submission log: 

1 Select Data Management > Event Data Submission Log. The first page of the 

Event Data Submission Log wizard is displayed. 

2 Select an agency from the dropdown list, and click Go. 

The Event Data Submission Log for the agency you selected is displayed for the 

default reporting year. If you have multiple reporting years, you can use the 

dropdown menu and click Go. 


OSHA Reportable Events 


Use OSHA Reportable Events option to generate OSHA 301, 300, and 300A forms. 

These forms are discussed in the following sections: 

• "OSHA Form 301", on page 231 

• "OSHA Form 300", on page 232 

• "OSHA Form 300A", on page 235 

OSHA Form 301 

This Injury and Illness Incident Report is one of the first forms you must fill out when 

a recordable work-related injury or illness has occurred. Together with the Log of work- 

Related injuries and Illnesses and the accompanying Summary, these forms help the 

employer and OSHA develop a picture of the extent and severity of work-related 

incidents. 

Within 7 calendar days after you receive information that a recordable work-related 

injury or illness has occurred, you must fill out this form or an equivalent. Some state 

workers' compensation, insurance, or other reports may be acceptable substitutes. To 

be considered an equivalent form, any substitute must contain all the information 

asked for on this form. 

According to Public Law 91-596 and 29 CFR 1904, OSHA's record keeping rule, you 

must keep this form on file for 5 years following the year to which it pertains. 

If you need additional copies of this form, you may photocopy and use as many as you 

need. 



To access the OSHA Form 301: 

1 From the Data Management menu, select OSHA Reportable Events. 

2 Click on the Ready folder in the left pane to bring those items to the OSHA 

Reportable Events Inbox. 

3 From the Inbox, select an event. The preview pane, task toolbar, and task pane 

are displayed. 

4 From the Task Pane, select OSHA Form 301. 

The OSHA Injury and Illness Incident Report (Form 301)—completed for the 

selected event—is displayed in a new window. 

Important: This form contains information relating to employee health and must be 

used in a manner that protects the confidentiality of employees to the extent 

possible while the information is being used for occupational safety and health 

purposes. 

OSHA Form 300 

You must record information about every work-related death and about every work 

related injury or illness that involves loss of consciousness, restricted work activity or 

job transfer, days away from work, or medical treatment beyond first aid. You must 

also record significant work-related injuries and illnesses that are diagnosed by a 

physician or licensed health care professional. You must also record work-related 

injuries and illnesses that meet any of the specific recording criteria listed in 29 CFR 

1904.8 through 1904.12. Feel free to use two lines for a single case if you need to. You 

must complete an injury and illness incident report (OSHA Form 301) or equivalent 

form for each injury or illness recorded on this form. If you're not sure whether a case 

is recordable, call your local OSHA office for help. 



To access the OSHA Form 300: 


2 On the left side of the page, select OSHA Forms 300/300A. 

The OSHA Reportable Events for the current year are displayed in a new window. 

From this window, you can open the OSHA Event Log, create an OSHA Form 300, 

and create an OSHA Form 300A. 



3 Click Create OSHA Form 300. 

The OSHA Log of Work Related Injuries (Form 300)—completed for the current 

year—is displayed in a new window. 




purposes. 

4 Use the Acrobat toolbar to print or save this form. 



OSHA Form 300A 

All establishments covered by Part 1904 must complete this Summary page, even if no 

work-related injuries or illnesses occurred during the year. Remember to review the 

Log to verify that the entries are complete and accurate before completing this 

summary. 

Using the Log, count the individual entries you made for each category. Then write the 

totals below, making sure you've added the entries from every page of the log. If you 

had no cases write “0”. 

Employees former employees, and their representatives have the right to review the 

OSHA Form 300 in its entirety. 

They also have limited access to the OSHA Form 301 or its equivalent. See 29 CFR 

1904.35, in OSHA's Record keeping rule, for further details on the access provisions for 

these forms. 

To access the OSHA Form 300A: 


2 On the left side of the page, select OSHA Forms 300/300A. 

The OSHA Reportable Events for the current year are displayed in a new window. 



From this window, you can open the OSHA Event Log, create an OSHA Form 300, 

and create an OSHA Form 300A. 

3 Click Create OSHA Form 300A. 

The OSHA Summary of Work-Related Injuries and Illnesses (Form 300A)— 

completed for the current year—is displayed in a new window. 




purposes. 

4 Use the PDF reader’s toolbar to print or save this form. 


A 

Chart Types 

Examples of the Graphical Report 

Display Types 

Safety Event Manager supports many kinds of charts to help you display data in ways 

that are meaningful to you. Once you run a report in Safety Event Manager with the 

default settings, you can easily select from different graphical display types to present 

the data in a different format. 

