Datix Web 

 
User Guide All Modules 

Sally Cobb
Datix & Risk Administrator
August 2015
Version 3

Page 1 of 37
Index
1.0 Incident Reporting 3-7
1.1 Introduction 3
1.2 Process 3
1.3 Accessing the incident report form (DiF1) 4
1.4 Adding a new incident 4-6
1.5 Attaching documents 7
1.6 Points to remember 7

2.0 Incident Module for investigation for managers/handlers 8-13

2.1 Introduction 8
2.2 Process 8
2.3 Accessing & searching 9-10
2.4 Investigation & adding actions to incidents 10-11
2.5 Communication & feedback 12
2.6 Contacts – verifying & linking 12-13

3.0 Risk Register Module 14-20

3.1 Introduction 14
3.2 Process 14-15
3.3 Accessing risks 15-16
3.4 Risk grading & scoring 16-17
3.5 Objectives 17
3.6 Adding actions 18
3.7 Searching & updating risks 19-20
3.8 Attaching documents 20
3.9 Points to remember 20

4.0 Complaints Module 21-25

4.1 Introduction 21
4.2 Process 21
4.3 Accessing & searching complaints 21-23
4.4 Adding actions 23
4.5 Progress notes 23
4.6 Attaching documents 24
4.7 Linking records 24
4.8 Communication & feedback 25

5.0 Safety Alerts – Responding to 26

6.0 Searching & Reporting on Incidents / Risks / Complaints 27-31

6.1 Introduction 27
6.2 Searching and saving queries 27-29
6.3 Designing a report 29-31
6.4 My reports 31

7.0 My Dashboard 32

8.0 To Do List 33

Appendix 1 – Risk Grading Matrix 34-36

Appendix 2 – Datix shortcuts for searching 37

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1.0 INCIDENT MODULE

1.1 Introduction

What is DATIX?
Is the Trust’s Risk Management System and is used by more than 75% of the NHS as well as private health
care providers. Datix is a valuable tool in being able to highlight a comprehensive picture of our organisation’s
risks by using the information from incidents affecting patients, staff & visitors.

What should you report ?

Any adverse incident which has the potential to produce unexpected or unwanted effects, or any incident which
has a consequence or a learning point. i.e. an event that causes a loss, injury or a near miss to a patient, staff
or others. Example incidents that should be reported:

Clinical Issues – Medication, poor transfers of care, infection issues, medical device failure, delays in
treatment, unexpected outcomes, pressure sores.

Health & Safety Issues – Accidents, violence and aggression, staff ill health directly related to their work.

Information Security Issues – Records, breaches of confidentiality, loss of data.

Information Technology (IT) Issues – Incidents which involve IT systems, ie: unable to access a system,
problem with using an IT system.

Security Issues – Incidents involving staff or members of the public / patients where security have been called
to attend, theft and financial losses.

Why should you report an incident ?

By reporting an incident you are creating an official ‘record of the event’, and the details can be recalled and
referred to in the future. The analysing of incidents enables us to learn from events, developing and improving
services, and identify training needs. It is important that you report the incident at your earliest opportunity,
ideally within 24 hours, whilst the event is fresh in your mind. Further details can be added to the incident report
at a later date. For further help and information can be found in the Incident Reporting Policy - Organisational
Policies Manual 2.3
https://intranet.chesterfieldroyal.nhs.uk/dl/2732_9080909244.pdf/as/2%203%20Incident%20Reporting%20Polic
y%20oct14.pdf?_ts=1239&_ts=1239

1.2 Process
How do you report ?
You DO NOT need a Datix login or password. Open the staff intranet homepage and click on ‘report incident’
located near the Datix icon (see 1.3)

All incidents must be reported, even if they appear to be minor.

Serious adverse events must be reported to your line manager or duty manager immediately by telephone.

You MUST use DATIX (our electronic report form) to report all incidents.

Things to REMEMBER
A ‘question mark’ on the form means that there is some helpful information available which can be revealed
by the clicking the button.

* Red star denotes mandatory fields. If in any doubt when completing the form then refer to your Line Manager
or direct any queries to the DATIX Administrator: [email protected]

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1.3 Accessing the Incident Report Form (using DiF1)

Go to the Intranet Homepage and click on the appropriate link: ‘Report Incident’
Use ‘Report Incident’ to report a new incident. This will open up the incident form automatically once clicked.

1.4 Adding a new Incident

The DIF1 form is available to all staff for Chesterfield Royal Hospital NHS Foundation Trust. No user names or
passwords are required to access the DIF1 form. This form can be used for all incidents.

