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Incident Forms (Datix)

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What is an Incident Form?

In a local Trust setting, this is often a digital form on the Datix system (sometimes called a DIF1).

  • Definition: It records any unintended or unexpected event that did or could have led to harm for patients, staff, or visitors.
  • Scope for ENT: This includes clinical issues like medication errors or surgical device failures, but also non-clinical issues like record-keeping omissions, breaches of confidentiality, or violence and aggression.
  • Classification: Incidents are graded by the reporter based on the extent of physical or psychological harm, ranging from "No physical harm" to "Fatal".

The Incident Reporting Cycle

As a ENT surgeon, you will be a key figure in the Incident Reporting Cycle:

  1. Incident Occurs: Immediate actions are taken to ensure safety.
  2. Reporting: The form is completed—ideally within 24 hours—using factual descriptions without names or opinions.
  3. Initial Action: An automated email alerts the Reporter, Divisional Lead, and relevant specialist teams.
  4. Investigation: A Divisional Lead or Investigator has 10 working days to review, action, and move the form toward resolution.
  5. Feedback & Learning: The reporter receives an automated outcome once the investigation and "Lessons Learned" are finalised.