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VHIMS QUICK REFERENCE GUIDE TO INCIDENT MANAGEMENT
Page 1 Valid for Version 2012 (June) and above – 4 Jun 2012
Introduction
This reference guide is aimed at Risk/Quality Managers
and/or OHS Managers who are responsible for ensuring
Incidents have been followed up by the respective Line
Managers, and to post incidents ready for reporting and
close the incidents ready for transmission to the
Department of Health (DH) and the VMIA
What is “posting”?
Posting means a “master” version of the incident is created.
There is only ONE master version for each incident created
in VHIMS. This “master” version is used on all Incident
Reports and will be the version that is transmitted to the
respective department eg. Department of Health (DH),
VMIA depending on the criteria of the incident
Role of the Risk/Quality Manager
When an incident is entered by a staff member, it is the
responsibility of their Line Manager to review and
investigate the incident and report their findings. It is then
the responsibility of the Risk/Quality & optionally OHS
Managers to ensure they:
Review the details of the incident and to
Check the Review History to see who else is aware of
the incident
Create a Distribution List if others need to be informed
of the incident
Optional: Bookmark the incident if you wish to enable
a quick return to the incident
Check the incident has been investigated and ensure
the accuracy and completeness of the Incident
Remove any inappropriate statements or unfounded
allegations as organisational policy may dictate
Check for consistencies with the data eg. Primary &
Related Incidents Types, Severity Level
If the incident has a severity rating of 1, ensure the
Recommendations section of the incident has been
completed with at least one recommendation
pertaining to the outcome of the incident
If the incident requires notifications to the Dept of
Human Services/Dept of Health for Category 1 & 2
incidents, the respective report is generated and faxed
to the appropriate department
If an incident has been nominated as a “Clinical
Incident” specify if “Valid Clinical Incident” = Yes or No
eg. some incidents can be audits, a patient has a
pressure ulcer which was present on arrival and not as
a result of being in your healthcare organisation. If the
incident is NOT a clinical incident and the severity of
the incident is a 1 or 2 it WILL NOT be necessary to fill
out the mandatory ISR 1 or 2 fields. If the incident IS a
valid Clinical incident and has a severity of a 1 or 2 then
ensure the mandatory ISR 1 or 2 fields have been
completed as required
Ensure all mandatory required fields for incidents that
are transmitted to the Dept of Health and/or VMIA
(those marked with an asterisk “*”) are completed
Submit any details that need immediate change
Follow-up the Incident
If further clarifying information is required, create a
distribution list to request further action/ information
or assign a task through the Journals
Update Findings
Complete & Post the Incident
Close the incident once an action plan has been put in
place or there is no required action plan ie. Press the
Close button in the “Incident Sign Off” section
Post the incident (to create the master/official version)
ready for reporting and transmitting to the respective
agency eg. Department of Health, VMIA.
Modifications may be made after posting and these
can be updated into the master record once received
Note: Posting can be done at any time. Closing the incident
does not have to be done at posting time but must be done to
enable transmission to the DH and VMIA
Reviewing & Posting Unposted Incidents
If you know the ID of the Incident you can use the “Go To”
function to locate the incident
1. Press the icon on the menu or press ALT-G
2. Select Item = Incident and enter the ID
3. Press Enter or the Go button
4. If you have permission to the incident it will open
VHIMS QUICK REFERENCE GUIDE TO INCIDENT MANAGEMENT
Page 2 Valid for Version 2012 (June) and above – 4 Jun 2012
To review an unposted incident
1. From the menu select Management -> Inbox ->
Incidents. This will display a list of incidents that you
have permission to view eg. via an alert
2. To view an incident from the Inbox page, click on the
Incident ID
3. Review the incident and ensure the Line Manager has
investigated and reported their findings
Fields displayed in yellow are mandatory and
must be completed before saving the incident
Some fields may be set as “Optional Entry” and are
only required if the incident has a Severity of 1 or
2. Ensure these fields, denoted by a 1
eg.
