LLR PCL is a community interest not-for-profit company that works in tandem with the NHS to provide clinical services within primary care and the local community, serving the people of Leicester, Leicestershire, and Rutland. 

The Challenge

LLR PCL previously used paper forms and Excel spreadsheets for IP&C Auditing. This approach was labour-intensive and time-consuming, with retrieving even basic information requiring meticulous filtering. There was also a notable risk of data loss or mismanagement in the event of disasters such as fires or floods. 

Sarah Mabbott, the Head of Quality and Patient Safety, found it particularly challenging to track KPIs and generate reports due to the absence of a centralised system. 

For incident reporting, providers resorted to methods such as paper copies, emails, or word of mouth, all of which proved unreliable. The existing process also required data to be logged both on spreadsheets and the National LFPSE System, leading to redundant data entry and unnecessary duplication of effort. 

Addressing these challenges was imperative for LLR PCL to enhance patient safety, streamline operations, and maintain compliance with national reporting standards and regulatory requirements.

The Goal

LLR PCL needed a system to streamline the auditing process from start to finish, enhance data accuracy, and enable real-time reporting. They were also seeking a centralised, easy-to-use incident reporting system with standardised protocols and seamless integration with the National System. 

The Solution

Upon recognising the limitations within LLR PCL's existing system, MEG's implementation team got to work. Over the course of three months, they replaced the paper forms and Excel spreadsheets with a robust, centralised digital platform that empowered providers and quality leaders with streamlined incident reporting and auditing capabilities. Through the adoption of MEG, LLR PCL gained access to customisable auditing forms and configurations tailored precisely to their needs, facilitating smoother data collection and analysis.

The next course of action was integrating the incident reporting system with the National LFPSE system. This integration aimed to eliminate redundant tasks, alleviate administrative burdens, and ensure compliance with regulatory standards. 

Additionally, enhancements were made to the incident reporting form, incorporating fields such as responsible manager, comments, status updates, and the ability to attach relevant documents. Each reported incident now bears an LFPSE reference number, enabling seamless cross-referencing of incident details.

The introduction of a real-time dashboard provided stakeholders with visibility into all recorded incidents. Users can filter incidents by various statuses, such as submitted, submitted with warnings, submitted with errors, not submitted, and not submitted with errors. Incidents can also be categorised as pending review, ongoing, closed, or assigned to specific users ('my incidents'). 

Furthermore, a graphical data dashboard presents insights such as total incident count, breakdown by categories, safety concerns, involved services and specialties, as well as incident trends over time. These features empower LLR PCL to proactively manage risks and spearhead quality improvement initiatives.

(Please note that all data displayed in the images below is taken from a MEG demo account and does not correlate to LLR PCL in any way.)

The Result

The implementation of MEG at LLR PCL has resulted in significant improvements across various aspects of Incident Reporting, Quality Auditing, and overall organisational efficiency:

• Enhanced Incident Data Collection: Previously, due to the absence of standardised data collection methods and the labour-intensive nature of manual processes, incident reports often lacked detail and accuracy. This resulted in brief and incomplete documentation. However, MEG’s Incident Reporting Module has significantly improved reporting standards and data quality. There has also been a noticeable uptick in the quality and timeliness of incident reports, ensuring that all incidents are documented and acted upon promptly.

• Improved Compliance: By seamlessly integrating with the National LFPSE system, MEG has eliminated the need for manual data entry and duplication of work. The system now uses automatic data transfer to ensure real-time updates across platforms, thereby enhancing overall data integrity. LLR PCL can now confidently report incidents in compliance with national standards, reducing the risk of errors and ensuring adherence to regulatory requirements.

• Proactive Risk Management: The dashboards and graphical data generated by MEG's system provide LLR PCL with valuable insights into incident trends and patterns. This, in turn, facilitates proactive risk management by allowing them to identify potential risks and implement preventive measures to mitigate them effectively. By leveraging MEG's capabilities, LLR PCL can stay ahead of emerging issues and drive continuous improvement in patient safety and quality of care.

• Improved Reporting: MEG has streamlined the reporting processes crucial for executive-level review and decision-making.  Management can extract comprehensive reports, providing a holistic view of the organisation's quality initiatives. This enables informed decision-making and strategic planning, ensuring that actions are based on a thorough understanding of the organisation's performance.

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