Incident Details
Complete the form by selecting information from the drop down boxes and clicking to add to the field.

If you need to refer to the Incident

Reporting Policy the link to this is
here.

Please use the icon for

information on how to fill in
each field.

The incident date can be added

by clicking on the calendar.
(Defaulted to todays date)

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 Please only record fact and do
not include any identifiable data
within these fields

Select from the drop down boxes, this will

determine what questions will need to
answered next.

As you go through the form you will

notice for specific types of incidents it will
open another set of questions, eg: If you
answer ‘yes’ to Is this a fall?

As you go through the form you will

notice for specific types of incidents it will
open another set of questions, eg: If you
choose pressure ulcer then questions
relating to pressure ulcers will appear.

It is important that these questions are answered as this is essential for the investigator to investigate the
incident fully and ensures that any incidents which have a serious impact on the patient can be accurately
reported upon at Governance & team meetings.

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Patients affected and staff involved

Please see the section 1.5

below on how to attach
documents. If you tick this box
a section will appear as shown
in 1.5

If there is more than one person

involved just click on ‘add another’.

Similarly, if you choose staff member involved then a section will appear which asks for the staff members
information and any injuries sustained.

Was the person Injured?

Please tick this box if the patient or staff

member was injured and complete the
information which appears.

Impact on the patient.

Please use this section if there was any

impact on the patient involved. If no
patient was involved choose ‘none’.

If you are unsure of the impact please

refer to the policy on incident reporting.

This grading can be reassessed at the

investigation stage.

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1.5 Attaching Documents

Once you have completed the

‘Linked As’ and given the document
a description, click on browse. The
document can then be added from
your ‘H’ drive or appropriate folder.

Incident Investigator – Please

choose the person who is
responsible for the area
where the incident occurred.
This could be the ward
Matron for a specific ward.

The final section is where you

need to fill in your details as
the reporter of the incident.

You will need to add your

NHS email address if you
wish to be sent an automatic
email from the system to say
you have submitted the form.

Points to Remember

 No User Names or passwords are required to access this form.

 Once an incident form has been started it must be completed – if you close the form prior to submitting then you will
lose all your work.

 Please complete any immediate action taken in this section. Again Do not include names.
 Remember all areas marked with a red asterisk * are mandatory fields. Help can be found by clicking on the

 If you are completing a form on line and are called away, the form will automatically close after 15 minutes and all
data recorded to that point will be lost.

 Where drop down lists exist, e.g. Location Exact, to move quickly to your required selection begin typing the name
in the data field.

 You will be unable to submit a form unless you have completed all mandatory fields.

 The system will automatically take you to the incomplete fields should you attempt to submit an incomplete form.

 On submission of a form you will be given a unique incident reference/ record number to assist you if you wish to
follow the incident up.

 Please refer to the ‘Incident Reporting Policy’ found on the staff intranet page -
https://intranet.chesterfieldroyal.nhs.uk/dl/2732_9080909244.pdf/as/2%203%20Incident%20Reporting%20Policy%
20oct14.pdf?_ts=1431&_ts=1431

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2.0 INCIDENT INVESTIGATING FOR MANAGERS/HANDLERS

2.1 Introduction
The purpose of this handbook is to guide mangers through the online incident reporting process e-reporting.

When incidents occur, they are reported on line via the trust intranet, and emailed to the relevant manager for
action (these forms are known as a DIF1 – Datix Incident Form 1). The system can be used for all types of
incidents, including Clinical Trigger events.

Your role as an investigator (handler), will be to review the incidents sent to you by staff and to complete the
investigation section part of the form in a timely manner (known as a DIF2 - Datix Incident Form 2).

Overall responsibility for giving ‘Final Approval’ of incidents is as follows:

Clinical Incidents reported as no or low harm – Divisional Senior Matrons/Matrons/Clinicians

Clinical incidents reported moderate grading or above – Patient Safety Team who will co-ordinate the
investigation process.
Health & Safety / Waste Incidents – Environmental Compliance.
Security Incidents – Security Advisor
Information Security Incidents – Information Governance Co-ordinator
Information Technology – IT Leads
Any incidents where a Medical Device is involved then Clinical Engineering with give Final Approval to
these incidents.

2.2 Process
If an incident form is generated in your area and you were selected as the relevant manager, or, if a form
relating to your area is completed by another department, you will automatically receive an email notification.
The email will contain a link to the incident so that you can view and action.

