Patient Safety Reporting System: New Event Entry Module - State of New Jersey Department of Health

1. State of New JerseyDepartment of HealthPatient Safety Reporting SystemModule 2 – New Event Entry

2. Patient Safety Reporting SystemCourse Contents • Preparing to Enter an Event • Entering a New Event • Event Review by PSRS • Other Communications About the Event 2

3. Patient Safety Reporting SystemI. Preparing to Enter an Event • Log into the system • Access the “Resources” tab from the Main Menu • “Resources” Tab Menu • Information Consulted • Report Questions • User Guide • Select Event Type • View Initial Event Questions • Information needed will be displayed

4. I. Preparing to Enter an Event – continued • Log Into the System

5. I. Preparing to Enter an Event – continued • Log Into the System

6. I. Preparing to Enter an Event – continued • Enter the System

7. I. Preparing to Enter an Event – continued • List of Event Types

8. I. Preparing to Enter an Event – continued • List of Event Types

9. I. Preparing to Enter an Event – continued Resources Tab (for questions and more information)

10. I. Preparing to Enter an Event – continued Resources Tab (for questions and more information)

11. I. Preparing to Enter an Event – continued Resources Tab (for questions and more information)

12. I. Preparing to Enter an Event – continuedInitial Event QuestionsPatient Information QuestionsNote: Patient Information Questions are Universal

13. I. Preparing to Enter an Event – continuedInitial Event QuestionsEvent Information QuestionsNote: Initial Event Information Questions are Universal

14. I. Preparing to Enter an Event – continuedInitial Event QuestionsEvent Specific QuestionsNote: Not all Event Types have Event Specific Questions

15. I. Preparing to Enter an Event – continuedSystem Navigation “Main Menu” Bar • Add Event – enter a new event report “Report Menu” Bar • Moves you through each report section with an arrow to indicate next step • Event Summary page builds as information is entered “Save/Next” Button • Move to next screen

16. Patient Safety Reporting SystemII. Entering a New Event • Two types of information • Patient Information • Event Information • Series of drop-down menus and text boxes

17. II. Entering a New Event – continued • Fields within each screen must be completed and saved • Portal will time out after 2 hours from time of logging-in to the portal • Information will be lost if not completed and saved • Information can be edited prior to submission to PSRS • When completed, click on the “SUBMIT EVENT” tab to send the event to PSRS • Note that saving alone does not submit the event; you must hit the SUBMIT EVENT tab

18. II. Entering a New Event - continuedAdding an Event

19. II. Entering a New Event – continuedAdding an Event

20. II. Entering a New Event – continuedAdding an Event

21. II. Entering a New Event – continuedAdding an Event • First Screen – Patient Information • Your facility will be automatically populated (unless reporting for multiple facilities) • Text boxes have character limits • See count down of the number of characters remaining

22. II. Entering a New Event – continuedEntering Event Details — Patient Information

23. II. Entering a New Event – continuedEntering Event Details — Patient

24. II. Entering a New Event – continuedEntering Event Details —Question Mark Help

25. II. Entering a New Event – continuedEntering Event Details — Event • Next Screen – Event Information • Please note that the text box for the description of the event or situation is an unlimited text box. • All fields required • Event specific additional fields, e.g. • Was this fall witnessed? • Did this fall occur during a holiday or weekend shift? • Prior to the fall, what was the patient attempting to do?

26. II. Entering a New Event – continuedEntering Event Details — Event • After completing all fields, select “Save/Next” • Once you have created and first saved an Event, an Event Number will be assigned. DO NOT create a new event report or a duplicate report • Event Detail Screen • Note: You can go back and edit information prior to submission • Submit Event to PSRS by clicking on “Submit Event” on “Report Menu”

27. II. Entering an Event– continuedEntering Event Details — Event

28. II. Entering an Event– continuedEntering Event Details — Event Note this example is an illustration of an incomplete description of the event. In later slides, PSRS will show you how to modify this entry to reflect best practices.

