VHIMS QUICK REFERENCE GUIDE TO INCIDENT & … Register Guides...submitting a new incident What if I forget my username & password? Your username and password for VHIMS is the same

VHIMS QUICK REFERENCE GUIDE TO INCIDENT & FEEDBACK REPORTING

Page 1 Valid for Version 1601

Introduction

The Victorian Health Incident Management System (VHIMS)

is a standard methodology for incident and feedback

reporting available to all publicly funded health services

within Victoria.

VHIMS includes a set of specific datasets that are used to

capture information relating to all Incident and Feedback

notifications reported at each health service

What do you need to use VHIMS?

Access to a computer and your organisation’s Intranet.

Basic computer skills including web based applications,

keyboard and mouse. First time VHIMS users need to Self

Register or have a user profile setup by their VHIMS

Administrator or Manager

How do I access VHIMS?

VHIMS is accessed via your organisation’s Intranet or via an

icon on your desktop. Please consult with your manager or

IT Department for details on how to access VHIMS

Logging on first time – Self Registration

If available on the front page of

RiskMan, click on “Create New

Login” button.

Agency Staff should consult

the person in charge for

incident entry assistance.

Enter your details as presented on the screen. Your logon

and password need to be the same as your Network Logon

and Password i.e. the one used to logon to your PC/Laptop

If required and available, select the Site/Region and

Location/Campus where you normally work. If you work

across multiple sites/regions and locations/campuses, hold

the CTRL key to select as required. If you work across all

sites/regions and locations/campuses, it will not be

necessary to highlight any of these in the list.

To complete the process

1. Press Create the Account

2. Logon to RiskMan using your newly entered username

and password

All staff need to allocate their Manager or Managers after a

new user profile is created. This is to ensure your manager

is notified of any incident or feedback notifications that you

enter so that they can review and investigate as required.

Ensure you are aware of the Manager or Managers you

report to

To select your manager after logging onto VHIMS for the

first time

1. Highlight your manager from the available list

2. Press Assign

3. Repeat above steps if you report to more than one

manager

4. To enter an incident select My Workspace -> New

Notification -> Incident from your menu

Note: Your Assign Your Managers page can also be opened from

your “My Workspace -> Edit My Managers” menu option. You will

also have the option to change the manager you report to before

submitting a new incident

What if I forget my username & password?

Your username and password for VHIMS is the same as

your network logon and password. If you have forgotten

either of these you will need to inform your manager

and/or contact your IT Department who will be able to

assist you

When do I enter incidents or feedback?

As soon as possible, after the incident has been attended to

or you have received the feedback.



Can I retrieve a partially entered Incident or

Feedback notification that I have not saved?

An auto-save function (if turned on in your organisation)

will mean that if you navigate away from a new Incident or

Feedback Notification that you have not saved e.g. you

press the back button on your IE or you close VHIMS, the

information that you started entering will be available*

next time you try to enter a new Incident or Feedback

notification

If for example you were entering a new incident, and

accidentally closed your Internet Explorer window (note

that you will still first be prompted by IE whether you wish

to leave the page or not). You can simply log back into

VHIMS, and when you navigate to My Workspace -> New ->

Incident, you will see the following message:

Clicking Reopen will take you back to your partially

completed incident form, and you can continue from where

you left off. If you click Discard, you will be given a blank

incident form and your partially completed form will be

discarded.

* Note 1: While most fields are able to be recovered, there are

some fields which are not able to be recovered, such as Primary

Incident Type in Incidents; Complaint Items in Feedback Details;

from a PMI lookup

Note 2: The AutoSave function applies to new forms only, and

does not apply to existing forms being modified.

What does this icon mean on the menu?

This icon allows you to go to your Home Page. Your Home

Page provides you with an icon view of your access to

VHIMS. The Home Page can also be accessed via the

shortcut key ALT-H

What does this icon mean on the menu?

This icon allows you to access Incident, Feedback and any

other Register items you have permission to, if you know

the ID of the item. By pressing this icon or the shortcut key

ALT-G a pop-up search window will display

Select an item from the list e.g. Incident, Feedback (the list

will be dependent on your permissions) and enter the

respective ID. Press the Go icon or press Enter on your

keyboard. If you have permission to the item it will open for

you to view or modify as required

How do I update my personal details?

