1. PRELIMINARY FINDINGS: Incident Reporting Survey ROSIS WORKSHOP Thursday, 4 October 2012 Australian Institute of Radiography, Melbourne FIFINE CAHILL

2. Overview Progressing reform in Radiation Oncology Developing a Quality Framework Incident Reporting Survey Preliminary Results Next steps

3. Quality Framework STANDARDS Development of (or refinement) of Standards or Guidelines QUALITY IMPROVEMENT Such as incident monitoring ASSESSMENT Conformity assessment against standards QUALITY ASSURANCE Such as regular dosimetric auditing TRIAL: Australian Clinical Dosimetry Service

4. Incident Reporting Survey Purpose: Collect information about: - incident reporting systems in use - extent of conformance with the reporting framework proposed in the standards Inform a status report on incident reporting Administration Draft survey piloted with RTAP Attempted census of all sites (63 sites) Initial letter. Follow up email with survey link. NSW public facilities invited by NSW Ministry of Health. Survey opened 5 September. Results based on responses to COB: 21 September.

5. Survey Respondents

6. 1. Incident Reporting Systems

7. 2. Electronic System Types

8. 3. Rad. Onc. Specific Module

9. 4. Classifying Incidents: Conformance

10. 5. Error levels: Conformance

11. 6. Rating Incidents: Conformance

12. 7. Open Reporting

13. 8. Actioning incidents

14. Preliminary Results: Key messages Respondents have an incident reporting system in place Electronic systems vary and many sites use more than one system (electronic and/or paper) High degree of conformance with standards framework BUT current differences would constrain attempts at national reporting

15. NEXT STEPS Complete full analysis of all responses. Prepare and publish status report. Consider findings and possible options for enabling the aggregation of incident data nationally.