Alternatively you can click on the

link ‘Log in to DatixWeb Live’ to
Example of email with link: view and action incidents.
An incident report has been submitted via the DATIX web form.
The details are:

Form number: W36428

Description:
Test - Patient was found on the floor in the cubicle. Patient stated he had banged his head.
Please go to http://datix-app/datix/test/index.php?action=incident&recordid=77288 to view and approve it.

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2.3 Accessing & Searching
Remember all areas marked with a red asterisk * are mandatory fields. Help can be found by clicking on the
If you are actioning a form on line and are called away, the form will automatically close after 15 minutes and all
data recorded to that point will be lost.
Where drop down lists exist, e.g. Location Exact, to move quickly to your required selection begin typing the
name in the data field.
You will be unable to save the form unless you have completed all mandatory fields. The system will
automatically take you to the incomplete fields should you attempt to save an incomplete form.

User name will be allocated following training

and it will be your responsibility to remember
this along with your password

When logged in this is your incident home screen.

For investigation
Being Investigated
Investigation complete
Being checked before closing
Closed
Inappropriate forms or duplicates

If you need to search for an incident If you click on the link from your
click on the ‘New search’ icon email, this will take you straight to the
actual incident for you to action
without the need to search first.

To search for a record – once you have clicked ‘new search’ a blank form will open up.

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You can search using any of the fields. If you have a W number or the ID number - enter this here.

Click on the This is the search key or you can scroll to the bottom and click search.

Hover over anywhere in the

blue writing and click to open
the incident up.

2.4 Investigating & Adding Actions to Incidents

The highlighted section is

the section you are currently
in. This is the section you
will complete as part of your
investigation. The section
on grading is towards the
bottom of the page.

Click on these fields to

navigate your way around
the different sections of the
form.

Scroll through the

information and then
proceed to the investigation
section.

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 Matron for Patient Safety will
input the STEIS number if
appropriate for the incident.
you will need to ‘Risk grade’
the incident

For further information on how to risk grade an incident please see the link information on page 3 for the
Incident Reporting Policy.

Please complete these two sections with any

lessons learned and any actions as a result of
the investigation. If all investigations are
complete scroll down and insert the closed
date.

Once all information is complete you

can forward the incident for ‘Final
approval’ or select ‘Being
reviewed’ if you wish to edit the
incident further at a later time.
Scroll down to the bottom and click
save.

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2.5 Communication & feedback

Choose from the staff

listed in the drop down
box.
Hint: Start typing the
surname will find the
name more quickly.
Double click and it
should appear in the
box above - ‘All users’.

Click within the body of the message –

after the words ‘feedback is’ here you
can ask for comments regarding the
incident or to give staff feedback of any
outcomes resulting from the incident.

First click
send Then click
save

2.6 Contacts – Verifying and Linking

Once you have made the necessary changes to the form and saved, you will need to verify any contacts linked
to the incident. Datix has a contacts database which builds as we add more contacts to it. So we need to verify
contacts to limit the duplications and to be able to search for patient’s linked to more than one incident. eg:
Instead of creating a contact for ‘a’ patient, we can link the incident to ‘that’ patient.
If the current approval status is red the contact will need to be verified, if this is green then this process has
already been carried out.
Click on the link to open the contact information – anywhere in the blue writing.

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 Scroll to the bottom of the contact
information page and check for matching
contacts FIRST before you go to create a
new link.

If no results found for matching contacts then you

can click ‘create new link’ to link this patient to the
one in the incident form.

Please ensure that you select ‘person

affected’ from the drop down box before

Any search results will be listed as follows:

Select matching contacts

by clicking ‘choose’

If you require any help with any of the above please contact [email protected]

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3.0 RISK REGISTER MODULE

3.1 Introduction

Risk assessment is the process that helps organisations understand the range of risks they face, the level of
ability to control those risks, their likelihood of occurrence and their potential impacts.
Integrated risk management means lessons learned in one area of risk can be quickly spread to another area
of risk.
If risks are properly assessed and managed, this can help set all priorities for NHS organisations, teams and
individuals, and improve decision-making to reach a balance of risk, benefit and cost.
(http://www.nrls.npsa.nhs.uk)

3.2 Process

The provision of healthcare and the activities associated with the treatment and care of patients, employment of
staff, maintenance of premises and managing finances, by their nature, incur risks. Everyone working for and
with Chesterfield Royal Hospital NHS Foundation Trust will take a proactive approach in the management of risk
and ensure risks are identified, assessed, controlled and when necessary, escalated in line with this policy.