, are complete
where applicable.
Note: Fields denoted by a 1
are only required if the
incident has a Severity of ISR 1 or 2, and is a Valid
Clinical Incident ie Notification Type = Clinical Incident
and Valid Clinical Incident = Yes or the incident is an OHS
Incident involving nurses and aggression
If the incident involves more than one person and
a grouped incident has been created, click on the
respective ID to view the other incidents
grouped with this incident. Each grouped incident
needs to be reviewed and submitted separately
The Review History at the bottom of the
incident will indicate to you who has been notified
of, edited or viewed the incident
4. If changes are made to the incident, either
Press Save without posting , if you want to save
your changes but not “post” the incident. In this
case the incident will remain in the Inbox for
posting at a later stage
Press Post if you want to save your changes and
“post” the incident ready for reporting. In this case
the incident will be removed from your Inbox view
and will be available to view and edit in the
“Posted Incidents” listing
5. The changes will be visible to all authorised users and
the original version of the incident will remain intact
How do I let others know of the incident?
If, after reading the incident and looking at the Review
History, you think other users within your organisation
should be notified of the incident, you can create a
Distribution List
To create a distribution list
1. Click on the Dist List button
2. Search for the users using the Filter List option
3. Highlight the user in the Unassigned List and press
Assign
4. Repeat steps 2-3 if more users are to be notified
5. Recommended: Enter a comment explaining why
the selected users are being distributed the incident.
These comments will appear on the email that is sent
to the nominated users and can also be accessed from
the Review History of the Incident
6. Press Send Email & Close
VHIMS QUICK REFERENCE GUIDE TO INCIDENT MANAGEMENT
Page 3 Valid for Version 2012 (June) and above – 4 Jun 2012
Note: If there are already users in the Assigned list when you are
creating a Distribution list, it means that the users have not yet
read the incident – do not delete them from the list, as this could
negate their permissions to the incident. Only the newly added
users will receive the email
Can I view the comments sent in a Distribution
List?
The Comments sent on any distribution list can be viewed
from the Review History of the Incident
To view the comments click on the <Email> link in the
Review History
What happens when you are distributed an
Incident?
1. If you have an email address in your User profile you
will be sent an email notification with a link to the
incident
2. If you have unread distributed incidents
An Incident For Review message will appear at the
top of your VHIMS system (see example below)
When you click on the link it will take you to the
Assigned Incident - Unviewed Listing page. You
can open the incident from this page by clicking on
the Incident ID
Once you have read all your distributed incidents
the “Incident review required” message will
disappear
What is the “Bookmark” function?
Bookmarking places the incident into your “Bookmark
Items” list available on your My Workspace -> Reminders &
Alerts page. You may wish to bookmark (flag) the incident
as one you would like to follow-up later or requires further
information before investigations are underway.
To book mark an incident, click on the Bookmark button
How do I view my bookmarked incidents?
All your bookmarked Incidents will be listed in your
Bookmarked Items list under the My Workspace ->
Reminders & Alerts page
1. To open the incident, click the Notification Date link
2. To remove the bookmark, click the Bookmark button
on the Control Panel
What does the “Alert Me” function do?
The “Alert Me” function, when activated, will notify you of
any changes to the incident (except changes to the Journals
and Documents).
1. To setup a Personal Alert click on the Alert Me
button
2. Select if you want the Personal Alert to be based on
changes to unposted and/or posted incidents
3. Select the duration of the Personal Alert
4. Press Save
VHIMS QUICK REFERENCE GUIDE TO INCIDENT MANAGEMENT
Page 4 Valid for Version 2012 (June) and above – 4 Jun 2012
Can I print a copy of the incident?
A copy of the current version of the incident can be printed
from an opened incident in different formats eg. Word™,
PDF, Excel™
1. Select an output format from the list
2. Press Print
How do I add a Progress/File Notes or assign a
task?
Journals are used add progress/file notes and can also be
used to assign a task or action or another VHIMS User.
