Safeguard Risk Management
Involvement Request for
Information Litigation Customer
Safeguard Risk comprises an organisational on-line risk register, with a hierarchy of corporate, divisional and departmental risks managed at different levels.
The compliance monitoring tool holds evidence for the CQC & NHSLA Standards, with links back to the risk register. These risks could also impact upon the organisation’s Objectives defined within the Assurance Framework.
All incidents and accidents that occur within the organisation are reported via the simple to use on-line reporting system.
The workflow behind the Incident management system is highly configurable, with multiple levels of escalation, ensuring that Incidents are followed up, and feedback sent to the reporter. Lessons learned are identified and where appropriate Action Plans created to prevent reoccurrence.
Safeguard Alerts is used to track alerts issued from external agencies such as CAS, NICE and MHRA, as well as disseminating internal policies and documents.
As the communication process is cascaded down through the organisation, the system fully audits the responses and actions at all levels. All staff involved have access to the on-line system to input their own actions and responses, and the automatic reminders prompt staff to complete within their target dates. The System indicates when all staff have responded and the alert can be closed.
With an increasing reliance on the voluntary sector, Safeguard Volunteer has been developed to support the service ensuring that the skills offered are properly used and volunteers are matched to the opportunities available. It keeps track of the work performed by each volunteer, enabling organisations to officially recognise their contribution.
The System also has a recruitment section to ensure that appropriate checks are carried out and disclosures received for each person.
The importance of the care provided by chaplains is increasingly recognised as fundamental to both care quality standards and positive experience. Safeguard Chaplaincy enables staff to record and plan pastoral care both for individuals and groups, monitoring referrals and outcomes.
Safeguard can be used in situations where there is a high throughput of short referrals, or where individual cases last a period of time with more contact. The unique care notes facility gives a detailed picture of progress for each person.
Safeguard Bereavement supports the services offered by Health Professionals to those that have been bereaved. It takes account of guidance provided by the Department of Health in the publication “When a Patient Dies”.
Linked into the organisation’s PAS System, it starts the case so the department is pro-active in its response. Safeguard Bereavement also collects important statistics such as infections, Liverpool Care Pathway, mortuary, coroner referrals, HTA and donation wishes bringing information together across departments.
Designed in partnership with Health Care Professionals, it promotes an integrated approach to care planning as outlined in the “End of Life Care Strategy 2008”.
The module enables all information about a patient to be held in one place, identifying the agencies involved, and includes the needs and wishes of the patient and carer. This multi-agency and integrated approach enables information to be shared, and travel with the patient as a complete End of Life care plan.
Patient Public Involvement
Patient feedback and experience provides important information to drive up standards and promote change.
Safeguard PPI enables the organisation to manage projects that fall under the remit of Patient Experience and Involvement, to coordinate activities and focus resources. The information highlights recurring themes across many different projects, and to record feedback in order to make reports and recommendations to the Board.
Request For Information
Safeguard Request for Information deals with the day-to-day management of all types of information requests including those covered by the Freedom of Information Act, Data Protection Act and Subject Access Requests.
The user can quickly record and easily retrieve cases, tailor the recording of information to suit the requirements of the organisation, track and keep up with each request and the target dates, and produce formal letters from the mail merge templates.
Safeguard Litigation manages legal cases from start to finish, tracking events, stages and communications. It handles all types of cases including CNST, Employers, Occupiers liability as well as inquest details.
Potential cases can be highlighted through Incident and Customer Services, and records linked through all the modules to give a full timeline of events.
Safeguard Customer Services looks after the day to day management of complaints, concerns, comments and commendations. It shows clearly where the department is up to with each case, and what needs to be done next.
The System is used to cascade information to investigators and with automatic letter generation and reminder functions, Safeguard ensures everyone is aware of the target dates involved.
Safeguard is a truly integrated System. Information is shared between the modules and brought together within its management functions, for example the timeline, as well as within the reports.
Integration by People: whenever a user accesses a person’s record, they can view (access permitting) all the events that person has been involved in across the modules. The use of this information varies from staff appraisals and other staff activity analysis, to informing patient care plans and tracking patient/visitor assaults against staff.
Events: one event can lead to another, an incident to a complaint, to a bereavement record and legal case; or any other combination. The Safeguard Timeline shows these events together with the key dates plotted on the x axis.
Timeline: the timeline plots events within and across the modules, both for individual people and events, as described above.
Reporting: information across the modules can be brought together in dashboard, CLIP, divisional and board reports.
Corporate Themes: corporate themes allow thematic reporting across the modules, enabling the organisation to ask questions such as “how many incidents, legal cases or complaints have there been in relation to falls, pressure sores or medication errors”.
External Values: external values can be input to be used for comparative reporting. Examples include the number of incidents in comparison to admissions or bed days; the number of incidents against emergency call outs.
We recognise that producing meaningful reports from information systems is of paramount importance. Some of the reports required are very complex and access data from all modules; others are very simple and are needed instantly; and there are many levels in between. To accommodate these different reporting requirements, there are several ways of reporting from Safeguard.
Extractor: produces results quickly in a simple format, and can be exported to MS Word and Excel© (and other formats if required), or to the Report Designer.
Report Designer: an integrated reporting facility where complex report formats with embedded graphics, and commentary can be included. The Report Designer is used to report across the modules with dashboard, CLIP, divisional and board reports.
Graphics: there is an integrated “quick graphs” facility in all modules
Timeline: automatic timeline reporting in all modules with both graphics and text
Report Library: another service offered by Ulysses is the reports library, where organisations can import report templates into their system. After import, the report can be changed as if they had created it themselves. The Import and Export routine is straight forward and you can even see what the report will look like before you bring it into your System. It also allows organisations to share their reports.
Report Scheduler: so many Trusts using Safeguard now benefit from the report scheduler. Set the report to run on a daily/weekly/monthly/quarterly basis, or even a “rolling” time period. Enter the email addresses of the recipients, or location on the intranet where the report should be published, and the scheduler does the rest. Routine reports are delivered to the recipient, or server, without any intervention required from the user.
Feedback about reporting from Safeguard:
“Good to see the various options available for producing reports, especially with graphics”
“Both subset & external values very useful”
- Persons / Staff
- Organisational Structure
- Corporate Themes
- Assurance Framework