Six step risk management process

Stage 1: Clarify objectives
•Strategic or Corporate 
Objectives Stage 6: Manage the Risk 
•Local Objectives Register
•Review completed actions
•Re‐assess and re‐score 
residual risk
•Set review dates
Stage 2: Identify the risks 
based on risk sources 

Stage 3: Define and  Stage 4: Complete a Risk 
record the risks Register
The Risk Assessment  •Risk identification Stage 5: Escalation of 
Process •Risk owner
Risk/ Communicate risk 
•Describe it •Source (from stage 2)
•Assign an owner •Risk description
to stakeholders
•Identify key controls •Controls and actions •Highlight those risks 
scoring over 12 in line with 
•Identify contingency and  •Contingency plans
the escalation process
action plans •Risk rating
•Rate the likelihood •Review dates
•Rate the consequence •Risk target

Remember that if a risk is recorded on your risk register it is up to your division/ local team to manage 
or monitor the risk, regardless of the score and even if it has been highlighted for escalation

To

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3.3 Accessing the Risk Register:

To access the Risk Register log in to Datix the same way as for the Incident Module as shown on page 10.

= Open Risks

= Closed Risks

Click on ‘add a new risk’

Click on the blue menu & select
Risk Register

The home screen looks very much like the incident module. The records are held in much the same way within
the holding areas.

Fill in the drop

down fields
accordingly in the
following sections.
Any fields with an
red * denotes a
mandatory field

These sections are

set to default and
should not be
changed.
It is quicker
to start
typing the
person’s
name in the
dropdown
box.

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 Risks should be described in the
following way:

Cause
Example cause: Inability to release
clinical staff for mandatory training
due to staffing levels

Risk
Example risk: Results in staff not
receiving compulsory training in
resuscitation or blood safety

Impact
Example impact: Leading to an
increased safety risk to patients

Add any controls which have been put

in place - Controls are things we have
already implemented
Implementation dates should be
recorded for all controls

3.4 Risk grading and scoring

Risk scoring section is where you will need to assess and grade the risk. The Risk Scoring Matrix is attached
as appendix 2 at the end of this document. There is also a link at the top of the new form which will take you to
the Risk Management Policy.

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The Risk Scoring Matrix is the 5x5 standard which can be found in the Risk Management policy.

3.5 Objectives

Think about what objectives are at risk and identify the primary and linked objectives.

Click ‘Save’ to
save the
completed risk
form.
You can select more than one linked
objective by clicking once on each one
then hovering over one of them and double
clicking to add them into the box shown.

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3.6 Adding an Action

Adding an action to the risk will enable you to request a staff member for more information or to ask them to
complete a piece of work or task surrounding the risk. You can also assign yourself an action which you plan to
complete within a set time scale. The system will then keep a track on this for you and alert you to deadline
dates which have been assigned to the action.

Click on ‘action’ to add an action,

this will open up the page as shown

Complete the mandatory

sections and submit.
By assigning an action, the
system with then email the
person responsible and alert
them to the need an action to
be completed.

You will be able to keep track

of these actions within the risk
itself or by using the ‘To Do
List’ by clicking on the blue
menu on the top of the page
in the header. See section on
page 35.

It is the responsibility of all risk owners to update the review dates and actions.
If you have been assigned an action you need to complete this in a timely manner in accordance with the due date.

This section is completed by the person

assigned as ‘Responsibility to’

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3.7 Searching & Updating Logged Risks

To search for risks click on ‘New Search’

This will open up a blank form. Search by filling in the
fields as appropriate (as in the incidents section), eg:
opened date (see attached searching shortcuts
which can be used within the fields).

This should show you all the risks which are

appropriate to your search criteria

Search Results

Click anywhere within the blue writing to

open the relevant risk

The open risk review date can

then be updated.

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 Controls can be amended /
updated to reflect any changes.

Progress notes can also be used

to make any notes with the
progress of the risk.

3.8 Attaching Documents

This section works in the same way as the incident module (page 7).

Click on ‘link as’ – this could be an email or letter that you need to attach. Give the document a
description. Click ‘browse’ to find the appropriate document you wish to upload and then click ‘save’.
The document will then be saved to the risk.
3.9 Points to Remember
 Any fields you with red asterix * are mandatory.

 If you are actioning a form on line and are called away, the form will automatically close after 15
minutes and all data recorded to that point will be lost.

 When populating the fields using the drop down boxes it is quicker to start typing i.e. staff fields

 Using the ‘Actions’ section will send automatic email notification to the recipient who needs to complete
that action. Actions work within all modules of Datix.

