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Module 4 ‘Actions’

Module 4 ‘Actions’. Introduction. Welcome to Module 4! This course is about creating, assigning, tracking and reporting on Actions using the Actions module of the BC Patient Safety & Learning System (BC PSLS).

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Module 4 ‘Actions’

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  1. Module 4 ‘Actions’

  2. Introduction • Welcome to Module 4! • This course is about creating, assigning, tracking and reporting on Actions using the Actions module of the BC Patient Safety & Learning System (BC PSLS). • The course takes about 20 minutes to complete, but you can take it at your own pace and return to any section at any time. You can repeat the course as many times as you like to refresh your knowledge. • At the end of the course, please fill in the record of course completion; you can print a copy of the record if you like. Also, you’ll be asked to complete a brief evaluation. Your feedback will help us improve our online learning modules in the future. • Enjoy the course! Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  3. Go to the end of the course • Go to the next slide • Open a link Click on the progress bar to move from section to section: Tips to use when working with BC PSLS ‘live’ are marked with CLICK HERE When you see , follow the directions to simulate working with BC PSLS ‘live’. Start Section 1 Section 2 Section 3 Section 4 Section 5 End About the course • Navigation Click on the navigation buttons and links to: • Go back to the beginning of the course • Go back to the previous slide • Return to the main course from a link Click on to open the course map and select a specific slide. Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  4. Objectives • Upon completion of this course, you will be able to: • Locate the Actions section of the BC PSLS Safety Learning (follow-up) form • Create a new Action • Assign an Action • Identify and use links in email messages associated with Actions • Locate an existing Action attached to a Safety Event Report • Locate the Actions section of the BC PSLS Main Menu • List Actions • Open, modify and complete Actions • Search for Actions and save searches as queries • Use ‘My reports’ and ‘Design a report’ for Actions to create and view reports Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  5. Section 1: Actions overview Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  6. Section 1: Actions overview • Introducing the Actions module • The Actions module is a component of BC PSLS that works with other parts of the application to allow you to create, assign, manage, track and report on actions associated with event follow-up activities or arising from event review and learning. • If you have ideas for changes to the Actions module that you think would be helpful to you and other users, please contact your Health Authority BC PSLS Coordinator. • This course also covers My reports for Actions and how to use the New search, Saved queryandDesign a reportfeatures of BC PSLS to create your own custom ad hoc reports for Actions. For more comprehensive information about reports, please see Module 3 – ‘My reports’. Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  7. Section 1: Actions overview • Actions defined • Leaders responsible for responding to and acting on Safety Event Reports are some of the busiest people in the healthcare system! It can be a challenge to keep track of your work or the progress that is being made on event review and problem remediation. The Actions module can help you to: • Manage follow-up activities. Actions might include reviewing a patient’s chart, having a conversation with staff or checking on a patient outcome. • Address issues identified through event review. For example, you might need to purchase new equipment, create patient learning materials or revise a procedure. • Respond to safety hazards identified during Safety Rounds or Huddles. The Actions module can help you track equipment service or repair, improvements to the physical environment and communication with staff. Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  8. Section 1: Actions overview • Actions and user permissions • As a BC PSLS user who performs follow-up activities when a safety event is reported, you have a specific set of user permissions. Permissions are defined by your role, the area of the organization you work in and the program or service you are responsible for. • Permissions apply to Actions the same way they apply to Safety Event Reports. You can see all of the information you need to see and none that you should not see Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  9. Section 1: Actions overview • Actions and confidentiality • Actions are part of the process of following up on or responding to Safety Event Reports. The information contained on an Action form should be treated with the same respect for confidentiality as other documents associated with Safety Event Reports and their follow-up. • It is important to note that by assigning an Action to another BC PSLS follow-up user, you are granting that user access to the Action form AND to the associated Safety Event Report to provide the context for the Action. • If you have questions about confidentiality and Actions or other aspects of safety event follow-up, documentation or communication, contact your local risk management department for advice. Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  10. Section 1: Actions overview • Actions and accountability • Safety event reporting is only one step in creating a safer healthcare system. Applying the learning that results from safety event review is necessary to reduce the likelihood that patients will be harmed in the future. • One important feature of the Actions module is its ability to help you demonstrate that you have implemented recommendations arising from safety event review. The My reports for Actions section and related searching and reporting features allow you to produce packaged and ad hoc reports to manage, track and report out on your activities. Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  11. Section 2: Creating a new Action Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  12. Section 2: Creating a new Action • You are Rhonda Reason, clinical manager of an area that includes an Emergency Department. • A Safety Event Report was submitted by a staff member on August 20th stating that a patient had fallen off a stretcher in Triage and hurt his wrist. He was sent for an x-ray, then admitted to an inpatient ward for pneumonia. You read the report that day and moved it to ‘Being reviewed’. • It’s August 25th. You want to know what the x-ray showed to confirm the degree of harm to the patient before you contact him to follow up. You will create a new Action and assign it to your charge nurse. • Let’s begin! • Scenario Part 1 Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  13. Section 2: Creating a new Action • Creating a new Action CLICK HERE Log in to BC PSLS. From the Main Menu, select Events. Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  14. Section 2: Creating a new Action • Creating a new Action CLICK HERE Log in to BC PSLS. From the Main Menu, select Events. You can choose any events list to access the Actions function. For this example, select List events with status: Being reviewed. Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  15. Section 2: Creating a new Action • Creating a new Action A list of Safety Event Reports in your area is displayed. The record you are looking for is event ID6. Select it from the list. CLICK HERE Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  16. Section 2: Creating a new Action • Creating a new Action The Safety Learning Form and Event details for event ID 6 are shown. Select Actions taken & planned. CLICK HERE Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  17. Section 2: Creating a new Action • Creating a new Action • You have opened the Actions section of the Safety Learning Form. • Here you can: • view Actions taken & planned for this event report. There are currently No actions. • create New actions. • Select Create a new action. CLICK HERE Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  18. Section 2: Creating a new Action • Creating a new Action A new Action Form has opened. The top portion of the form is shown here. indicates a mandatory field. Let’s complete each of the fields required to create a new Action. To begin, click on the next to the Type field to open the dropdown list. CLICK HERE Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  19. Section 2: Creating a new Action • Creating a new Action A new Action Form has opened. The top portion of the form is shown here. indicates a mandatory field. Let’s complete each of the fields required to create a new Action. To begin, click on the next to the Type field to open thedropdown list. The list shows the types of Actions available. For this example, select Review participant follow-up. CLICK HERE Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  20. Section 2: Creating a new Action • Creating a new Action A new Action Form has opened. The top portion of the form is shown here. indicates a mandatory field. Let’s complete each of the fields required to create a new Action. To begin, click on the next to the Type field to open the dropdown list. The list shows the types of Actions available. For this example, select Review participant follow-up. Click Close. CLICK HERE Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  21. Section 2: Creating a new Action • Creating a new Action Next, open the Details dropdown list. This list is filtered by the Type of Action chosen. CLICK HERE Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  22. Section 2: Creating a new Action • Creating a new Action Next, open the Details dropdown list. This list is filtered by the Type of Action chosen. For this example, select Check outcome. CLICK HERE Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  23. Section 2: Creating a new Action • Creating a new Action Next, open the Details dropdown list. This list is filtered by the Type of Action chosen. For this example, select Check outcome. Click Close. CLICK HERE Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  24. Section 2: Creating a new Action • Creating a new Action A brief title or specific directions for the Action must be entered in the Description field. Here, we’ve entered Check results of wrist x-ray. CLICK HERE Next, open the Priority dropdown list. Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  25. Section 2: Creating a new Action • Creating a new Action Select a Priority for completion of the Action from the dropdown list. This list is filtered by the Type of Action chosen. For this example, select Part of review process – complete as soon as possible. CLICK HERE Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  26. Section 2: Creating a new Action • Creating a new Action Select a Priority for completion of the Action from the dropdown list. This list is filtered by the Type of Action chosen. For this example, select Part of review process – complete as soon as possible. Click Close. CLICK HERE Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  27. Section 2: Creating a new Action • Creating a new Action To indicate the date the Action is being assigned, first click on the calendar icon next to the Date assigned field. CLICK HERE Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  28. Section 2: Creating a new Action • Creating a new Action To indicate the date the Action is being assigned, first click on the calendar icon next to the Date assigned field. Select the Date assigned from the calendar. Usually this will be the current day’s date. CLICK HERE Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  29. Section 2: Creating a new Action • Creating a new Action To indicate the date the Action should be completed by, click