Incident Management Policy and Procedure 652.0 KB - Oxleas NHS ...

2 REPORTING AND IMMEDIATE ACTION2.1 Reporting an incidentAll incidents should be reported using DatixWeb, the on-line incident reporting system. Staff canaccess DatixWeb via an icon on all trust computers. The hyperlink to the form ishttp://ox01datix.oxleas.nhs.uk/datix/live/index.phpHow to complete the formThe form is simple to use and structured in a way whereby content of a field is determined by theselections made in previous fields. All fields with a red star are mandatory. The form contains fieldswith dropdown options from which a selection should be made. There are prompts and guidancewithin the form, as well as links to relevant trust policies. Section 1 – People involved: regardless of whether or not they were harmed as a result of theincident Section 2 – Reporter: enter your name, job title, place of work etc Section 3 - Incident details: ie the date, time and factual description of what happened, whataction you took Section 4 – Team or Department Reporting Incident: the directorate, service and teamreporting the incident Section 5 - Incidents classification: The selection in the first box “Type” will determine theavailable choice under “Category” which will then determine the available choice under “Subcategory” Section 6 - Incident severity and result: please refer to the incident classification chart; thelink to this is found on the left hand side of the form Section 7 - Your manager: enter the details of your manager; they will receive a copy of theincident via email.If you have a query about the system or any problems completing the form please contact the PatientSafety Team at Pinewood House on 01322 621012 or via email at incidents@oxleas.nhs.ukAll level 4 or 5 incidents should be escalated through the line management route and notifiedto the Patient Safety Team at Pinewood House prior to submitting the incident report.What to do if DatixWeb is unavailable - manual reportingIn the event of DatixWeb being unavailable, the manual incident report form (Appendix III and IV)should be downloaded from the Trust Intranet (http://www.oxleasintranet.nhs.uk/library/7632.doc)completed electronically and submitted to incidents@oxleas.nhs.uk via email. When submitting theform, the email subject heading must include the level of the incident and initials of the individualaffected by the incident. The line manager should be copied in to the email with the incident attached.If e-mail is unavailable, then fax or internal mail should be used.Incident reporting and the clinical care recordAny incident concerning a patient should be noted in detail in the patient's care record. However, theincident report form and details of the investigation process, including coroner's inquires should not bekept in the clinical record as this could contain information third party information, or information whichhas been given in confidence and not relevant to the patient’s on-going care and treatment.10