The types of graphical display types are: 

• "Vertical Bar Chart", on page 238 

• "Line Chart", on page 240 

• "Exploded Doughnut", on page 239 

• "Filled Radar", on page 240 

• "Line Chart", on page 240 

• "Line Chart with Markers", on page 241 

• "Pie", on page 241 

• "Pie Exploded", on page 242 

• "Radar Chart with Lines", on page 242 

The graphical display types available for each report will depend on the report itself. For 

instance, Pie charts are available only with primary grouping options. You will not be able 

to select a Pie chart if you want to add a secondary grouping to the chart display. 


Vertical Bar Chart 

The Vertical Bar chart is useful for 

comparing values across categories. 

These charts are ideal for showing 

variations in the value of a selected 

element over time or to display values 

of multiple elements at a specific point 

in time. Vertical Bar charts are easy to 

understand and interpret and are 

commonly used. 

As shown in the chart to the right, the 

data elements are organized 

horizontally and values are organized 

vertically to emphasize variation in 

value across selected elements. As the 

values are plotted on the vertical axis, 

the chart appears in the form of Vertical 

Bar charts for each grouping. 

Horizontal Bar Chart 

Bar charts are used to display measures 

of quantity. The length of the bar 

indicates the size, volume, or whatever 

unit is represented. Horizontal Bar 

graphs are useful in making 

comparisons between different 

variables easy to see. They show trends 

in data, by displaying how one variable 

is affected as the other rises or falls. 

This chart is useful for comparing 

values across categories. As shown in 

the chart to the right, values are 

represented on the Y-axis (bottom) and 

the data by grouping selected (Primary 

and/or secondary) is represented on 

the X-axis (left) to emphasize variation 

in value across selected (primary 

and/or secondary) groupings. 

As the values are plotted on the chart, 

the chart appears in the form of Horizontal Bars for each grouping. 


Doughnut 

This chart is similar to a pie chart, but it 

can display more than one data series or 

related data points. Each ring in the 

chart represents a different data series. 

This chart is useful when you want to 

compare volume, size or quantity for 

different variables. These reports allow 

you to view the size of individual 

elements in comparison to the total. 

For example, one ring can show the 

event distribution by Age Category for 

the Event Category and the other ring 

can show the Event Distribution by Age 

Category for the Event Type or 

Contributory Factor and so on. 

Exploded Doughnut 

This chart is similar to a pie 

chart, but it can display more 

than one data series or related 

data points. Each ring in the 

chart represents a different 

data series. This chart is useful 

when you want to compare 

volume, size or quantity for 

different variables. These 

reports allow you to view the 

size of individual elements in 

comparison to the total. 

For example, one ring can show 

the event distribution by Age 

Category for the Event Category 

and the other ring can show the 

Event Distribution by Age 

Category for the Event Type or Contributory Factor and so on.This is a variation of the 

doughnut chart emphasizing individual values while displaying their contribution to the 

total. 


Filled Radar 

The radar chart, also known as the 

spider chart provides users with a 

snapshot of the performance of 

multiple measures as a whole at a fixed 

moment in time. Radar charts show 

changes or frequencies of series of 

data relative to a center point and 

relative to each other. The chart 

enables users to view 

interrelationships among various 

(often dissimilar) metrics as well as 

variances from target performances. 

The purpose of spider/radar charts is to 

provide a simple way to highlight and 

visualize the differences between the 

actual and target value for a selected set of indicators for a given time period. 

Line Chart 

Line charts connect different data 

(observation) points in a chart 

either over a period of time or for 

different data elements (such as, 

event type, event contributory 

factor and so on). Line charts are 

ideal for displaying trends over 

time. They can be used to 

effectively view different data 

elements within a specified period 

of time. 


Line Chart with Markers 

The Line with Markers chart is an 

enhancement of the line chart and 

have markers that identify where the 

data (observation) points are. The 

data points that connect the lines in 

the chart either over a period of time 

or for different data elements (such 

as, event type, event contributory 

factor, and so on) are highlighted by 

markers as shown below. Line charts 

with markers are ideal for displaying 

trends over time and focusing on the 

data points within the trend. 

Pie 

Pie charts show the size of 

the items (based on the 

grouping) proportional to 

the sum of the items for 

that selection. This chart 

is useful when you want 

to emphasize a significant 

item in the data. 

Pie charts are available only with Primary Grouping options. You will not be able to select a 

pie chart if you want to add a secondary grouping to the chart display. 