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4.0 COMPLAINTS MODULE
4.1 Introduction
Open and effective communication is crucial to achieving a positive patient experience. The
Trust recognise that staff work hard to get care right, however there are occasions when things
go wrong or people are dissatisfied with the service they have received, or decisions made. Being
open and transparent when things go wrong or a concern or complaint is raised, is critical to
restoring faith in the Trust and re-building the relationship between patients and those who
provide their care (see the Trust’s policy on Being Open, Organisational Policies reference 1.22)

4.2 Process

Only Divisional Leads and Assistance & Complaints staff with have access to this module.
Once a complaint has been received and logged with the Complaints and Assistance Office, an investigator will
be assigned to investigate the complaint. The investigator will receive an email notifying them of this.

4.3 Accessing And Searching For Open Complaints

There will be a link in the email which will take you to your Datixweb login page and once you login to the
system it will take you straight to the complaint within the Complaints Module as shown below. The email will
inform you what you need to do within the complaints section. This will normally be to comment on a document
attached within the record.

This is the ‘complaint main page’

On the left hand side you will see a

side menu in blue. Click on the
section which says ‘documents’.

Choose the document specified in the

email and click on the blue writing to
open. The document will open in
word. Please note that any
changes to the document made at
this stage will not be saved in
Datix. You will need to amend and
save any changes to your desktop.
And attach it to an email back to

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To access the investigation field, click on ‘Details of Investigation’.

If appropriate you will need to

complete this section dependant
on what action was required
within the email you received.

Once completed you can

click ‘save’ at the bottom of
the page

If you need to assign an action to the complaint – this can be done in the same way as in the incident and risk modules by
clicking on the ‘Action’ link at the left hand side of the page. If you have received an email informing you that there has been
an action assigned to you then this can be accessed by clicking on to the link within the email. Just click on the ‘action’ link
as above to see the action assigned to you. See the following section on ‘Actions’ – page 24

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4.4 Actions
Some complaints require an action to be devised as part of the investigation. If an action is required, selecting
the will allow you to create one. Creating your action plan in Datix will allow you to search and track those
actions that are marked as outstanding. An action will become overdue once the specified due date has passed,
but no done date has yet been entered. The ‘Action’ module works in the same way throughout Datix.

Complete the sections:

Description, Synopsis, Start
Date, Due Date and
Responsibility (This could be
yourself as a reminder to
complete a piece of work.
Click submit

The system will automatically email the person who has been assigned to the action. The person assigned to the action will
need to complete the ‘Done Date’ and add any progress. The Assistance & Complaints staff will then update the system as
appropriate.

4.5 Progress Notes

Use this section to document any ‘other’ information which has not already been logged anywhere else within the form. This
could be regarding an upcoming complaint meeting, eg, organising a room etc.

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4.6 Attaching Documents

This section will enable you to upload any documents / information and save within the complaint. This works the same way
as in the incident and risk modules.

Click here to attach a

document. You will need to
ensure that your document to
be uploaded is accessible in
a file on your PC..

4.7 Linked Records

This section will show you any incidents / complaints / claims that are linked to this complaint. Click on ‘Link a record’.

You will need to know the

ID no of the record you are
wanting to link.

Any record within Datix can be linked to another if relevant, eg: A complaint can be linked to an incident if the
complaint was a result of an incident.

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4.8 Communication & Feedback

This section allows you to send e-mails directly within the complaint form in the same way as in the incident
module. Simply choose from the list of names either in the ‘staff & contacts attached to this record’ or you can
choose from the drop down list in the ‘All users’ section. To select more than one recipient just click once until
the name goes grey for all desired recipients and then once all the recipients have been chosen, double click
and they should appear within the box as shown.

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5.0 Safety Alerts – Responding to:

To access Safety Alerts which you have been notified about via email click onto Safety Alerts

Click here to access the safety alerts which you

have been asked to respond to.

Click here to open the safety alerts which you

have been asked to respond to.

Complete the section ’Response’ and click

‘save’.

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6.0 SEARCHING & REPORTING ON DATIX

6.1 Introduction

Datix web has the function for users to create a wide selection of reports in a variety of ways. This will enable
handlers/managers to extract data into analysable formats which can highlight issues / trends / concerns quickly
within their areas.

6.2 Searching and Saved Queries

To run a report you will need to have 2 elements: a query (search / result and a report template), allows you to
view the results in a defined way.