When you assign an action or task, the assigned user will be
sent an email notification with details of the task and a link
to the Incident
To add a Journal
1. Press Add New Journal Entry
2. Select a Journal Type from the list
3. Enter a description
4. If you are assigning a task
Enter a due date or select the date using the date
picker in the Followed up Date field
Assign a user in the Follow-up allocated to field
- press the Filter button and search for the user.
You will need to select the user from the Follow-up
Allocated To field once you have used the filter
option
5. Press Add Entry
6. If the journal is not allocated to a user, it will
automatically be actioned once the incident is saved
7. If the Journal is allocated to a user, once the incident is
submitted an email notification will be sent to the
allocated user with details of the Journal and a link to
the incident
8. If the Journal is not actioned by the due date then an
email reminder will be sent to the allocated user as
well as yourself
Can Journals be sent to VMIA?
Within your VHMS, you can nominate which Journal Type/s
can be transmitted to VMIA when a nominated Incident has
been marked as one that will be transmitted to VMIA.
Suggestion: You might like to create a specific Journal Type =
VMIA that is used for this purpose
To specify which Journal Types are to be transmitted to
VMIA, it needs to be done via the List & Codes
Maintenance - (Incident) Journal Types list. Access to the
lists is an Administrator task and may require your VHIMS
Administrator to update. If you are the Administrator
1. Select Administration -> List & Codes Maintenance
2. Select the (Incidents) Journal Types list
3. Select Yes in the Transmit to VMIA column against the
respective Journal Type/s
Note: Transmission of Journals to VMIA WILL NOT be turned on
until all VHIMS clients have upgraded to at least VHIMS v3.898
VHIMS QUICK REFERENCE GUIDE TO INCIDENT MANAGEMENT
Page 5 Valid for Version 2012 (June) and above – 4 Jun 2012
How can I view a list of outstanding tasks
assigned to me?
If you have been assigned a task via the Journals, all your
un-actioned Journals will be listed in your Allocated Journal
Actions list under the My Workspace -> Reminders &
Alerts page
1. Click on the Created date link to open the Incident
2. Once you have actioned the Journal it will be removed
from this list
How do I action a Journal?
If a Journal is assigned to you, to ensure the creator of the
journal knows that you have completed the task, the
Journal should be actioned
To action a Journal
1. If the list of Journals are collapsed then click on the
Expand icon
2. Click on the Action button on the relevant Journal
3. Press Yes in the pop-up message
4. If required edit the Journal or add another Journal to
enter additional comments
Can I attach a file to an Incident?
Relevant files of any description eg. documents, photos can
be attached to an Incident via the Documents section
1. Press the Add Document button
2. Enter a description of the file
3. Press Browse to locate the file
4. Once selected press Add
5. Repeat steps 1-4 if more files need to be attached
6. Press Close
To view an attached document
1. Click on the View button next to the document you
wish to view
2. The Document Review History (viewed by clicking
on the icon next to the respective document)
will display in the Document Details pop-up window
VHIMS QUICK REFERENCE GUIDE TO INCIDENT MANAGEMENT
Page 6 Valid for Version 2012 (June) and above – 4 Jun 2012
Can I transmit a Document to VMIA?
Selected documents can be transmitted to the VMIA if the
incident is to be transmitted to the VMIA.
1. To nominate a document to be transmitted to VMIA,
Click on the icon next to the respective document
2. In the Document Details window, check the Transmit
to VMIA field
3. Press Save
4. When the incident is ready to be transmitted to the
VMIA , the selected document will be part of the
transmission
Note: Transmission of Documents to VMIA WILL NOT be
turned on until all VHIMS clients have upgraded to the VHIMS
Version 2012 (June) release
How do you add Recommendations to an
incident?
At each organisation, the Department of Health would
expect that recommendations will be made following
investigations of incidents with a severity rating of 1 or 2.