Pie Exploded 

The Pie Chart Exploded is a 

variation of the Pie chart, 

emphasizing individual 

values while displaying 

their contribution to the 

total. This chart shows the 

size of the items (based on 

the grouping) proportional 

to the sum of the items for 

that selection. For 

example, the chart to the 

right has been grouped by 

Contributory Factor Type. 

This chart is useful when 

you want to slice and 

separate individual items 

in the data. For example 

the chart above shows the proportion of each event as a percentage of the whole. 

Note: Pie charts are available only with Primary Grouping options. You will not be able to 

select a pie chart if you want to add a secondary grouping to the chart display. 

Radar Chart with Lines 

The Radar Chart with Lines is a 

variation of the Radar chart and 

displays lines connecting the values 

plotted for selected indicators relative 

to a center point. These charts can also 

be used to demonstrate any 

interrelationships between the different 

indicators. 


Radar Chart with 

Lines and Markers 

This is an enhancement of the 

Radar Chart with Lines. It 

displays markers in addition to 

the lines connecting the values 

relative to a center point. 

Stacked Vertical Bar 

The Stacked Vertical Bar chart is a 

variation of the Vertical Bar chart. 

This chart can show data for more 

than one category. Stacked 

vertical bar charts are useful for 

representing an additional 

dimension of data through 

stacking. For example, a simple 

bar chart represents the volume 

distribution of events across 

different event types, but the 

stacked vertical bar chart can also 

represent the distribution by 

service area within each event 

type. 

The data in these charts are 

stacked vertically next to each 

other. Each bar represents a sum 

of multiple indicators. 

To create a stacked vertical bar chart, you need to select both the Primary and Secondary 

Grouping Parameters. If you do not select a Secondary Grouping Parameter, the chart will 

automatically default to a Vertical Bar chart. 


Stacked Horizontal Bar 

The stacked horizontal bar chart 

is a variation of the Horizontal 

Bar chart. This chart can show 

data for more than one category. 

Stacked horizontal bar charts 

are useful for representing an 

additional dimension of data 

through stacking. For example, a 

simple bar chart represents the 

volume distribution of events 

across different event types, but 

the stacked horizontal bar chart 

can represent the distribution by 

service area within each Event 

Type. 

The data in these charts is 

stacked vertically on top of each 

other. Each column represents a 

sum of multiple indicators. 

To create a stacked horizontal bar chart, you need to select both the Primary and 

Secondary Grouping Parameters. If you do not select a Secondary Grouping 

Parameter, the chart will automatically default to a Vertical Bar chart. 