Click on
‘New
Search’

You can then search using any of the fields within the form, for example if you wanted to find how many incidents were
reported on Basil Ward for the month of November 2013 use the following search criteria.

Select Ward

01/11/2014:
30/11/2014

You will then need to scroll down the form to the investigation section – ‘approval status’ as shown on the next
picture.

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 Select everything except rejected by clicking on
each one once. They will appear in grey. Hover
over the grey area and double mouse click. The
codes for these fields will then appear as shown.

For fields where you can make multiple selections, your search results will contain records that match any of the
selections you make in the drop-down list. If you enter information in multiple fields, your search results will
contain only those records that match your search criteria for all of the fields for which you entered information.
You can type search shortcuts in a field if you want to match something other than the exact data stored in the
field. (see appendix 2 shortcuts)

To save your search query – scroll down to the bottom of your search results page and on the right hand side
you will see ‘save search criteria as a save query’. This will enable you to go back to this search on ‘saved
queries’ cutting out the need to re-run the search. Hint: If you have used the @month shortcut in the date field
of your saved query, running your saved query will return data for the current month you are in. (see appendix
2 – shortcuts).

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 To ‘design a report’ click on the link on the To retrieve a ‘saved
left hand side as shown. query’ click on the link
on the left hand side

6.3 Designing a Report

Choose the type of report you need:

Bar Chart / Pie Chart / Line Graph / Pareto Graph / SPC Chart / Crosstab / Listing / Gauge Chart / Traffic Light
Chart
Your returned search results will be listed. You can either save this query to use later or to turn it straight into a
report to export to Excel or PDF – click ‘design a report on the left hand side.

The ‘form’ will always be the

module you are searching
in.

The ‘field’ can be for

example the severity of the
incident or the stage of care.

The ‘form’ will always be the

module you are searching
in.

Any fields you with red asterix * are mandatory.

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 Give the chart a title. If you are running a Bar
Grap, in the ‘Field 1’ section where is says
‘form’ choose the relevant module, eg:
Incidents. This will need to change for
whichever module you are searching and
reporting in, eg: Complaints = complaints in
the ‘form’ field.

In the ‘field’ section of the Field 1 choose the field from the drop down for which you want to pull the information.
Eg: if you have run a search looking for all grade 2 pressure ulcers within a certain date, you may want to know
which location they are from.

Click ‘run report’ and the report should appear on the

right of the page.

To open the report to full page – click on the 2 white

chevrons on the top /middle of the page.

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Remember that before you design a report you must first run a search to find the information you need to put
into a report. This is called a query.

Any reports that are run can be exported to either an Excel or a pdf document. When viewing the report on the
screen you can drill down into any of the fields on the bar graph to see what the incidents/ complaints / risks are.

6.4 My Reports

This section will allow for packaged reports to be set up for you reducing the needs for searching and designing
reports. If there are certain reports which you would need on a regular basis, these can be set up by the Datix
Adminstrator for you and would be in this section ready for you to click on and send straight to a pdf or Excel
document.

This could be a listing report or bar charts - ask the

Datix Adminstrator for further information and
assistance. Contact details are at the end of the
guide.

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7.0 MY DASHBOARD

6.1 Introduction

The Dashboards module has been designed with a focus on making data easier to interpret for users at all
levels of an organisation throughout the Datix application.

There is a dynamic environment that allows for the creation of multiple, tab based dashboards. Administrators
can push reports out to users based on their security group or profile. For example, clinical managers could see
a different collection of reports from risk managers.

Users have the ability to create multiple dashboards and reports based on their own security profile. Reports
can be edited in place on the dashboard, and you can dynamically change the layout of the dashboard to suit
your requirements.

Ask the Datix Adminstrator for further information and assistance. Contact details are at the end of the guide.

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7.0 TO DO LIST

The ‘To Do List' is a very useful tool within Datix. This section of the system will show you any actions /
investigations that are logged with the person assigned to or asked to investigate an incident / complaint or risk.
By clicking on the different sections from the side menu, this will filter anything that is ‘overdue’, ‘due today’ or
‘due this week’. You will be able to access the specific incidents/risk/action from this section.

If you click into a record which would be

listed here the system will automatically take
you direct to the appropriate form.

Any actions, investigations or anything

within Datix which has been assigned to
you as the handler / manager will be
listed here.

Points to Remember

 Any fields marked with a red asterix * are mandatory.

 If you are logged into the system and are called away, the system will automatically close after 15
minutes of inactivity and all data recorded to that point will be lost.