Note: It is mandatory to have at least one recommendation if the
Incident has a Severity = 1 and only recommended if the incident
has a Severity = 2
1. To add a recommendation
Check the “Have recommendations been made”
field that has been added to the end of Incident
Follow-Up section.
2. Up to 8 recommendations can be added.
Once you enter details of the recommendation in
the Recommendation # field and tab out, a new
set of Recommendation related fields will display,
and so on.
Field Descriptions:
Recommendation #: Describe the recommendation
Responsibility for Rec #: Click on the filter icon to search
for the user who will be responsible for this
recommendation. Once filtered select the user in the
Responsibility for Rec # field
Rec # Status: Specify the status of the recommendation eg.
proposed, closed, ...
Rec # Role Assign ID: This is any unique identifier for the
person who has been assigned to the recommendation eg.
staff members name, Staff ID
Rec # Role Assign: Select the role of the person who has
been assigned this recommendation by clicking this button
and selecting from the VHIMS Classification Selector (this is
the same list as the Reporter’s Role list).
Rec # Due Date: Enter the date the recommendation
should be completed
Rec # Completed: Enter the date the recommendation has
been completed
Rec # Outcomes: Describe the outcome of the
recommendations
Rec # Hierarchy Control: Based on the recommendations
select the control (only one control can be selected) that
may prevent future occurrence of this type of incident
Note: # = Number of the recommendation
VHIMS QUICK REFERENCE GUIDE TO INCIDENT MANAGEMENT
Page 7 Valid for Version 2012 (June) and above – 4 Jun 2012
How do I know which incidents I have viewed
and those modified since I last viewed them?
Next to each incident on your incident list there is a
coloured flag which represents your viewing status of your
incidents
- You have viewed the incident and there have been no
modifications
- There have been modifications (including journals)
since you last viewed the incident
- You have not yet viewed this incident
To view the Review History of an Unposted Incident
1. The Review History will display. This information will
enable you to see if there were amendments made to
the Incident and Journals that you were perhaps
waiting on
2. It is suggested that you perform a full review of the
incident by clicking on the ID
To view the Review History of a Posted Incident
1. In addition to the Review History, a list of changes that
have been made after posting will display
Note: Not all the changes will be listed here - the following
are not listed Journals; Documents; Classifications; fields from
sub-forms.
2. If you wish to accept the changes and re-post the
incident without having to open it, press the Quick
Post – Accept All Changes button (see example below).
The incident will be removed from your Inbox page and
will be available on your Posted Incidents page
Note: Accepting the changes means that only the changes
displayed in the Quick Post list will be updated into the Posted
record. It is recommended that you open the Incident to
before re-posting
How do I view the changes that have been made
to the incident?
Each time a change is made to an incident another version
of the incident is created; this ensures the original version is
kept intact. The incident you are viewing is always the most
current version
1. Open the Incident from the Inbox page and click on the
Change History button in the Control
2. The Incident Edit History window will open displaying
the changes by version or by field . You will only be
able to view the changes on fields that you have
permission to view in the Incident
Note: The Incident Edit History will not display any changes to
Journals or Document as there is no history. Only the current
versions of the Journals and Documents are available on any
version of an Incident
VHIMS QUICK REFERENCE GUIDE TO INCIDENT MANAGEMENT
Page 8 Valid for Version 2012 (June) and above – 4 Jun 2012
Reviewing & Posting Edited Posted Incidents
After an incident has been posted, it can be edited by staff
within the organisation who have permission to the
incident eg. Further investigations have revealed that the
Severity Rating has changed. Changes made after an
incident has been posted will be displayed in a red box
underneath the modified field. It will be your responsibility
to accept these changes if they are to be included in the
master incident, or not accept them if you feel that the
change should not be part of the master version of the
incident
1. If you wish to view changes from the Inbox, click on
the Status flag (as described on the previous page) next
to the edited posted incident (denoted by the
icon)
2. Because not all changes are displayed on this page it is
strongly recommended that you open the Incident to
review all the changes by clicking on the Incident ID
3. All changes will appear in a red box under the field
(or group of fields) that has been modified
4. If you with to accept changes on an individual field
press the respective Accept or Accept Block button
Those changes not accepted will not be included in
the master version of the incident but will remain
in the unposted version of that incident
5. Alternatively, if you wish to accept all changes in the
incident press the Accept All Changes button
6. Press Update the Posted record to save the changes
The incident will be removed be removed from
your Inbox view and the updated changes will be
available to view in the “Posted Incidents” listing
How do I access Posted Incidents?
