‘Closing the Loop’ on

Clinical Incident Management

November 2016
Outline
• What is ‘Closing the Loop’?
• CIM Policy requirements
• Why evaluate recommendations?
• Developing SMARTA recommendations
• Outcome measures and evaluation
methodologies
• Providing evaluation reports and evidence
• Comments and questions

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What is ‘Closing the Loop’?

Closing the Loop

• A program to enhance two components of SAC 1

clinical incident management (CIM)
• The development and implementation of recommendations in
response to serious incidents
• The evaluation of the effectiveness of those recommendations
in improving health care delivery and patient care

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 ‘Closing the Loop’ resources
• http://ww2.health.wa.gov.au/Articles/A_E/Closing-the-
Loop-Program

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CIM Policy requirements - summary
SAC 1 incidents SAC 2 / 3 incidents
Take immediate action when a clinical
incident occurs to ensure the patient
Yes Yes
receives appropriate care; notify the
incident into Datix CIMS
Notify the incident to the PSSU within 7
Yes No
working days of the event
Investigate the incident to identify Complete within 28 Complete within 60
contributory factors and develop working days of working days of
recommendations in response notification notification
Provide a copy of the investigation and
Yes No
recommendations to PSSU
Implement recommendations and
evaluate their effectiveness within 6 Yes Yes
months of investigation completion
Provide a copy of the evaluation of the
Yes No
recommendations and evidence to PSSU

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Why evaluate recommendations?

Do more? Develop

Evaluate Implement

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Developing recommendations
• Recommendations developed in response to
clinical incidents should directly address the
contributory factors.
• Four key considerations:
1. Aims - What are the goals?
2. Actions – What actions are required to achieve
these goals?
3. Outcome measures – What can be measured that
will indicate whether the action led to improvement?
4. Evaluation methodology – How will I collect and
assess information about the outcome measures?

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SMARTA recommendations
• Adopting the SMART principles for goal
setting increases the likelihood of
successful implementation
– Specific
– Measureable
– Accountable
– Realistic
– Time-related

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SMARTA recommendations
• ‘A’ is for Action Strength
Stronger Actions Intermediate Actions Weaker Actions
• Architectural/ physical • Redundancy/ back-up • Double checks
plant changes systems • Warnings and labels
• New devices with usability • Increase in staffing/ • New procedure/
testing before purchasing decrease in workload memorandum/ policy
• Engineering control, • Software enhancements/ • Training
interlock, forcing functions modifications • Additional study/ analysis
• Simplify processes and • Eliminate/ reduce
remove unnecessary distractions
steps • Checklist/ cognitive aid
• Standardize on equipment • Eliminate look- and
or process or care maps sound-alikes
• Tangible involvement and • Enhanced documentation/
action by leadership in communication
support of patient safety

from Veterans Affairs National Center for Patient Safety Root Cause Analysis Tools (2015)

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From www.healthcarequarterly.com/content/22845

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Outcome measures
• Action/process outcome measures
– Measure implementation/ completion of
recommendations
• Root cause outcome measures
– Measure the effectiveness recommendations
have on contributory factors and root causes
• Adverse event outcome measures
– Measure whether recommendations have
prevented an incident from reoccurring

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Evaluation methodologies
• Will depend on the type of
recommendation and the outcome
measure chosen
– Audits
• Compare actual practice to expected/best practice
• May require baseline data for comparison
• Can give quantifiable results
– Surveys
• More likely to provide descriptive data

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Providing evaluation reports and
evidence
• The PSSU has developed a spreadsheet to
assist with the development, implementation
and evaluation of recommendations
• Use of the spreadsheet is not mandatory but
the summary information is required
• Evaluation summaries and evidence to
support the work undertaken can be
uploaded to the Datix incident record as
documentation

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Evaluation summary page

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Providing evaluation reports and
evidence - Datix CIMS
• Complete individual recommendations
when they are implemented and enter a
summary of the implementation evidence
• When the subsequent evaluation has been
completed a summary can also be entered
in each recommendation record
• More detailed evidence can be attached to
the incident record as documentation

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Datix recommendation record

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Action Chains – Datix CIMS
• Complete action chain 3 when all
recommendations arising from the
investigation have been implemented
• Complete action chain 4 when all
recommendations arising from the
investigation have been evaluated
• Follow local processes for completing
action chains and notifying PSSU when
evaluation has been completed

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Datix action chains

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Comments and questions

Contact: Tim van Bronswijk, Senior Policy Officer, PSSU

(t) 9222 4214 (e) [email protected]

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