Reporting in Risk Man Agenda What is Risk
- Slides: 33
Reporting in Risk. Man
Agenda • What is Risk. Man? • Setting up your profile • Reporting Incidents, Hazards and Near Miss Incidents • Reviewing Incidents in your Inbox • Reporting Feedback 2
What is Risk. Man? Riskman is: • an easy-to-use software database • a consistent and standard system • a single point-of-entry system • an interactive and intuitive system • flexible to meet Aspens Business needs • our chosen system for reporting and recording 3
What can Risk. Man do? Risk. Man includes functionality to manage: • Reporting of incidents and hazards and risks (coming later) • Reporting Bullying & Harassment /Confidential Incidents • Capturing, Classifying, and Investigating Incidents • Providing Feedback – Compliments, Complaints and Suggestions • Risk Management Plans – (to be released shortly) • Riskman also enables users to establish individual profiles and delegations 4
What is Hazard, Near Miss and Injury? • Hazard A source of harm • Near-Miss An incident that occurred but resulted in no injury or illness • Injury / Illness an injury /illness. Hazard 5 An incident that occurred and caused Near - Miss Injury/Illness
Logging on to Risk. Man Externally 6
Accessing Risk. Man Internally 7
Riskman’s Login page You are required to have a Username and Password once login to the Riskman In order to obtain your username and password you are required to contact the HSE Coordinator, Azadeh Hatami, and provide your Payroll Id Number which normally starts with U (i. e. U 1234). HSE Coordinator will create your Username and password and you can easily login to the Riskman system 8
Logging Out of Risk. Man 9
Edit your Assigned Manager • • 10 The Edit My Manager page allows staff to change the manager/s they report to: To access the Edit My Manager page o From the menu either select My Workspace Edit My Manager or o From the Home Page click on Edit My Manager icon under Miscellaneous
Edit My Manager 1. Highlight the manager to remove from the list of People you report to 4. Highlight the manager you report to from the list 5. Press Assign 2. Press Remove 3. Optional: Use these fields to filter the list of users to select as your new manager 11
Incident Reporting What is provided: 12 • Ability for all staff to enter incidents, Risks and near misses • Provision of Automated Notification to managers • Reporting Bullying & Harassment / Confidential Incidents • Incident review capability • Incident tracking • Diligence Register • Ability for Incident follow up and closure
Type of Incidents What types of incidents can be reported: • Staff work health and safety injuries and illnesses • Patient/Clinical injuries and illnesses • Relatives/Visitor injuries and illnesses • Environmental harm incidents • Near Misses for all of above • Hazards in the workplace or working environment for all of above 13
Incident Entry Process Manager Notified Risk. Man HSE and Clinical Administrators notified of Incident. Staff member enters an Incident Monitoring Executives/Other Relevant Personnel Alerted 14
Incident Entry § If you are not already on the Incident Entry page, to access the Incident Entry form you have two ways: – From the menu either select My Workspace New Notification Incident/Hazard, Feedback or Risk – 15 Another way is to go to the Home page Notification New Incident
Incident Entry § § Fields that are shaded in YELLOW are Mandatory and must be completed before you save the incident Fields that are shaded WHITE are Optional fields which means if you don’t have the information about them you can leave them empty Fields that are shaded GREY are read only fields Tool Tips are available on some fields when you place your cursor in the field White Fields are Optional Example of a tool tip Fields shaded yellow are mandatory fields Fields shaded grey are read only fields 16
Incident Entry • Follow the flow of the Incident Form and fill in all the mandatory (yellow) required fields and any other information that is relevant. Some fields will allow you to pick from a drop down or pop-up list and others will be free text fields • Provide a brief summary of the incident • Be objective and not lay blame when describing the incident • 17 Use generic terms for the people involved in the incident such as “The Patient slipped on the wet floor…”; “The vehicle was struck from behind…. ”,
Who/ What was affected? The first field in the incident entry page is Who/What was affected? In this field the entry page for each option is different and is as follows: § Patient/Clinical Incidents Any incident that happens to the patient or the Clinical Incident § Staff Any incident or injury that happens to the Aspen Medical Staff. This includes Fulltime, Part time, Casual, contractor, Volunteer or agency staff. § Relative/Visitors Any incident or injury that happens to the relative of the patients or the visitors in the Aspen premises. § Environment Any incident that happens as a result of environmental changes or due to environment. Environmental incidents have 3 categories: 1. 2. 3. § Hazard categories: 1. 2. 3. 4. § Near miss categories: 1. 2. 3. 4. 18 Equipment Facility Property anything in the workplace that has the potential to harm people. Hazards have 4 Environment Patient/ Clinical Relative/ Visitor Staff An incident that occurred but resulted in NO Injury or illness which also has 4 Environment Patient/ Clinical Relative/ Visitor Staff
