CAVUHB Datix Process
Published on: 9th November 2022 | Updated on: 27th September 2023
In accordance with Part 4 of Schedule 5 to the NHS Pharmaceutical Services (Wales) Regulations 2020, community pharmacies are required to have in place
“an approved incident reporting system”, together with arrangements for analysing and responding to critical incidents.
As you are aware the patient safety incident reporting system, the National Reporting and Learning Service (NRLS), has now been decommissioned.
Therefore, from 1 April 2022, the Once for Wales Concerns Management System (Datix Cymru) is now the approved incident reporting system for all pharmacies in Wales
Contractors are required to maintain a log of patient safety incidents, containing specified information, and to report appropriate patient safety incidents to an “ approved incident reporting system”
Contractors may use their own reporting forms to support incident reporting and for the information that should remain in the pharmacy patient safety incident log and near-miss log
What to report:
- All CD in incidents as per The Controlled Drugs (Supervision of Management and Use) (Wales) Regulations 2008
- Dispensing incidents you have fully investigated and reported internally that would have previously reported to NRLS
- Incidents involving Violence and Aggression towards community pharmacy teams.
A patient safety incident is any unintended or unexpected incident that could have or did lead to harm for one or more patients receiving NHS-funded healthcare.
A near miss, is defined as: any unexpected or unintended incident that was prevented, resulting in no harm to one or more patients receiving NHS-funded healthcare.
Examples of patient safety incidents include:
- No harm – impact prevented (near miss) – error noticed before medicine was handed over to patient.
- No harm – impacted not prevented – error noticed by someone other than pharmacy staff but none was used or taken.
- Low harm – error noticed by someone other than pharmacy staff, medicine used or taken but no harm done.
- Moderate – patient used or took medicine which caused noticeable side effects.
- Severe – patient used or took medicine which caused hospitalisation.
How to report
- Logged out version: The Datix form is completed via a webpage and then sent directly to the Health board you cannot amend or add in any additional information once sent, you may be contacted by the health board to provide additional information if not completed fully.
- Logged in version: This requires you to sign in using your NHS Wales email or nadex ( Pharmacists and Pharmacy technicians only)
The report will remain attached to your personal nadex account and can be amended, you may still be contacted by the health board to provide additional information if not completed fully.
- Reporting incidents is an integral part of a patient safety healthy reporting culture
- The content of the log of patient safety incidents should be used to help identify trends, or to highlight weaknesses in pharmacy systems and procedures. (Appropriate staff are required to participate in the analyses of critical incidents.
- The Datix Cymru system will enable health boards and the national patient safety delivery unit to analyse trends as well.
- The collation of pharmacy specific or contractor specific information will be available on request from the health board.
- This system does not currently allow community pharmacy users to access a report for all incident occurring in your pharmacy or collective pharmacies.
Please find attached a helpful step by step guide on how to use DATIX