Posted incidents are accessible by selecting
Management -> Enquiry -> Posted Incidents or
By selecting Posted Incidents from the Display listing on
any Incident Listing page (see example below) and
pressing Change View
A red icon indicates the incident has been edited after posting
Accessing the Posted Incidents page can be done from any Incident Listing page by selecting from the Display drop down list. Press Change View to confirm the change
VHIMS QUICK REFERENCE GUIDE TO INCIDENT MANAGEMENT
Page 9 Valid for Version 2012 (June) and above – 4 Jun 2012
1. To edit a posted incident click on the Incident ID, make
changes as required and press the Update the Posted
record button at the bottom of the incident to save
your changes
The posted incident will be updated directly and a
copy of the changes will be made available to the
equivalent unposted version. The incident will not
re-appear in the Inbox view
2. To return to the Posted Incidents page
Click on the Selection Page button Incident or
select Management -> Enquiry -> Posted Incidents
from the menu
Features of the Posted Incidents page
Compare Source
This feature allows you to view the current posted version
of the incident notification and compare it to all the
unposted versions.
If there is a difference between the current posted version
and the compared unposted version, the details will appear
in a red box under the respective field.
Updates can be made from any view by pressing the Accept
button next to the field that you wish to modify. On saving
the incident, the posted version will be updated directly
View Source
This feature allows you to view the unposted versions of
the incident notification.
Updates can only be made to the current unposted version
of the incident. Any updates will force the incident to
return to the Inbox view and requires the modifications to
be accepted and the incident to be re-posted
Note: This function is not commonly used
Case Review
This feature allows you to view all Incident and Feedback
Notifications that have been entered into VHIMS based on
the Client ID (Person Identifier, Medical Record #, UR
Number) in the displayed incident
Once the Client Case Review window is open you can enter
a different Client ID and press Review to see a list of
related incidents and feedback.
If you click on the ID link and you have permission to the
notification, it will be displayed
Can I delete an Incident?
Deleting incidents can be done if
There are duplicate incidents ie. more than one person
has entered the same incident; or
If the incident being entered is not an incident as per
your organizational definition eg. A staff grievance;
Maintenance request.
Before deleting an incident it is suggested that you
• Enter a Journal providing a reason why you are deleting
the incident and perhaps communicate this to the
person who entered the incident.
• If you have a duplicate incident you may like to
reference the ID of the deleted incident and copy the
“Details” of the deleted incident into a Journal of the
Incident you are keeping (to ensure you capture both
versions of the incident description)
Deleted incidents are flagged as deleted and can be
restored if required. All users with permission to the
incident can still view the deleted incident but cannot
edit it
VHIMS QUICK REFERENCE GUIDE TO INCIDENT MANAGEMENT
Page 10 Valid for Version 2012 (June) and above – 4 Jun 2012
To delete Unposted Incidents
1. With the Incident Inbox page open, check the record
selector next to the unposted incident/s that you
wish to delete
2. Press the Delete button. The incident/s will be
flagged as deleted and will be available in the Deleted
Incident Reports list if they need to be restored
To delete Posted Incidents
1. With the Posted Incidents page open, click on the
Incident ID next to the incident you wish to delete.
This will open the Posted Incident page
2. Press the Delete X icon . The posted version of the
incident will be removed from the database and the
unposted version will be flagged as deleted. It will be
available in the Deleted Incident Reports list if it needs
to be restored
How do I restore a Deleted Incident?