Date Fields § When entering information into a Date field you have 2 options: o Enter the date into the field. Risk. Man will accept most formats eg. 060212, 6 Feb 2012, 6/2/12. When you tab out of the field the format will change to 6 Feb 2012; or o Click on the arrow at the end of the field to display a date picker. Select the month and click on the appropriate date 2. Click on the arrow and select the date from the calendar 1. Either enter the date, or 19
Time Fields • • Time Fields When entering information into a Time field o The time will be based on the 24 hour clock. Risk. Man will accept various formats e. g. 1300, 13: 00, 600, 0600, 6: 00 o When you tab out of the field the time will show the correct format e. g. If you enter 1330 it will display as 13: 30 Enter the time based on the 24 hour clock 20
Classifying your Incident • Type of Incident is the Classification set that allows you to specify what type of incident has occurred • Each incident will require you to select at least one classification that best describes the incident. Depending on your configuration there maybe some mandatory selection required • To select a Classification press the Type of Incident bar 21
Classifying your incident Risk. Cat is grouped by 3 levels Supergroup (top level) Class (second level) Definition (third level) The concept is to select one or more classifications from the lowest level within a Supergroup that is relevant to the incident Press Save and Exit to save the selected classifications 22
Bullying & Harassment /Confidential Incidents • • 23 Staff member can report Bullying & Harassment / Confidential Incidents on the Risk. Man. If you choose “Yes” to the question that asks “Is this a Bullying&Harassment/ Confidential Incident” then the incident will be automatically forwarded to the HSE Manager, HSE Coordinator and HR Manager and they will distribute the incident to the related people who are required to be notified of this incident.
Grouped Incidents What happens when you group an incident? • Most of the information from the initial incident is retained except for the details on who was involved in the Incident • This incident will be based on the Staff member involved. Make any other changes to the incident as required • Submit the incident 24
Auto Save Risk. Man has an auto-save function which means that if you are unable to complete a NEW incident notification because: 25 o You accidently pressed the Back button on your Internet Explorer (IE) o You accidently closed IE (or a fault occurs and IE is forced to close) o You are called away and you are unable to complete the incident so you log off Risk. Man o The partial information that you entered will be retrieved next time you open a new Incident notification
Auto Save • • • Open a new incident Logon to Risk. Man by entering your user name and password An Auto save Found page will display 1. To return to the incident that you were just entering press Reopen and the incident will open 2. If you don’t want the incident press Discard and a new blank incident form will open 26
Review Incidents § § If you would like to view the incidents that you have entered into Risk. Man to o Add additional comments o Action a task that has been allocated to you o Review any changes that your manager may have made to the incident This can be done by opening up your Entered Incidents page o From the menu select My Workspace -> Review My-> Incidents 27
Review Incidents that you have entered 1. Click on the ID No of the incident that you wish to review 28
Review Incidents • Review Incidents that you have entered Review the incident A list of people in your organisation who have been notified, viewed or modified the incident will appear at the bottom of the incident If you make any changes press the Submit button at the bottom of the Entry form 29 If you do not make any changes you can navigate from this page by either pressing the My Workspace menu option or by selecting another menu option
Feedback • Entering feedbacks has the same steps similar to enter the incident. • The only difference is that you need to click on the Feedback Icon. • The register page is different but the same as the normal incident entry it is either a drop down menu or self explanation fields. Or 30
Type of Feedback What type of feedback can be reported: • • 31 Complaints – includes clinical and non clinical Compliments Suggestions General Comments Clinical/ Patient Complaint Clinical/ Patient Compliment Undefined Patient/ Clinical Complaint Undefined Patient/ Clinical Compliment
Review Feedback review is again similar to incident review either from the “My Workspace” section or from the “Home” page. Or 32
Thank you • Are there any final questions? 33 • If you need any support in the STAFF Riskman area please contact Azadeh Hatami. • Any support in the PATIENT/CLINICAL Riskman area please contact Ben Hamlin. • If you need any Administration support in Riskman please contact Azadeh Hatami.
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