St Vincent’s Health Australia (SVHA) has implemented a new company-wide system to record, manage and analyze data on incidents involving patients, customers and residents in their hospitals, care facilities for seniors and nationwide services.
Head of Clinical Governance IT, Edel Murray, told the iTnews Podcast that the application, called SVHA Riskman, replaced five previous instances of a system formerly known as “Riskman”.
“Historically, St. Vincent’s was split into different divisions, and each of those divisions had a different instance of Riskman, depending on what they were using it for. When we came together as a larger, broader organization, we wanted to be able to review safety and quality data across the organization and share learnings,” Murray explained.
“If a particular area was working very well, then what were they doing that might be different from another area of the organization? We just couldn’t do that with the five different instances.
SVHA is Australia’s largest not-for-profit healthcare and aged care provider, operating three public hospitals, 10 private hospitals and 23 aged care facilities, as well as three co-located research institutes.
The SVHA Riskman application is now used by approximately 24,000 employees at these sites, as well as central functions such as clinical governance and assurance for risk management, regulatory compliance and related purposes.
Reporting and Monitoring
When Riskman included five separate instances, there was no standardized data set, so similar data could be recorded in five different ways, using different definitions and data elements.
Some instances could not support emerging data collection requirements, and the amount of data that could be collected depended on how new the instance was.
This created a visibility and reporting headache for management teams and central units such as clinical governance and assurance.
“Our teams were taking a lot of time doing basic data entry and reporting. Resources were spent capturing data, rather than reviewing and prioritizing data for continuous improvement,” Murray said.
“As an organization, we spent a lot of time correlating and mapping data to ensure we were meeting our jurisdictional, legislative and internal reporting requirements, and to easily use that data to inform improvement activities. quality throughout the organization.
“Our SVHA managers also had to access multiple systems and applications to get the data they needed.
“Giving them a single app where they could multi-task – from mining ‘near miss’ data to checking the status of their facility’s improvement activities – became an important driver for the project. SVHA Riskman.
Re-architect SVHA Riskman
The first part of building SVHA Riskman was to engage with stakeholders, map current and future processes, standardize and establish the types of baseline data that needed to be collected from the site, and understand the definitions of those baselines. data.
“We focused on what was common to the teams rather than what was very different,” Murray explained.
“Because it has operations in multiple states, different data had to be collected to meet requirements that vary from state to state. Under these circumstances, SVHA Riskman is designed to recognize where a user is and tailor the data they request based on their location.
“We worked closely with our digital and technology team so that if you are a Victoria user or work in our acute care hospitals, you would see additional questions specific to your location and facility.”
The SVHA Riskman app itself is an RLDatix product. A third-party vendor, alongside the RLDatix team and SVHA’s digital and technology teams, has partnered with the company to implement the app, so it can be accessed from every computer at St Vincent’s .
It will also soon be available via a mobile application. This will introduce additional benefits, such as improved utility for personnel moving between SVHA sites and mobile capture of particular hazards.
“If you’re one of our senior managers and you’ve come into one of our facilities and identified a hazard, you won’t need a computer in front of you,” Murray said.
“Instead, you can quickly load the hazard onto your electronic device and give the basic information to our teams. SVHA Riskman will then alert the manager of that area, so they know the danger is there and can start doing something about it. This will also alert our occupational health and safety teams.
The SVHA Riskman app also means that Therapeutic Goods Administration (TGA) recall notices can be captured as soon as they are received and shared instantly between locations.
“Historically, these TGA notices can go to many different people within the organization,” Edel said.
“Now, the first person who receives this TGA notification can register it in the system. It alerts local teams, as well as all groups in our divisions. All of this can be managed directly in the system, so we know we executed this callback safely, when historically there was a lot of communication that needed to happen via emails, phone calls and follow-ups .
For Murray’s clinical governance and assurance team, SVHA Riskman offers a step change in tracking risks and incidents across SVHA’s operations.
“We can, at any time, look through our system and see the number of patient, client, and resident events that are happening in a particular organization,” she said.
“We can see the seriousness, we can see where we had to start investigations and understand the type of actions and recommendations that need to take place. It also allows us to monitor trends across SVHA. »
In the last six months alone, more than 36,000 events – incorporating incidents, hazards and general feedback – have been managed by SVHA Riskman, enabling clinical governance teams to analyze consistent themes across their sites.
New data warehouse
The work that Murray and the extended project team put into SVHA Riskman has also streamlined the path for other data-driven initiatives.
The Digital and Technology team is currently working on a program called “Fast Track Analytics”, which will consolidate data from across SVHA into a single data warehouse, where it can be analyzed and displayed via dashboards.
“The SVHA Riskman data is coming into our warehouse along with a lot of other data, and it will give us new and exciting insights into the business we are doing across SVHA,” Murray explained.
“If we hadn’t done this standardization and consolidation project for SVHA Riskman, our digital and technology teams would have had to move to five different versions of Riskman and then map the data to try to fit it into the data warehouse. Now we can bring it all back and land together.
Murray hopes the ability to correlate with different data sets outside of SVHA Riskman will lead to a better understanding of patient safety and actionable improvement actions.
“The important thing for us is to have the right data in the right hands, so that our teams can make really important decisions on the spot, to support our staff, our patients and their families.”