Module 4 ‘Actions’

Module 4Module 4 ‘Actions’ ‘Actions’

IntroductionWelcome 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

About the courseNavigation

Click on to open the course map and select a specific slide.

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

Section 2 Section 3 Section 4 Section 5 Section 1 Start End

Click on the progress bar to move from section to section:

• Go to the end of the course

• Go to the next slide

• Open a link

Tips to use when working with BC PSLS ‘live’ are marked with

When you see , follow the directions to simulate working with BC PSLS ‘live’. CLICK HERE


ObjectivesUpon 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


Section 1: Actions overview


Section 1: Actions overviewIntroducing 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 query and Design a report features 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’.


Section 1: Actions overviewActions 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.


Section 1: Actions overviewActions 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


Section 1: Actions overviewActions 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.


Section 1: Actions overviewActions 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.


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


Creating a new Action

Log in to BC PSLS.

From the Main Menu, select Events.

CLICK HERE




Log in to BC PSLS.


You can choose any events list to access the Actions function.

For this example, select List events with status: Being reviewed.

CLICK

HERE




A list of Safety Event Reports in your area is displayed.

The record you are looking for is event ID 6. Select it from the list.


CLICKHERE



CLICKHERE

The Safety Learning Form and Event details for event ID 6 are shown.

Select Actions taken & planned.




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




CLICK

HERE

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.




CLICKHERE





The list shows the types of Actions available.

For this example, select Review participant follow-up.




CLICK HERE




The list shows the types of Actions available.

For this example, select Review participant follow-up.

Click Close.



CLICK HERE

Next, open the Details dropdown list.

This list is filtered by the Type of Action chosen.




CLICKHERE



For this example, select Check outcome.







For this example, select Check outcome.

Click Close.

CLICK HERE



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.



Select a Priority for completion of the Action from the dropdown list.


For this example, select Part of review process – complete as soon as possible.

CLICKHERE





CLICK HERE

Select a Priority for completion of the Action from the dropdown list.


For this example, select Part of review process – complete as soon as possible.

Click Close.



To indicate the date the Action is being assigned, first click on the calendar icon next to the Date assigned field.


CLICK HERE



CLICKHERE

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.




To indicate the date the Action should be completed by, click on the calendar icon next to the Date due field.

CLICK

HERE




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




Open the Assigned to dropdown list.

CLICK

HERE





Choose the person you want to assign the Action to.

For this example, select Vincent, Valerie – Charge Nurse.


CLICK HERE





Choose the person you want to assign the Action to.

For this example, select Vincent, Valerie – Charge Nurse.

Click Close.

CLICK HERE



Assigned to is the last mandatory field you need to complete to create 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




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




A message will confirm that the event has been saved.




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.



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


Section 3: Viewing and modifying an ActionOpening an Action from an email link

To access the new Action, click on the link contained in the email notification you received.

CLICK HERE


When prompted, enter your BC PSLS Login ID and Password.

Click Log in.

CLICK HERE

Section 3: Viewing and modifying an ActionOpening an Action from an email link


Viewing an Action

You have opened the Action Form. Review the Action details in the top part of the form.



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


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.


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


Opening an Action from the Actions section

Log in to BC PSLS.

From the Main Menu, select Actions.

CLICK HERE




Log in to BC PSLS.


Select List all Actions.

CLICK HERE




CLICK HERE

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.



Completing an Action

You can now:

• Enter your Findings. Here, we’ve provided information about the results of the x-ray.

• Record the Date completed.


CLICK HERE




You can now:

• Enter your Findings. Here, we’ve provided information about the results of the x-ray.


CLICK HERE



• Indicate who the Action was Completed by.


You can now:

• Enter additional Notes. Here, we’ve provided information about the results of the x-ray.


CLICK HERE




You can now:




CLICK HERE



Click Close.


You can now:




CLICK HERE



You can now:





Click Close.

Click Save.

CLICKHERE



A message will confirm that the action has been saved.




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 completed.




Back to you, Rhonda Reason, Clinical Manager in the Emergency Department.

You have received an email message telling you that an Action has been completed in BC PSLS.

You want to review the Action.

Let’s begin!

Scenario Part 4


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


When prompted, enter your BC PSLS Login ID and Password.

Click Log in.

CLICK HERE

Section 4: Completing an ActionOpening an Action from an email link


Reviewing a completed Action

You have opened the Action Form. Review it, add any additional comments and Save.

The Action is complete!

