Project Methodology & Current Status

Page contents: Phase 1: Project establishment and scoping | Phase 2: Develop the statewide classification methodology and data set | Phase 3: Assess functional capabilities and data collection mechanisms | Subsequent Phases

Phase 1: Project establishment and scoping

Phase 1 was completed in September 2006. A Project Advisory Group (PAG) and Project Board was established to govern the project. The PAG is the key user forum for the project and comprises quality and/or risk managers from a diverse range of health services including the acute, ambulance, aged care, district nursing and community health sectors.

The Project scope was initially limited to development of a standardised incident reporting methodology and data collection mechanism for clinical incidents (patient safety incidents), but in August 2007, was broadened to include Occupational Health and Safety (OH&S) incidents and Consumer Feedback (including complaints, compliments and enquiries).

Phase 2: Develop the statewide classification methodology and data set

Phase 2a – Clinical Incident Reporting

The data set development work for clinical incident reporting took place between October 2006 and June 2007. The clinical incident data dictionary was signed off by the Project Board in August 2007. The VHIMS Incident Classification Model and Severity Rating Methodology, two key components of the VHIMS data set, have been tested in seven health services.

The Project Advisory Group led the data set specification development work and utilised a variety of publicly available reference sources; local, national and international.
The data set specification was also reviewed by nine dedicated working groups to ensure it meets multiple user needs when piloted:

• Acute
• Community Health
• Mental Health
• Aged Care
• Ambulance
• Blood/Blood Products
• Medicines
• Equipment/Device/Consumables
• Food/Nutrition/Diet

Phase 2b – OH&S and Consumer Feedback Reporting

In August 2007, agreement was reached with the Chief Executive Officer of WorkSafe Victoria and the Health Services Commissioner that the VHIMS project scope be broadened to support standardised reporting of OH&S and Consumer Feedback (including complaints, compliments and enquiries) respectively.

The data set has been extended to accommodate reporting of this information.

Working groups were established for both these specialist fields (see Project Committees). Following their valuable contribution, the combined data set now contains a comprehensive suite of data elements covering the three streams; clinical incidents, consumer feedback and OH&S incidents. These data elements were tested in eight health services in round two testing throughout April to June 2008.

The VHIMS data set specification was endorsed by the department’s governance committee – Data Management Advisory Committee (DMAC) in June 2008.

Phase 3: Assess functional capabilities and data collection mechanisms

Phase 3a – Functional Requirements

During June 2007, consultations were undertaken with 19 health services and members of the Project Advisory Group in order to better understand current incident reporting practises, strengths and weaknesses of current software programs and desired features for incident reporting systems moving forward.

The consultations informed delivery of the VHIMS Functional Requirements document for clinical incident reporting. This document has been updated to incorporate the requirements of health services, the department and third party organisations for OH&S and consumer feedback reporting. A detailed reporting suite for key stakeholder groups has also been developed as part of this work.

Phase 3b – VHIMS Solution Architecture and Business Case.

An exploration of key system architecture has been undertaken to determine a preferred solution for VHIMS that will deliver key business requirements for both health services and the department. Several options for a system that will gather standardised, statewide incident and consumer feedback data from health services were explored.

The VHIMS business case can now be finalised, detailing the considered options and preferred solution. The business case will address implementation, operational and training costs and implications for the system.

Phase 4: Procurement

The department will undertake a procurement process to identify potential candidates to work with them in the design and development of the VHIMS system

Subsequent Phases

Subsequent phases will include (but not be limited to) pre-implementation planning, system testing, policy documentation, training documentation and training sessions. Activities and timelines will be dependent on outcomes from phase 3b – Business Case.

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