Duke University Health System Safety Reporting System (SRS) Guide to Major Functions for Duke MOVES Champions Added pictures for introduction purposes Was suggested to change the title to “Training for Reporters” however terminology needs to be consistent with what the policy states. Any opinions? Suggestions about the title changes? SRS Duke University Health System

Welcome to the Champion Role in SRS for Duke MOVES Champions As a Duke MOVES champion, you will have a view-only “scope” in SRS. This allows you to review falls that have occurred in YOUR unit/department. Within this function, you will be able to respond to tasks that have been assigned to you. You will be able to add a follow up if you need to comment on the fall You will be able to build and run falls reports. This module will teach you key functions to review Falls SRSs and run reports for staff meetings and other department needs.

Main Steps for File Review Log into the SRS system using Net ID. From the icon wall, click on the House/Home to get to the Info Center. The Info Center is where all your SRSs are listed. They are sorted into 3 main groupings, called widgets. (New, In Progress, My Important Files). Icon Wall Info Center

Reviewing an SRS Double click on the SRS “File Name” to open an SRS You will now be on the 1st page of the SRS. From this first screen, you can read the event type and the event description. To see more of the information, you can scroll through the other pages of the SRS. You can also use the left upper navigation panel to jump to various sections of the SRS using the Table of Contents. On the next page, learn how to quickly navigate through the sections of an SRS. Another way to quickly review an SRS from the Info Center, is to click the box next to the SRS and then click Summary at the top of the widget. This view is read only, but will show you the current content of the SRS and, if In-Progress, will show any comments or follow-ups that have been initiated. From this view, you will not be able to enter a follow-up or comments.

Navigating through sections of the SRS There are several important functions on this page in the left navigation panel. To scroll quickly through an SRS, you can select the sections of the SRS in the Table of Contents. Hover over “Parties Involved” and additional sections will be displayed. Click on one of these items to jump to that section of the SRS. A section that is very helpful is “Follow-up Actions.” This view will show you who has reviewed the SRS. This SRS shows that 2 people have reviewed or done work on this file. To see the comments that have been entered so far, click on “Summaries” then “Follow-up Summary” in the lower left navigation panel. This opens a read only view of the full SRS or just the summaries. You will see the chronology of follow-ups and comments entered.

Adding your input to an SRS: Add Follow-up: Work Done on File You will use Add Follow-up, the blue box in the upper left corner of every SRS to submit your follow up comments that help your manager evaluate the SRS. You will use “Work Done on File” as your Follow-Up. 7 Place comments in this text box Type comments here 3. Open an SRS. Click on Add Follow-up, then “Work Done on File”. On this new window, you enter your role (Sub-type) (Champion/Unit Expert) and also any comments you need to make. Mandatory fields are marked with a green asterisk *, and many of these fields in Follow-ups are optional. When you have completed your follow up, click ADD, then SAVE & EXIT on the main SRS page.

Monitoring an SRS: “Mark Important” If you want to follow an SRS, the best way to keep track of it is to mark it important. This will copy the SRS to the 3rd “widget”, MY IMPORTANT FILES. You can mark important from the Info Center or from within the SRS. From the Info Center, click the box next to the SRS you want to monitor. You will see the word “IMPORTANT” above the section. Click on that. A window opens that allows you to type why you are marking it important. Complete that info. Now, when you return to the Info Center view, you will see the SRS under MY IMPORTANT FILES. If you hover over the yellow symbol, you will see the comments you entered about why you marked it important. This helps you review the SRSs over time, without necessarily opening the full view to see if there are any updates. You can sort any column in any widget of the Info Center by clicking on the column title. This is a handy way to see if there is any recent update to an important file. You may also want to use that sorting to look for high severity files.

The Life Cycle of an SRS After an SRS is entered by someone, it automatically appears in the Info Center of recipients who are authorized to view it. This may include local leadership, Medical Directors, VP, ACNO and other specialty users (Patient Safety, Risk Management, Infection Control, Medication Safety team etc.). So most SRSs have many recipients. The Review process is as follows: First, the new file is opened and reviewed. This makes it “In Progress”. Actions are taken and FOLLOW-UPs are added. These are the responses by the various people responsible for the SRS. When necessary actions have been taken, the local manager of the area where the event occurred, marks the file “READY TO CLOSE.” Higher level reviewers, called File Manager 3, will then close the files. Once closed, the SRS falls off the active widgets in the Info Center. If you need to see old, closed files, use the search (magnifying glass) on far left toolbar, then enter SRS # Even though closed, reports can be run against SRSs (aggregate reports in the Report Center).

Running Reports Within your functions, you can run reports. Using the icon in the left navigation panel, you will enter the Report Center. If you have run previous reports, you will see several icons of those reports in this view. Because you are just starting use of these functions, your screen may be fairly empty. You will spend most of your time in the middle section using reports you run frequently (REPORT PANEL). Once you begin using reports, you can find your most commonly used items in this drop down next to “SHOW” You can also run a report by just clicking on it’s icon in the REPORT PANEL

Running Reports There are many pre-built reports you can run by looking into the index. Click on “View More Entries” in the right navigation panel under REPORT EXPLORER. You will see a listing of a variety of reports. Click on the drop down highlighted below to find the FALLS category. Based on your access as a Duke MOVES Champion, you will only be able to see falls within your scope (unit/dept) or those you submit.

Running Reports To run a report, click the box next to the report and then click on RUN at the top of the screen. The completed report will then display for you. You can print the report using the icon at the top left. You can mark this a FAVORITE using the little star at the top left also. This will make it easier to find if you want to run it often from the drop down on the main Report Center page. Click EXIT when you are done with this report.

More Info on Reports For more information on reporting, please use the link below to find the SRS Sharepoint site. https://intranet.dm.duke.edu/SitePages/DUHS%20Safety%20Reporting%20System.aspx Under “Report Resources for File Managers” you will find some great tutorials that will show you how to build reports, download reports and other functions. These are quick and easy to use.

How to get help in SRS There are many expert users throughout DUHS, but the easiest thing to do if you need help is to call the DHTS Help Desk (684-2243). Key contacts at each hospital are: DUH: Mary Anne Zabrycki: 919-684-7871 DRH: Audrey Neal: 919-470-8322 DRAH: Mellissa Sullivan: 919-954-3593