Your details e.g. name (in some cases), position, contact

phone number can be updated by selecting “My Details”

from your “My Workspace” menu

Update your details as required and press Save

Note: You will not be able to update your username (logon),

password or email address as these are setup via your IT Dept



Navigating around the Screen?

Use the TAB key, mouse pointer or the scroll bar at the

right of the screen. The scroll wheel on your mouse will not

function on the Incident or Feedback Entry pages but can

be used on all other pages within VHIMS.

What if multiple people are involved in the

incident?

If an incident involves more than one person e.g. Client is

aggressive towards a staff member; a group incident can be

created immediately after the first incident has been

submitted. On the Confirmation page, press the “Click here

to create a related ‘Group Incident’” button. A copy of the

initial incident will display with some areas of the incident

form requiring information e.g. “Who Was Affected”

section, Severity. Make any changes to the incident as

required and press “Submit”. Repeat if there are more

people involved.

If you wish to create a grouped incident later, this can be

done by check marking the incident you wish to group

from, via your My Workspace -> Review Existing -> Incident

page and pressing the Make Grouped button

Can I group Feedback Notifications together?

If you receive the same complaint by different members of

a family or multiple people have made the same complaint

you are able to group these notifications together, allowing

you to copy the information from one notification to the

other and modify as required. If creating a group Feedback

after the initial feedback has been entered, after saving the

feedback, press the “Click here to create a related ‘Group

Feedback’” button. A copy of the initial Feedback

notification will be opened. Modify as required and press

“Save Feedback”. Repeat if there are more feedback

notifications to be grouped

If you wish to create a grouped feedback later, this can be

done by check marking the feedback notification you wish

to group from, via your My Workspace -> Review My ->

Feedback page and pressing the Make Grouped button

What if I need to modify the notification?

You can obtain a list of all your reported incidents or

feedback by selecting the “Review My” option from your

“My Workspace” menu. On the respective Incident or

Feedback Listing page, click on the ID to open the

notification and make any changes. Press “Submit” or

“Save Feedback” at the bottom of the respective

notification to save your changes

How do I monitor the progress of my entered

incidents or feedback?

From the “My Workspace” menu, select “Review My” on

the respective Incident or Feedback Listing page, and click

on the ID to open the notification. Scroll to the bottom of

the entry form. The “Review History” section displays

details of who has viewed, modified or been notified of the

notification. The original version (the one you entered) of

the notification will remain intact. Any changes will be

reflected in the current version of the notification

Who do I contact if I need help?

First try asking the person in charge in your area or other

staff members with VHIMS experience. To send an email to

your internal VHIMS Help Desk, select the appropriate

option under the Help menu in VHIMS



Entering an Incident

Access to the Incident Entry page is via the menu -

My Workspace -> New -> Incident or by clicking the

New Incident icon on your Home page

Move between data fields using the mouse, TAB or

SHIFT TAB keys

DO NOT enter data with CAPS LOCK on.

Complete all fields/buttons displayed in YELLOW.

The incident cannot be saved unless these are

complete

Be objective. Rather than using real names use generic

titles e.g. Nurse found

Field contents can be deleted by highlighting the

contents in a field and pressing the DELETE key.

Press Submit after you have completed entering

your incident

Note: DH = Dept of Health, DHS = Dept of Human

Services

Who is reporting the incident: After a Reporter completes

their details for the first time, check “Remember Reporters

Details” so that next time that Reporter enters an incident

the details will remain for future entries

Who Was Affected: Enter the details of who or what was

involved in the Incident

The Event relates to a….Select the buttons (not the text) to

select relevant option. Depending on the selection the

reporter makes, depends on what presents further on the

entry form

Client ID/MRN: Click on the Retrieve details button to enter

the Client ID/MRN number. Click Search. This will

automatically populate the patient/client/resident details

What Happened

Type of Event: Click on the field to present the pop-up.

Multiple options can be selected

Brief Summary: Describe the incident. De identify the

summary and keep the detail brief

What was the impact/outcome of this event?: Required

Level Of Care and Actions Required will not be able to be

selected until the Level of Harm Sustained has been

selected. Once all three options have been selected, the

Incident Severity Rating will automatically populate in the

field. Links have been added to provide guidance on the

correct responses.