29. II. Entering an Event– continued

30. II. Entering an Event– continued Entering Event Details — Review

31. II. Entering a New Event – continued Locating a Saved Event

32. II. Entering a New Event – continued Locating a Saved Event

33. II. Entering a New Event – continued Locating a Saved Event

34. II. Entering a New Event – continued Locating a Saved Event 11/19/2018

35. II. Entering a New Event – continuedLocating a Saved Event

36. Patient Safety Reporting SystemIII.Event Review by PSRS • Automated e-mail sent to PSRS when Event is submitted • PSRS reviews the Event

37. III.Event Review by PSRS - continued • When PSRS makes a determination about the event, an email will be sent to the FacAdmin • A determination has been made on this event. Please log into the Patient Safety Reporting System to view the details of the event and respond accordingly. • Note: PSRS must be added as a safe sender so PSRS emails do not go to your spam folder • A Facility User must log into the PSRS to read the Determination, which will be located in the Communication Log for that event, and respond accordingly

38. III.Event Review by PSRS - continued Possible Review Outcomes: • Reportable RCA Required • Reportable RCA Not Required • Not Reportable • Less Serious or Near Miss • Need More Information

39. III.Event Review by PSRS - continued Reportable RCA Required • The Event is subject to the Patient Safety Act and Reporting Requirements • A root cause analysis (RCA) must be completed by the facility and submitted to PSRS • An email is sent to the FacAdmins • The RCA Due Date will be provided in the email and can also be located in the Communication Log

40. III.Event Review by PSRS - continued Reportable RCA Required - continued • A Facility User must log into the PSRS to read the Determination, which will be located in the Communication Log for that event. • There are usually comments from the event reviewer that should be reviewed and addressed when the RCA is submitted.

41. III.Event Review by PSRS - continued Reportable RCA Not Required • The Event is subject to the Patient Safety Act and Reporting Requirements • A root cause analysis (RCA) does not need to be completed by the facility Example: RFO discovered but retained at a different facility • An email is sent to the FacAdmins • A Facility User must log into the PSRS to read the Determination, which will be located in the communication log for that event • There may be comments from the event reviewer which should be reviewed

42. III.Event Review by PSRS - continued Not Reportable • PSRS recommends internal analysis • A root cause analysis (RCA) does not need to be submitted to PSRS • An email is sent to the FacAdmins • A Facility User must log into the PSRS to read the Determination, which will be located in the communication log for that event • There may be comments from the event reviewer which should be reviewed

43. III.Event Review by PSRS - continued Less Serious or Near Miss • PSRS recommends internal analysis • A root cause analysis (RCA) does not need to be submitted to PSRS • An email is sent to the FacAdmins • A Facility User must log into the PSRS to read the Determination, which will be located in the communication log for that event • There may be comments from the event reviewer which should be reviewed

44. III.Event Review by PSRS - continued Need More Information • PSRS makes comments to determine the status of the event • An email is sent to the FacAdmins • A Facility User must log into the PSRS and open the event to read the comments and respond accordingly

45. III.Event Review by PSRS - continued Need More Information - continued • Comments can be accessed by: • A comment link in the event • Only visible in sections of the event with PSRS comments • Click on ‘Comments’ link • A link to the comment through the Communication Log • Click HERE to see the Communication Log • Click HERE to view all comments

46. III.Event Review by PSRS - continued Need More Information - continued • Respond to all comments by editing the event • Click on ‘Edit’ in the section(s) with the Comments • Provide responses to the comments/questions • The description of the event is an unlimited text field • Resubmit the event to PSRS • Click on ‘Save’ to keep the changes • Click on the ‘Submit Event’ tab to resend the event to PSRS • There may be more than 1 cycle of responding to comments

47. III.Event Review by PSRS - continued • Comment Link in Event

48. III.Event Review by PSRS - continued • Comment Link in Event

49. III.Event Review by PSRS - continued • Communications Log

50. III.Event Review by PSRS - continued • Communications Log