 When populating the fields using the drop down boxes it is quicker to start typing i.e. staff fields

 Using the ‘Actions’ section will send automatic email notification to the recipient who needs to complete
that action. Actions work within all modules of Datix.

 The ‘To Do List’ will help you to keep track of actions / incidents / risks which needs to be completed by
a certain deadline within the system.

For any Datix issues please ring Sally Cobb on ext 6444 or email [email protected]
For any guidance regarding Risk Management please ring Maria Riley ext 3195 or email [email protected]
Further training is available on Datix and risk management, please contact Sally Cobb to arrange this.

Appendix 1

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 Risk scoring matrix and guidance

The total risk score is worked out by identifying the consequence and likelihood scores and cross referencing
the scores on the following risk matrix:

Likelihood
Consequence 1 2 3 4 5
Almost
Rare Unlikely Possible Likely
certain
5 Catastrophic 5 10 15 20 25
4 Major 4 8 12 16 20
3 Moderate 3 6 9 12 15
2 Minor 2 4 6 8 10
1 Negligible 1 2 3 4 5

In grading risk, the scores obtained from the risk matrix are assigned grades as follows:

1-3 Low risk

4-6 Moderate risk
8 - 12 High risk
15 - 25 Extreme risk

How do I calculate the overall risk score?

The risk score is calculated by cross referencing the likelihood and impact scores on the matrix above. For
example, if you have a ‘moderate’ consequence and ‘almost certain’ likelihood then the overall risk rating would
be:

Consequence x Likelihood = Overall risk rating

For example:
3 x 5 = 15

Moderate x Almost certain = Extreme Risk

The likelihood and consequence of a risk occurring is always a question of judgement, past records, relevant
experience, expert judgements and any relevant publication can be used to inform a judgement.

How do I assess the likelihood?

Consider how likely it is that the risk will occur using the following descriptors

Likelihood score 1 2 3 4 5
Descriptor Rare Unlikely Possible Likely Almost certain
Frequency (general) Do not expect it to
Will probably Will undoubtedly
How often might it/does it This will probably happen/recur but it Might happen or
happen/recur but it is happen/recur, possibly
happen never happen/recur is possible it may recur occasionally
not a persisting issue frequently
do so

Not expected to Expected to occur Expected to occur at Expected to occur at Expected to occur at
Frequency (timeframe)
occur for years at least annually least monthly least weekly least daily

Probability
<5 per cent 6-25 per cent 26-50 per cent 51-75 per cent 76-100 per cent
Will it happen or not

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 The frequency-based score is appropriate in most circumstances and is easier to identify. It should be used
whenever it is possible to identify a frequency. In some cases it may be more appropriate to assess the
probability of a risk occurring, especially for specific areas of risk which are time limited.

How do I assess the consequence?

Consider how severe the impact, or consequence, of the risk would be if it did materialise.
Consequence is the term given to the resulting loss, injury, disadvantage, or gain if a risk materialises.
Remember – there are likely to be a range of outcomes for this event.

Note - Evaluating risk is an iterative process. Once you calculate the risk rating, it could lead to the conclusion
that, for example, a particular risk seems to have too high a risk rating. In such cases the rating may need to be
reviewed, checking the likelihood and/or consequence ratings.

Consequence score (severity levels) and examples of descriptors

1 2 3 4 5

Domains Negligible Minor Moderate Major Catastrophic

Impact on the safety of Minimal injury Minor injury or Moderate injury Major injury leading to Incident leading to
patients, staff or public requiring no/minimal illness, requiring requiring long-term incapacity/ death
(physical/ psychological intervention or minor intervention professional disability
harm) treatment. intervention Multiple permanent
Requiring time off Requiring time off work injuries or irreversible
No time off work work for >3 days Requiring time off for >14 days. health effects
work for 4-14 days
Increase in length of Increase in length of An event which
hospital stay by 1-3 Increase in length of hospital stay by >15 impacts on a large
days hospital stay by 4-15 days number of patients
days
Mismanagement of
RIDDOR/agency patient care with long-
reportable incident term effects

An event which
impacts on a small
number of patients

Quality/ complaints/ audit Peripheral element Overall treatment or Treatment or service Non-compliance with Totally unacceptable
of treatment or service suboptimal has significantly national standards with level or quality of
service suboptimal reduced significant risk to treatment/service
Formal complaint effectiveness patients if unresolved
Informal complaint (stage 1) Gross failure of patient
/inquiry Formal complaint safety if findings not
Local resolution (stage 2) complaint Multiple complaints/ acted on
independent review
Single failure to Local resolution Inquest/ombudsman
meet internal (with potential to go Low performance inquiry
standards to independent rating
review) Gross failure to meet
Minor implications Critical report national standards
for patient safety if Repeated failure to
unresolved meet internal
standards
Reduced
performance rating if Major patient safety
unresolved implications if
findings are not
acted on

