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10 Datix and LFPSE incident system myth busters

NHS England has announced that Trusts are required to have chosen an LFPSE compliant incident reporting system and have it in testing by 31st March 2023. They have also given an optional 6-month extension to 30th September 2023 for the system be go live, providing time for additional testing, refinement and customisation by this deadline.

Considering the changes, we’ve uncovered the truth behind common misconceptions surrounding changing software providers.

Below, we’ve busted ten myths about migrating to a new incident system and what that means for your Trust.

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1. No one has successfully migrated Datix records to another local risk management system.

Untrue.

After using Datix systems for 20 years, Bedfordshire Hospitals NHS Foundation Trust decided to implement a new system altogether to bring Incident Oversight from InPhase Learn from Patient Safety Events (LFPSE) system. The migration of 350,000 historic records from Datix to Incident Oversight from InPhase was achieved in record-breaking five weeks and one day.

Watch the full recorded session with Bedfordshire Hospitals.

2. You have to keep running Datix for your historic NRLS records if you change your local system.

Untrue.

Whilst some local risk management systems can’t support NRLS and LFPSE simultaneously, Incident Oversight supports importing and managing your historic NRLS records from Datix and new incidents being recorded in the NHS England and Improvement LFPSE standards.

With Incident Oversight, you will have one place to view the trends of historical and current incidents, risks and outcomes for both NRLS and LFPSE submissions.

3. The new LFPSE questions are more detailed and will take longer to complete, costing us a scarce clinical resource.

Untrue.

Whilst there is more depth in the LFPSE taxonomy than the NRLS data set, and some systems will therefore take longer to complete each incident report, Incident Oversight has been designed around speeding up the form filing aspect. Oversight ‘Fast Forms’ are 50% to 75% faster than other incident reporting forms, cutting 9-13 mins from each incident reporting.

For an average hospital with 12,000 reported incidents yearly, more than one full-time clinician’s time is saved annually. With staff shortages abounding, one less headcount spends on Incident form filling per annum.

4. We will have to have our ‘local questions’ in a separate section from the LFPSE questions.

Untrue.

You can easily add local questions in amongst any section of the LFPSE and in any order within questions in each section with Incident Oversight. The Incident Form Manager lets you add and edit your local questions and processes easily and quickly and create any internal workflow process you want, with version tracking and instant deployment. There is no need to duplicate questions or disrupt the most intuitive user flow of questions.

5. Reports will be uploaded nightly, including any changes, and will put a heavy load on our network.

Untrue.

Adverse events will be uploaded to NHSE in the background as they are entered on Incident Oversight. Any edits you make locally will also be synchronised immediately with NHS England and Improvement. If the network connection to NHSE fails at any time, Incident Oversight will re-try the synchronisation periodically until it is completed.

6. Incidents and Adverse events reporting can’t easily be triangulated with Audit and Quality Assessments.

Untrue.

The Oversight suite includes an Audit app module and a Quality assessment app module, enabling triangulation on single real-time dashboard reports.

Oversight comprises over 20 healthcare apps that enable complete triangulation between and within every app. Apps include:

  • Incidents
  • Audit
  • CQC Quality
  • NICE Guidance Compliance
  • CAS Alerts
  • NHSI well-led
  • Policy
  • Audit life-cycle
  • Premise Assurance Model (PAM)
  • Enterprise Risk Management
  • Plans
  • Performance
  • Quality Improvement Projects
  • Action Assurance
  • Board Assurance Framework (BAF)
  • Mortality
  • Claims
  • Friends and Family
  • Freedom of Information (FOI)
  • Subject Access Requests (SAR)

7. There is no need to hurry in getting LFPSE migration in place.

Untrue.

The cut-off date for old NRLS system submissions is 30th September 2023 at the end of the LFPSE testing deadline. After that, you can’t submit records to NHS England on the NRLS system. Over 200 major NHS Trust organisations submit events, and the service is expanding to include independent providers, general practice, independent dental surgery, community pharmacies and opticians. Many are already moving across to InPhase Oversight.

How quickly your organisation can assess its options, compare value for money, compare business cases and get expenditure decisions agreed upon, go through the procurement process for either an upgrade or new solution with greater benefits, and plan and implement a change of system for all staff, will all affect whether you need to get a move on in the first half of the financial year, or can wait until a mid-financial year, October 2022.

8. It’s too much change to have a new local risk management system this year; maybe we will do it next year.

Untrue.

Roughly ten providers per month have already decided to change their risk and incident system since NHS England announced the original 31 March 2022 deadline. If you haven’t looked at the Incident Oversight system and its triangulation option for Audits, Quality and more, you are missing out on exploring a once-in-20-years opportunity to change your incident system for something much better when you must change anyway.

For many Trusts, with long-standing Datix or other vendor solutions, you will need to change to new versions of new products with the current vendor even if you stay with them. This means the change process will happen this year in any event, and your costs will go up. If you stick with your current vendor and go through the pain this year, your current supplier is betting you won’t want to change again next year even though better solutions are available.

9. All digital systems are very similar.

Untrue.

Incident Oversight from InPhase is significantly different. It’s easier and faster to use, more visual, and more flexible for end-user experience and the power user and administrator users. It has better form handling, using Fast Forms to free up clinical and non-clinical time, being 50-75% faster than competing forms and more engaging for users. For example, Fast Forms increased audit completion rates by 20% (from 70-90%) in a recent Community Trust site.

Incident Oversight provides better incident reporting analysis, with aggregation, breakdown, trend, category, and thematic analysis in better visuals. It has better action assurance. Oversight triangulates incidents with other quality and improvement information quickly and comprehensively, in sweet visuals, including heat maps and sunbursts. Oversight has overwhelming positive feedback and responses compared to any competing LFPSE option.

10. We haven’t got time to look at Incident Oversight.

Untrue, and you will be glad you made the time.

A discussion about Incident Oversight or a demonstraion can be booked to fit in with your and your teams schedule with virtual meetings and demos available every day.

We even have pre-recorded presentations and demonstrations that you can watch when you get time if that is more convenient.

Call 01753 480480 and ask for Paulette or you can schedule a time yourself using the ‘schedule time with us’ button below.

More confident about switching your incident system?