1. Online Patient Safety Reporting System Instructions This online reporting system is replacing the paper reporting process- including these forms. Medication Occurrence including adverse drug reactions Falls Occurrence reports Irregular Occurrence reports

2. Summary: The patient safety reporting system is a multi-step process that tracks issues From the time of occurrence to complete resolution. The main aspects Involve the following: An electronic form is filled out by the person reporting the incident When the form is submitted, a secure email will be sent to the manager of the person who submitted the form with a link in it. The link allows the manager to securely access the form and document all follow-up activity When the manager has submitted the follow up, a secure email is sent to The Quality Services Department.

3.  Open a Lake Health Hospital System intranet web page  Select “Applications” from the home page  Double-click the Patient Safety Reporting System icon to open: Instructions:

4. The sign on page appears:  Enter your employee ID and password  Select General, Falls, or Med error  Click “authenticate”

5. At the top of all 3 forms, a section for where, when, and who was involved is displayed. Note: an asterisk represents a mandatory entry. At the bottom of all 3 forms, a section to describe the event is displayed, along with a button to submit the form with an electronic signature of the reporting employee.

6. Each form is self-explanatory. However, there are a few things to keep in mind when entering the information:  When entering dates, be sure to use 2 digits for the month and day, and 4 digits for the year. Use “/” symbols, or an error will occur.  Use military time format  For sections with radio buttons ( ), only one choice can be made. If a radio button was selected in error, it can only be cleared by clicking the “clear selection” button.  Do not use these forms for Employee injuries.

7.  After clicking submit, a successful submission will look like this: If an error page displays, follow the directions on the first page of this presentation. When the form is successfully submitted, a secure email is sent to the Manager of the person who filled out the form and contains the following text: A new General Patient Safety Report has been submitted by (employee name) for Facility: (the facility selected) Department: (The department selected). Please click here to review the report online. Do Not respond to this email. It was sent by an unmonitored service account.here

8. The Manager will click the link, which will open the login page. The manager will document the follow-up, the PI actions, and the date/time the incident was reported on the Patient safety phone conference.

9. Additional things to keep in mind:  The original data submitted by the employee cannot be changed by the reviewing Manager, even though radio buttons and other selections can be altered during the Manager’s review. When the Manager clicks “Submit”, the original information is maintained by the database. If changes need to be made after employee submission, write the correction as a narrative in the manager Review section.  If a Manager receives a notification email and he/she believes that it should go to a different Manager, the email should be forwarded to the appropriate person.  For Med errors, a notification email is sent to both the Manager of the person filling out the form as well as the Director of Pharmacy.  For Med errors, the MR# is mandatory. However, if the Med error involved a visitor, then enter “n/a” in that field  Do not print out occurrence forms.

10. Problems submitting occurrence reports Please be aware that this is a new application. When a form is submitted, pay close attention to the page that comes up after submission. If there are any errors on the page or if the page cannot be displayed, write down the error message, leave the page open on the computer, and call Chris Hale at 440- 353-1974 during regular hours and 216-571-5006 off hours so that troubleshooting can proceed.