Deleted Incidents are located in the “Deleted Incident
Reports” page.
1. From any Incident Listing page, select Display =
Deleted Incidents Reports and press Change View
from any Incident listing page
2. Check the record selector next to the incident/s
(you can select more than one) that you wish to
restore
3. Press the Restore button. The incident will be
restored to the “Inbox” view and will be ready for
posting
What is a Grouped Incident?
A grouped incident is one involving more than one person
in the same event eg. An aggression incident
Grouped incidents can be created 3 ways
1. After the first incident is submitted, by clicking on the
“Click here to create a grouped incident” button on
the Incident Confirmation page
2. From the “Entered Incidents” page by checking the
incident you wish to group from, and pressing the
“Make Grouped” button which will open a copy of the
incident
3. If the incidents were entered separately they can be
grouped together using the “Group Incidents” function
on the “Entered Incidents” page
VHIMS QUICK REFERENCE GUIDE TO INCIDENT MANAGEMENT
Page 11 Valid for Version 2012 (June) and above – 4 Jun 2012
How can I tell if an incident has been grouped?
To identify an incident is part of a grouped incident you will
need to show the “Group” column on your respective
Incident listing page eg. Inbox, Posted Incidents list
1. Press the Change Columns button
2. Check mark “Show” next to the Group Column
3. Optional: Change the Sort Order
4. Press Close (at the bottom of the Change Columns
window)
How do I create a new grouped incident from an
existing incident? If you need to create a grouped incident from an existing
incident, this can be done from your Inbox or Posted
Incidents pages
1. Click on the Record Selector next to the incident
you wish to create a group incident with
2. Press the Make Grouped button
3. A copy of the incident will open with some
fields/sections cleared eg. “Who Was Affected” section
and the Severity of the Incident. Make any changes to
the incident as required and press Submit
4. If you then need to create another grouped incident
after submitting the incident press the “Click here to
create a grouped incident” button on the Incident
Confirmation page
How do I group 2 or more incidents together?
If you find that 2 or more incidents should have been
grouped but were not
1. Click on the Record Selector next to the incident
you wish to group to
2. Press the Group Incidents button
3. Enter the ID of the incident you wish to group with
the selected incident and press Add Group
4. Repeat step 3 if more incidents are to be grouped
5. Click on the Promote to Master button next to the
incident that will be the master incident
6. Press Close
How do I dissolve a set of grouped incidents?
In some cases, users will group incidents that should not
have been grouped eg. A patient has had 3 falls in the one
day but they all occurred at different times
To dissolve grouped incidents or remove a specific incident
from a group
1. On the Incident Listing page, click on the Record
Selector next to the incident you wish to group to
2. Press the Group Incident button
3. Either press Exclude next to the incident that needs
to be removed or Dissolve Group if you wish to
dissolve the entire grouping
4. Press Close
VHIMS QUICK REFERENCE GUIDE TO INCIDENT MANAGEMENT
Page 12 Valid for Version 2012 (June) and above – 4 Jun 2012
Reporting of Critical Category 1 & 2 Incidents
For organisations that need to report Category 1& 2
incidents eg. Community Health and send the DHS Report
to the Department of Human Services (DHS)/Department of
Health (DH), a specific DHS Report is available from the
Entered Incidents, Incident Inbox and Posted Incident
pages. You can print the DHS Report for both posted and
unposted incidents
To produce the DHS report
1. Check the selector next to the respective incident
Suggestion: Display the Critical Incident Category field in
your list of fields (as in the example above) by clicking on the
Change Columns button and selecting this field
(DHSCategory)
2. Press the DHS Report button
3. Press Produce Report
4. The report will be produced in Word™ (refer to
example below)
Print out the report and fill out any remaining
information that is required and fax to the
appropriate area within the DHS/DH
What happens if I go on Leave?
Refer to the Personal Delegates Guide accessible via the
menu Help -> VHIMS Quick Guides -> Personal Delegates
Guide