on the calendar icon next to the Date due field. CLICK HERE Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  30. Section 2: Creating a new Action • Creating a new Action To indicate the date the Action should be completed by, click on the calendar icon next to the Date due field. Select the Date due from the calendar. Make sure the date you choose is consistent with the Priority you chose. CLICK HERE Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  31. Section 2: Creating a new Action • Creating a new Action Open the Assigned to dropdown list. CLICK HERE Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  32. Section 2: Creating a new Action • Creating a new Action Open the Assigned to dropdown list. Choose the person you want to assign the Action to. For this example, select Vincent, Valerie – Charge Nurse. CLICK HERE Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  33. Section 2: Creating a new Action • Creating a new Action Open the Assigned to dropdown list. Choose the person you want to assign the Action to. For this example, select Vincent, Valerie – Charge Nurse. Click Close. CLICK HERE Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  34. Section 2: Creating a new Action • Creating a new Action Assigned to is the last mandatory field you need to complete to create a new Action. Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  35. Section 2: Creating a new Action • Creating a new Action • The bottom part of the form contains optional fields where you can add: • Notes to provide more information to the person the Action is Assigned to. • Resources required to complete the Action. • Plans for reporting on / monitoring the change after the Action is done. • Click Submit action to create the new Action. CLICK HERE Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  36. Section 2: Creating a new Action • Creating a new Action A message will confirm that the action has been saved. The new Action now appears in the Actions taken & planned section. In the ‘live’ BC PSLS application, you can reopen the Action Form by clicking on any of the text related to the Action. The Actions module is separate from but integrated with the Safety Events module, so you must click Save before going to other areas of the BC PSLS. CLICK HERE Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  37. Section 2: Creating a new Action • Creating a new Action A message will confirm that the event has been saved. Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  38. Section 2: Creating a new Action • Creating a new Action When you submitted the Action, an email message containing a link to the Action Form was automatically sent to Valerie Vincent, the person the Action was assigned to. Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  39. Section 3: Viewing and modifying an Action Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  40. Section 3: Viewing and modifying an Action • You are Valerie Vincent, Charge Nurse in the Emergency Department. • You have received an email message telling you that an Action has been assigned to you in BC PSLS by your Clinical Manager, Rhonda Reason. • You want to review the Action. • Let’s begin! • Scenario Part 2 Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  41. Section 3: Viewing and modifying an Action • Opening an Action from an email link To access the new Action, click on the link contained in the email notification you received. CLICK HERE Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  42. Section 3: Viewing and modifying an Action • Opening an Action from an email link When prompted, enter your BC PSLS Login ID and Password. Click Log in. CLICK HERE Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  43. Section 3: Viewing and modifying an Action • Viewing an Action You have opened the Action Form. Review the Action details in the top part of the form. Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  44. Section 3: Viewing and modifying an Action • Modifying an Action You have opened the Action Form. Review the Action details in the top part of the form. The bottom part of the form contains fields you can use to complete the Action, and links to the event record associated with the Action. Here, we’ve used the Notes section to record a message to your manager about your plans for follow-up. Click Save. CLICK HERE Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  45. Section 3: Viewing and modifying an Action • Modifying an Action When you saved the Action, an email message containing a link to the Action Form was sent to Rhonda Reason, the person the Action was assigned by,to let her know it has been modified. Rhonda can click on the link at her convenience to open the form and check on your plans for follow-up. Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  46. Section 4: Completing an Action Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  47. Section 4: Completing an Action • You, Valerie Vincent, Charge Nurse in the Emergency Department, have already finished the task assigned to you by your Clinical Manager! • You want to record the information in BC PSLS and complete the Action. • Let’s begin! • Scenario Part 3 Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  48. Section 4: Completing an Action • Opening an Action from the Actions section Log in to BC PSLS. From the Main Menu, select Actions. CLICK HERE Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  49. Section 4: Completing an Action • Opening an Action from the Actions section Log in to BC PSLS. From the Main Menu, select Actions. Select List all Actions. CLICK HERE Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

  50. Section 4: Completing an Action • Opening an Action from the Actions section The Actions Listing page shows all Actions assigned to you, assigned by you or associated with records you have permission to view. Select Action ID 5. CLICK HERE Start Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 End

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