To ‘close the loop’, summarize your findings in the Follow-up section of the Safety Learning Form for the event, which you can access through the link at the bottom of the Action Form.

You can also create a new Action reminding yourself to contact the patient to offer additional Support.


CLICKHERE


Section 5: ‘My reports’ for Actions


Section 5: ‘My reports’ for ActionsIntroducing ‘My reports’

My reports for the Actions module work the same way that My reports work in the Events module. With My reports, you can create, view and print packaged summary reports using pre-defined data. These reports have been designed to meet the needs of a wide group of users from across the province. You will likely find some of the reports very useful and others not applicable to your setting or interests.

If you have requests for reports that you think would be important to you on a regular basis, please contact your Health Authority BC PSLS Coordinator.

You can also use the New search, Saved query and Design a report features of BC PSLS to create your own custom ad hoc reports. These features are covered in sections 6 and 7 of this course.

To learn more about using My reports, see BC PSLS elearning Module 3.


Getting started

CLICK HERE


Log in to BC PSLS.



Getting started

Log in to BC PSLS.


Select My reports.

CLICK HERE



Choosing a report


You can now see a list of reports available to you. The report title tells you the type of report and the fields used to create it.

To select a report, click on the report title.

For this example, select Listing – Actions assigned to – Not completed.

Type of report Fields used

CLICK HERE


Defining data


Sometimes you will need to select one or more items from dropdown lists to define report data. The lists are identical to those on the Action Form.

The Assigned by field is shown here. To view the list, click on the beside the field.

CLICK HERE


Defining data




Select your name, Rhonda Reason, from the list.

CLICKHERE

When working with dropdown lists, you can select more than one item by holding down the Ctrl key, then clicking on the items you want. Or, you can hold down the Shift key to choose all items between your first and last selections.


Defining data





Click Add.

CLICK HERE


Defining data





Click Add.

Click Continue.

CLICK HERE


In the ‘live’ BC PSLS application, you could export this report to Excel, print it and use it to guide your work, following up on outstanding Actions. To learn more about printing and exporting reports to Excel and PDF, please see elearning Module 3 – ‘My reports’.

Viewing your report

Review your report. You chose:

• A listing report

• Actions assigned but not yet completed

• Actions assigned by you, Rhonda Reason



Section 6: Searches and queries


New searches

CLICK HERE


Sometimes you will want to know about data that is not defined in My reports. You can use the searching feature in BC PSLS to define your own data.



New searches

CLICK HERE


Sometimes you will want to know about data that is not defined in My reports. You can use the searching feature in BC PSLS to define your own data.


Select New Search.


New searches


Your search screen is the same as the Action Form. Use the dropdown lists to define data you want to view.

For this example, open the Assigned to dropdown list.

CLICK HERE


New searches




Select your name, Valerie Vincent, from the list.

CLICKHERE


New searches





Click Close.

CLICK HERE


New searches





Click Close.

Entering the search symbol = in the Date completed field limits the search to Actions not completed.

Click Search. CLICK HERE

Start Section 1 Section 2 Section 3 Section 5 Section 6 Section 7 End Section 4

In BC PSLS ‘live’, click on any field in any Action record in the list to open and view the individual Action. You can sort the list in different ways by clicking on any of the headings in Blue text at the top of the report.

New searches


If your search does not find any records matching your criteria, a message will be displayed.

If records are found, an Actions Listing will be shown.


Saving a search as a query


Save your New search to use again by creating a Saved query.

On the Actions Listing page, select Save the current search as a query at the bottom of the page.

CLICK HERE




CLICK HERE



Save the query by naming it. You are the only one who can see the query, so name it something meaningful to you.

Click Save.




Save the query by naming it. You are the only one who can see the query, so name it something meaningful to you.

Click Save.



A message will confirm that your query has been saved.


Searching with a saved query


You can find and run your search again any time by using your Saved query.


CLICK HERE






Select Saved queries.

CLICK HERE





From the Main Menu, click on Events.


Open the Query dropdown list.

CLICK

HERE








Select your saved query.

CLICKHERE









Click Run query.

CLICK HERE




Your search results will be displayed as a list.


In BC PSLS ‘live’, click on the numbers at the top or bottom of the list to move from page to page, or click on Next page or Previous page.

Section 7: Using ‘Design a report’


Selecting data for your report


From the Main Menu, select Actions. CLICK

HERE





Select Design a report. CLICK HERE




First, define data for your report by running either a New search or a Saved query.

