Investigation Process Timeline Action Key Tasks Reference docs / templates Lead/ Team responsibilities Week 1 Division Identify investigation lead with overall responsibility (senior clinician or manager) assembles Appoint case coordinator if appropriate to manage the process / administration Gantt Chart investigation Schedule and conduct initial meeting as soon as possible team Clarify expectations / responsibilities and timeline (8 -10 weeks to final report) Case coordinator provides brief synopsis of the case Brief flowchart template Week 1 Initial Meeting Brief flow chart constructed (what happened) Identify what you do and don’t know: What additional documentation is required Who to be interviewed Other information required (expert opinion, literature etc) Notify family that the incident is being investigated Week 1-2 Communicate Guide to communicating Discuss with senior clinicians when it would be appropriate to make initial with patient / with patients & families contact with the family family Communication Log Establish primary contact person for family. Identify additional support that may be needed for the family Letter template for patients Open Disclosure Policy Information Documentation Equipment Documentation tracking Week 2-4 Gathering Incident report Staff rosters Medical record / test results Evidence of hospital / ward Relevant P&P status at the time Photos Relevant literature Information People Arrange meeting times with Week 2-4 EAP Information for Staff gathering Identify key personnel from whom staff members concerned Letter template to notify you need critical information and send letter / email to who will conduct interview confirm Ensure staff fully understand Interview tracking the principles of the review document process Interview Guide Interview Template
Investigation Process Timeline Action Key Tasks Reference docs / templates Week 1 Division assembles investigation team Identify investigation lead with overall responsibility (senior clinician or manager) Appoint case coordinator if appropriate to manage the process / administration Schedule and conduct initial meeting as soon as possible Clarify expectations / responsibilities and timeline (8 -10 weeks to final report) Lead/ Team responsibilities Gantt Chart Week 1 Initial Meeting Case coordinator provides brief synopsis of the case Brief flow chart constructed (what happened) Identify what you do and don’t know: What additional documentation is required Who to be interviewed Other information required (expert opinion, literature etc) Brief flowchart template Week 1-2 Communicate with patient / family Notify family that the incident is being investigated Discuss with senior clinicians when it would be appropriate to make initial contact with the family Establish primary contact person for family. Identify additional support that may be needed for the family Guide to communicating with patients & families Communication Log Letter template for patients Open Disclosure Policy Week 2-4 Information Gathering Documentation Incident report Medical record / test results Relevant P&P Photos Equipment Staff rosters Evidence of hospital / ward status at the time Relevant literature Documentation tracking Week 2-4 Information gathering People Identify key personnel from whom you need critical information who will conduct interview Arrange meeting times with staff members concerned and send letter / email to confirm Ensure staff fully understand the principles of the review process EAP Information for Staff Letter template to notify Interview tracking document Interview Guide Interview Template
10-RCA-investigation-schedule.docx