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Human resources/ Short-term low Low staffing level Late delivery of key Uncertain delivery of Non-delivery of key
organisational staffing level that that reduces the objective/ service key objective/ service objective/service due
development/ staffing/ temporarily reduces service quality due to lack of staff due to lack of staff to lack of staff
competence service quality (< 1
day) Unsafe staffing level Unsafe staffing level or Ongoing unsafe
or competence (>1 competence (>5 days) staffing levels or
day) competence
Loss of key staff
Low staff morale Loss of several key
Very low staff morale staff
Poor staff
attendance for No staff attending No staff attending
mandatory/key mandatory/ key mandatory training
training training /key training on an
ongoing basis
Statutory duty/ No or minimal impact Breach of statutory Single breach in Enforcement action Multiple breaches in
inspections or breach of legislation statutory duty statutory duty
guidance/ statutory Multiple breaches in
duty Reduced Challenging external statutory duty Prosecution
performance rating if recommendations/
unresolved improvement notice Improvement notices Complete systems
change required
Low performance
rating, critical report Zero performance
rating

Severely critical report

Adverse publicity/ Rumours Local media Local media National media National media
reputation coverage – coverage – coverage with <3 days coverage with >3 days
Potential for public short-term reduction long-term reduction service well below service well below
concern in public confidence in public confidence reasonable public reasonable public
expectation expectation. MP
Elements of public concerned (questions
expectation not in the House)
being met
Total loss of public
confidence

Business objectives/ Insignificant cost <5 per cent over 5–10 per cent over Non-compliance with Incident leading >25
projects increase/ schedule project budget project budget national 10–25 per per cent over project
slippage cent over project budget
Schedule slippage Schedule slippage budget
Schedule slip
Schedule slippage
Key objectives not met
Key objectives not met

Finance including claims Small loss Risk of Loss of 0.1–0.25 per Loss of 0.25–0.5 per Uncertain delivery of Non-delivery of key
claim remote cent of budget cent of budget key objective /Loss of objective/ Loss of >1
0.5–1.0 per cent of per cent of budget
Claim less than Claim(s) between budget
£10,000 £10,000 and Failure to meet
£100,000 Claim(s) between specification/ slippage
£100,000 and £1
million Loss of contract /
payment by results ,
Purchasers failing to
pay on time Claim(s) >£1 million
Service/business Loss/interruption of Loss/interruption of Loss/interruption of Loss/interruption of >1 Permanent loss of
interruption >1 hour >4 hours >1 day week service or facility
Environmental impact
Minimal or no impact Minor impact on Moderate impact on Major impact on Catastrophic impact on
on the environment environment environment environment environment

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 Appendix 2
Datix Shortcuts for searching for record

Symbol Description Use

= Is null (field is Will show all records where the specified field is
empty) blank/empty
== Is not null Will show all records where the specified field is NOT
(field is not blank/empty
empty)
> Greater than All records after a certain date
< Less than All records before a certain date
>= Greater than All records from a certain date (including the date
or equal to specified)
<= Less than or All records up to the date specified (including the date
equal to specified)
* Wild card Replaces any number or characters in a free-text /
name field
? Single Replaces a single character in a free-text / name field
character wild
card
!= Does not All records where a value does not appear
contain
| Or Search for 2 or more values in the same field (free-
text, drop-down, date)
& And Search for a combination of 2 or more values in the
same field (free-text)
@prompt When run, the system will prompt you for a start and end date, which
will allow you to search within a custom date range. Its is similar to the
colon method used. ie: 01/01/2014:31/12/2014. (However it will ask for
a date range every time the query is run.
@today Returns any record where the date is equal to today’s date
@week Returns any record where the date is in the current week
@lastweek Returns any record where the date is in the previous week
@month Returns any record where the date is in the current month
@lastmonth Returns any record where the date is in the previous month
@quarter Returns any record where the date is in the current quarter
@lastquarter Returns any record where the date is in the previous quarter
@year Returns any record where the date is in the current year
@lastyear Returns any record where the date is in the previous year
@finyear Returns any record where the date is in the current financial year
@lastfinyear Returns any record where the date is in the previous financial year

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