For this example, use the Saved query you created earlier in this module. Start by opening the Query dropdown list.

To use data from a New search, first perform the search then click on Design a report. A message will confirm that Some selection criteria have already been defined using a query by example, which means the data from your new search will be used.

CLICK

HERE




First, define data for your report by running either a New search or a Saved query.

For this example, use the Saved query you created earlier in this module. Start by opening the Query dropdown list.


CLICKHERE


Selecting a report type


Next, open the Report type dropdown list.

CLICK HERE


Selecting a report type


Next, open the Report type dropdown list.

Select the report type you want from the list.

For this example, choose pie chart. CLICK

HERE


Selecting report components


Open the Rows dropdown list.

CLICK HERE


Selecting report components



Select Type from the list to identify the data elements that will be displayed as ‘slices’ of the pie.

For some reports, you will also need to select a Columns value, such as date.

CLICKHERE


Selecting your report components



Select Type from the list to identify the data elements that will be displayed as ‘slices’ of the pie.

For some reports, you will also need to select a Columns value, such as date.

Click Run report.

CLICK HERE


Viewing your report


Review your report. You chose:

• Actions assigned to you and not completed (from the Saved query)

• A pie chart (from the Report type dropdown list)

• Type of Action (from the Rows dropdown list)


Congratulations!You have completed the course! You can now:

• 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

Click here to confirm you have completed the course.


Questions?If you have questions about this course or BC PSLS, please ask

your leader or manager, email BC PSLS Central Office or use the information below to contact a resource in your Health Authority.

Fraser Health (FH) Interior Health Authority (IHA)

Phone: (604) 587-7851 Voicemail #7851 Phone: (250) 870-4668

Provincial Health Services Authority (PHSA) Vancouver Coastal Health (VCH)

Phone (604) 875-2791 Phone: (604) 875-5054

Northern Health Authority (NHA)

Phone (250) 692-2425


• BC Patient Safety & Quality Council

• Canadian Patient Safety Institute

• Safer Healthcare Now!

• Institute for Safe Medication Practices Canada

• Institute for Healthcare Improvement

• National Patient Safety Agency

• World Health Organization Patient Safety

ResourcesFor more about patient safety, check out these web sites:


Thank you!

Please click here to complete a short survey about the course. Your response will be anonymous. Your feedback will help us improve the course in the future.

Evaluation


Questions?If you have questions about this course or BC PSLS, please ask

your leader or manager, email BC PSLS Central Office or use the information below to contact a resource in your Health Authority.

Fraser Health (FH) Interior Health Authority (IHA)

Phone: (604) 587-7851 Voicemail #7851 Phone: (250) 870-4668

Provincial Health Services Authority (PHSA) Vancouver Coastal Health (VCH)

Phone (604) 875-2791 Phone: (604) 875-5054

Northern Health Authority (NHA)

Phone (250) 692-2425

Symbol Description Example

* Include any number of unknown characters SMITH* in the Name field would locate records for SMITH, SMITHSON, SMITHFIELD, etc.

? Include one unknown character SM?Th in the Name field would locate records for SMITH, SMYTH, etc. but not SMYTHE

< Include values less than a specified amount or before a specified date <21/12/2008 in a Date field would locate records with a date BEFORE December 21st, 2008

> Include values greater than a specified amount or after a specified date >21/12/2008 in a Date field would locate records with a date AFTER December 21st, 2008

<= Include all values less than or equal to a specified value or date <= 21/12/2009 in a Date field would locate records with a date ON OR BEFORE December 21st, 2008

>= Include all values greater than or equal to a specified value or date >= 21/12/2008 in a Date field would locate records with a date ON OR AFTER December 21st, 2008

!= Exclude certain values !=PATSAF in the Event field would find all records except those with the value of Patient Safety Event

| Include a choice of variables PATSAF|HAZARD in the Event field would find all records that are Patient Safety Events OR Hazards

@today Include values where the current date is in the selected Date field @today in the Actions Module Date due field would locate Actions due today

@prompt Creates a prompt so a date range or variable can be specified @prompt in a Date field would set up a prompt for you to enter from and to dates to establish a date range

: Include a range of variables 21/12/2008:21/01/2009 in a Date field would locate records between the two dates specified

= Include value is null = in the Actions Module Date completed field would locate Actions that have been not yet been completed

== Include value is not null == in the Actions Module Date completed will locate Actions that have been completed

Search symbols

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Module 4 ‘Actions’

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