Safety Case Investigation provides a standardized approach to monitoring issues with Cases. Leveraging Vault report types and dashboards, you can initiate investigations into such areas as late cases, duplicate cases, and health authority inquiries. Working within Vault to manage these investigations avoids the need to use manual external tools and trackers, improving accuracy and time-to-issue resolution. Safe Case Investigations represent only the Safety side of an investigation, and may be used in conjunction with your other processes.
Safety Case Investigations support Late Case Investigations.
Standard Report Types
Vault includes the following standard report types for Safety Case Investigations, which you can modify to meet your business needs:
- Safety Case Investigation
- Safety Case Investigation with Reference and Transmission
- Transmission with Case and Safety Case Investigation
- Safety Case Investigation Reference with SCI and Action
- Safety Case Investigation with Case Version
- Safety Case Investigation with Transmission
Late Case Investigations
Use Late Case Investigations to capture details about late Cases, such as the cause of the delay, the number of impacted transmissions, the due date and outcomes of the investigation, and a list of involved parties. You can associate a late Case or Transmission with multiple Late Case Investigations. Based on your Admin’s configuration, you can attach relevant documents, link to your organization’s Quality findings, and require reviewer signatures. You can download Late Case Investigations as a PDF.
Standard Late Case Investigations use the following lifecycle states:
- New
- Active
- Investigation Required
- Investigation
- Analysis Required
- Analysis
- Documentation Required
- Documentation
- Review Required
- Review
- Complete
- Inactive
Late Case Investigation Fields
Late Case Investigations may include the following pages, sections, and fields.
Identification Page
Use the Identification page to add details and a description about the Late Case Investigation. The following sections and fields may be available:
- Due Date: Enter the due date for the investigation. Use the calendar to select the date or enter the date manually.
- Reason: Select the reason for the investigation.
- Description: Enter a description of the issues that caused the investigation.
Investigation Page
Use the Investigation page to add a summary about the investigation, as well as to add or review impacted Case Versions, Transmissions, and Responsible Organizations. The following sections and fields may be available:
- Summary: Enter relevant investigation details such as the extent of the impact and a statement about the root cause.
- Impacted Case Versions: Add Case Versions impacted by the issue under investigation. On each record, you can capture information about the delay.
- If the information exists on the Case, Vault maps the details to the Impacted Case Version record.
- If you populate the following fields, Vault maps the value to the Case field, overwriting any existing values:
- Potential Late Reason: Select the potential reason that Case processing may be delayed.
- Potential Late Reason Details: Enter details about the potential reason that Case processing may be delayed.
- Impacted Transmissions: Add Transmissions impacted by the issue under investigation. On each record, you can capture information about the delay.
- If the information exists on the Transmission, Vault maps the details to the Impacted Transmissions record.
- If you populate the following fields, Vault maps the value to the Transmission fields, overwriting any existing values:
- Late Assessment: Select an assessment of whether the Transmission was late.
- Late Assessment Details: Enter details to describe the Late Assessment.
- Late Reason: Select the reason the Transmission was late.
- Late Status: Select the status of the Transmission.
- Responsible Organizations: Add the Organizations related to the issue under investigation.
Analysis Page
Use the Analysis page to add an impact assessment, recommendations, and a conclusion. The following sections and fields may be available:
- Issue Impact: Select the severity of the impact the issue caused.
- Impacted Areas: Select the areas that were impacted by the issue.
- Impacted Case Versions: Vault populates the number of Case Versions impacted by the issue.
- Impacted Transmissions: Vault populates the number of Transmissions impacted by the issue.
- Recommendations: Enter any recommendations that came out of the investigation findings and analysis.
- Final Conclusion: When the investigation can be closed, enter any concluding comments.
Activities Page
Use the Activities page to assign and complete action items and review the workflow timeline of the investigation.
References Page
Use the References page to add external references, attachments, and documents related to the investigation. The following sections and fields may be available:
- External References: Add references to link the Late Case Investigation to external systems, such as the ticket number from your Quality Management System.
- Type: Select the type of reference.
- URL: Enter the URL of the external system.
- Attachments: Add attachments.
- Documents: Add documents with the Case > Investigations > Late Case Investigation document type.
Safety Case Investigation Action Items
Use Safety Case Investigation Action Items to support managing investigations. You can add tasks and assign them to specific users, and they can mark Action Items as complete. To assign a task to a user, in the Action Items section of a Late Case Assessment, select Create and complete the following fields:
- Description: Enter a description or instructions for the task.
- Assigned To: Select the user to whom you are assigning the task.
- Due Date: Enter the date by which the task must be completed.
Assignees can mark Action Items as complete.