Index 

A 

about this guide 12 

accessing 

home page 14 

reports 104 

Safety Event Manager 14 

ad hoc reports 

building 167 

query 165 

work area 165 

AHA Filters and Values 149 

Analysis & Reports 104 

anonymous user 27 

attach document 

attach images 62, 90 

descriptive name 64, 90 

Audit Trail Report 59 

Available Data tab 167 

B 

batch/annual submission 228 

Blood/Blood Product Related Care Process 

at Discovery Report 124 

browser configuration 11 

security settings 11 

browser settings 11 

C 

Centralized Data Mart 165, 167 

charts 

doughnut 239 

exploded doughnut 239 

filled radar 240 

horizontal bar 238 

line chart 240 

line chart with markers 241 

pie 241 

pie exploded 242 

radar with lines 242 

radar with lines and markers 243 

stacked horizontal bar 244 

stacked vertical bar 243 

vertical bar 238 

classify 

how to 48 

closed events 

how to re-open 82 

closing events 67 

closure criteria 

setup 207 

viewing 208 

closure type 68 

Cluster Bar Chart 240 

comparative cohorts 133 

conduct 

Follow-up Review 87 

configuring your browser 11 

Contents 3, 245 

conventions used in this guide 12 

create a PDF from report 111, 112 

criteria setup for PSOM 193 

current event report 55, 77 

D 

Data Element Selection tab 168 

data elements 

adding 169 

deleting 169 

reordering 170 

data groups 

adding 167 

definition 165 

removing 167 

data templates 


selecting 167 

deleting 

FYI Mail 76 

saved reports 110 

display options 

grouping 115 

document attachment 

how to 62, 90 

doughnut chart 239 

drilldown in reports 113 

duplicate events 48 

duplicate ID 

not listed 49, 51 

E 

edit events 78 

Event Comparative Group Distribution 

Report 140 

Event Day-Time Distribution Report 145 

Event Demographic Distribution Report 142 

Event Distribution Report 137 

event report 

about 10 

legal copy 56, 57 

Event Trend Report 138 

events 

classify as duplicate 48 

classify as primary 48 

closing 67, 98 

editing 78 

how to classify 48 

Safety Event Manager User Guide 245

Index 

managing 43 

re-open 82 

searching 39 

Excel 

export results to 111, 112 

exploded doughnut 239 

export report results to Excel 111, 112 

Excel 

export results 112 

External Comparative 

about 132 

AHA Filters and Values 149 

comparative cohort setup 133 

deleting cohorts 136 

editing comparative cohorts 135 

Event Comparative Group Distribution 

Report 140 

Event Day-Time Distribution Report 145 

Event Demographic Distribution 

Report 142 

Event Distribution Report 137 

Event Trend Report 138 

filters and value sets 133 

important information 132 

running reports 147 

setting up cohorts 134 

system setup 132 

user privilege 136 

F 

Fall measure set 156 

filled radar 240 

Follow-up Review 

how to complete 88 

how to conduct 87 

managing 43 

status of 94 

Follow-up Reviews 

assign, manage, conduct 76 

who can assign 76 

who can be assigned 76 

Follow-up Status 94 

FYI Mail 

how to delete 76 

how to reply 73 

how to send 72, 88 

who can send 72, 88 

G 

graphical report results 113 

guide 

conventions used 12 

symbols used 12 

H 

horizontal bar chart 238 

how this guide is organized 12 

I 

Inbox 35 


about 155 

algorithm chart 163 

Fall measure set 156 

getting started 159 

indicator definitions 155 

Medication Event measure set 158 

Performance Time Trend u-chart 162 

performing scorecard analysis 160 

Pressure Ulcer measure set 157 

u-chart information 162 

L 

line chart 240 

line chart with markers 241 

M 

measure sets 

Fall measure 156 

Medication Event 158 

Pressure Ulcer 157 

Medication Event measure set 158 

menu 

bar 16 

label 16 

modifying 

report parameters 106 

reports 110 

mouse pointer 16 

My Reports 118 

P 

parameter pane 

show and hide 108 

parameters 

report 108 

patient grievance 54 

patient safety event 

about the form 30, 31 

what to know 30, 31, 33 

PDF 

create from report 111, 112 

Performance Time Trend u-chart 162 

pie chart 241 

pie exploded 242 

pop-up calendar 17 

Pressure Ulcer measure set 157 

preview page 55, 56, 57, 77 

preview pane 48 

Preview Report tab 171 

primary events 48 

primary grouping 238 

print reports 111, 112 

246 Safety Event Manager User Guide

Index 

provides 11 

PSOM data transfer 

about 192 

Log Report 120 

setting up the criteria 193 

Q 

R 

query 165 

radar chart with lines and markers 243 

radar with lines 242 

record filtering 


Record Filtering Criteria tab 170 

Registered User 27 

re-open events 82 

reply to FYI Mail 73 

report 

group data 115 

save as PDF 111 

report categories 

Blood/Blood Product 124 

Fall/Slip Events 124 

Mortality Reports 123 

report groups 

General Safety Data Analysis 120 

Management Reports 128 

System Administrative Reports 130 

report parameters 

how to save 108 

reports 

accessing 104 

analytic options 115 

create a PDF 111, 112 

drilling down 113 

export results 111, 112 

export results to Excel 112 

External Comparative 132 

graphical results 113 

group display options 115 

how to save the parameters 108 

Indicator Scorecard 155 

list of standard reports 119 

modifying 104 

print 111, 112 

run a standard report 105 

running and creating 104 

save as PDF 111 

saving 104 

working with tabular reports 116 

S 

save a report 110 

Save My Ad hoc Report Query 172 

saved report queries 118 

secondary grouping 238 

security 20 

send FYI mail 72, 88 

service lines 

about 204 

adding 204 

deactivating 207 

editing 206, 207 

SRM Home page 

Complete My Event 16 

Confidentiality Disclaimer 16 

Non-Punitive 16 

Support 15 

Track My Event 16 

User Login 15 

SRM Inbox 35 

stacked horizontal bar 244 

stacked vertical bar 243 

standard reports 

how to run 105 

submenu 16 

submissions 

batch/annual 228 

symbols used in this guide 12 

system administration 209, 223 

system requirements 

minimum 11 

preferred 11 

T 

Table of Contents 3, 245 

tabular reports 116 

Temporary Internet files 11 

time 

how to enter 17 

time control 17 

typographical conventions 12 

V 

W 

vertical bar 238 

What Happened? 111 

working copy 55, 77 

Safety Event Manager User Guide 247

Index 

248 Safety Event Manager User Guide

Safety Event Manager User Guide - JIRDC Home

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