The goal was to improve patient safety data management, ensure compliance with LFPSE, and enable real-time data access and analysis for staff. It happened whilst in the midst of implementing LFPSE, so they decided to overhaul their whole incident and risk management system at the same time.
By 2022 and the incoming changes to patient safety regulations and reporting requirements for LFPSE, Wye Valley were experiencing a number of challenges in managing incidents and risks. While their incumbent system stored incidents, feedback, and risks in one place, extracting, analyzing, and triangulating data required a multi-step process involving informatics teams and complex reporting structures, slowing down the ability to access data. They also struggled customizing reporting forms to meet local. Staff also found the system difficult to use, particularly for logging incidents. The lack of real-time data feedback also left them feeling disengaged from the patient safety process.
After making the change, Wye Valley could easily access data through an intuitive search function, allowing for immediate analysis of incidents, risks, and feedback. Staff were no longer reliant on informatics teams to pull reports, which drastically reduced the time needed to review patient safety data.
“So everything that we think it can do, it absolutely does. It makes our lives a lot easier. Staff can access it from any device anywhere, they don't have to have a login. We have single sign on so we're not generating new usernames, extra passwords, all those kind of things. It's LFPSE compliant. We get those updates as they come through, and it's very customizable. But the one thing that I think is fantastic for us in the end was the fact that all of our legacy data came across.” - Natasha Owen
Associate Director of Quality Governance
One of the most significant improvements was the ability for staff to generate real-time reports directly from the system. Dashboards provided a live overview of incidents, complaints, risks, and harm levels, which empowered clinical and governance teams to act on data immediately rather than months later.
Staff at Wye Valley became more engaged in reporting incidents thanks to Wye Valley implementing a more user-friendly interface and simplified reporting process. Clinical and governance teams appreciated the ability to customize the system to their specific needs, fostering a sense of ownership over the data. They found that their staff could easily log incidents, analyze trends, and create reports without the complexity that they didn’t previously have.
“Our community teams love it because they can log incidents when they're out, they're not going to come back into a place where they've got a secure computer that they can log on to then, you know, they can just click on a QR code, go straight to the instant form, and it's submitted for, you know, in that way off.” - Lynn Carpenter, Quality & Safety Matron
“Also navigating the system is easy. Within Ideagen InPhase, not only have you got those kind of really obvious tabs, but you've also got the top of the screens.” - Lynn Carpenter, Quality & Safety Matron
The Trust used the flexibility they wanted to adapt forms and dashboards to align with local patient safety priorities. For example, they were able to create divisional governance sections within incident reports to track progress on patient safety panels and escalate concerns when necessary. This customization allowed for a tailored approach to patient safety management. As a result of this, the Trust’s governance teams were tracking incidents, harm levels, and patient safety responses with greater efficiency and accuracy.
“Our pressure ulcer dashboards that we as a team within Wye Valley have built. It's been developed in house and supports our governance teams. It's really changed that kind of the way that people interact with the data and the way that people share the data. People flap open their laptop, put in the search parameters, and we're using a live dashboard to discuss data with people in the clinical areas. That's really good for ownership. People feel really much more invested in their own data and what they can do to change their practices or make improvements.” - Lynn Carpenter, Quality & Safety Matron
Wye Valley’s ability to pull data from multiple modules—including incidents, complaints, risks, and claims—onto a single page improved triangulation of patient safety issues. Staff could easily link related records, such as incidents and mortality reviews, enabling a holistic view of patient care. This integration was critical for identifying clusters of incidents and addressing patient safety concerns proactively.
The Trust’s migration from their incumbent system to Ideagen InPhase marked a major improvement in patient safety management. The flexibility, real-time reporting, and ease of data access offered by Ideagen InPhase empowered staff to take ownership of their data, improving both governance and patient safety outcomes. The seamless integration of legacy data, along with customizable features and LFPSE compliance, made Ideagen InPhase the ideal solution for the Trust’s evolving needs. The Trust is now well-equipped to manage patient safety proactively, with streamlined processes and increased visibility across all levels of care.