When did the incident occur?

Incident Date: Click the calendar icon to select the incident

date. Alternatively the date can be tyed using the

DD/MM/YYYY format

Where did the incident occur: Reporters will not be able to

select a Campus until the Organisation has been selected

Press Submit to

save the Incident

Documents:

Relevant files of any description can be attached to an

incident via the Documents section e.g. documents, photos



Using VCM Selectors

Some of the content of an incident comes from selecting

one or more classifications from a VCM Selector (VHIMS

Classification Model) e.g. The Event relates to a... and

Type of Event(s).

The Event Relates to a…………

Selecting Worker from Who was affected? will present

additional fields:

VCM Selector (VHIMS Classification Model)

Selecting Behaviour will present additional fields:

Selecting Fall will present additional fields:

Selecting Medication & IV Fluids will present additional

fields:

The Medication & IV Fluids field has additional popups to

be able to click the medication involved. This is a multi-

select option and the options will present in a table.

1. Select the Add Medication button

2. Select the relevent mdication or alternativly, type

the medication required in the search field

3. Click Save and exit



4. The information will populate a grid with the

medication selected

5. Users are able to edit the details and add

additional information as required. Click the Edit

icon . Reporters are able to delect a record also

by clicking on the delete icon

Pressure Ulcer

Displays if the event relates to a……..=

Patient/Client/Resident is selected and the classification =

Skin integrity

1. To select the locations of the Pressure Ulcers click on

the Add pressure injury button

2. Select the parts of the body where the pressure ulcers

are located and press Save and Close

3. To add additional information relating to each ulcer

press the respective Edit button.

4. Modify as required and press Save

How do I attach a document?



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. Place the mouse over the document and 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





Entering Feedback Notifications

Select My Workspace -> New -> Feedback or click on

the New Feedback icon on your Home Page

Move between data fields using the mouse, TAB or

SHIFT TAB keys

DO NOT enter data with CAPS LOCK on.

Complete all fields/buttons that are displayed YELLOW

The feedback notification cannot be saved unless these

fields are entered

Field contents can be deleted by highlighting the

contents and pressing the DELETE key.

Press Save Feedback when you have completed

entering your Feedback notification

Feedback Notification: Enter the date using the calendar

picker or entering the date using DD/MM/YYYY format

Save Feedback: Press this button, once you have completed

the Feedback Notification

Details: Provide a summary and more detailed description

of the feedback (be objective)

By clicking on the Complaint Issues, Compliments and

Enquiry Suggestions fields this will present a popup to select

one or more relevant options.

Person providing the feedback: Enter the details of the

person providing the feedback

Who logged the Feedback: Enter the Reporter’s details.

Select Remember Reporters Details to have these details

remain for future entries

Documents:





Entering Feedback Items

For each Feedback Item you receive from a

Complainant/Author press the appropriate Complaint

Issues, Compliment, Enquiry/Suggestions field. A pop-up

list of classifications will display. Select one or more

classifications as required depending on the feedback

received

Note: The classifications displayed will be dependent on whether

you are adding complaints, compliments or enquiries. The

examples below will show complaints and compliments

Complaint Issues

1. Click on the Complaint Issues field

2. Select the complaint supergroup

3. Select the complaint Issue (more than once

selection can be made)

4. Select the Complaint Issue field below to select the

primary complaint type

Compliments

1. Click on the Complaint Issues field

2. Select the compliment supergroup

3. Select the relevant compliant (more than one

selection can be made)

Enquiry/Suggestions

1. Click on the Enquiry / Suggestion field



2. Select the Enquiry/Suggestion supergroup

3. Select the relevant Enquiry/Suggestion (more than

one selection can be made)

How do I attach a document?



7. Press the Add Document button

8. Enter a description of the file

9. Press Browse to locate the file

10. Once selected press Add

11. Repeat steps 1-4 if more files need to be attached

12. Press Close

To view an attached document

3. Place the mouse over the document and Click on the

View button next to the document you wish to view

4. The Document Review History (viewed by clicking

on the icon next to the respective document) will

display in the Document Details pop-up window