At this stage only a high level collection of information is required and this will often be incomplete and should focus on collecting knowledge, information or physical evidence that may be lost.
Excellent communication skills are required to facilitate this process in order to gain people's trust in the process and to collect ALL relevant information. The purpose for collecting information at this stage is to:
- Secure information to ensure it is available for use during the investigation
- Describe the sentinel event, including the sequence of events leading up to the incident
- Organize the information
- Provide initial direction to the investigation team
- Identify relevant policies and procedures
Identify what information is required to be collected about the event. It is important to carefully plan the investigation at this stage to ensure that all data sources are identified. This may include collecting:
- Documentation/records/forms in relation to the event
- Statements and observations
- Physical evidence/equipment contributing to the event
- Information about relevant conditions affecting the event
Information is best collected as soon as possible after the event has occurred. The use of a numbering or referencing system will assist in referring to and tracking information easily. The following is an example of a referencing system and tracking form:
| Seq.No | Information/Data Source (what, who) | Date requested |
Date received |
Where Held | Contact |
|---|---|---|---|---|---|
| 001.2004 | Copy of incident form no 382.2004 | 20/8/2004 | 20/8/2004 | Quality & Safety | James Cook |
| 002.2004 | Anesthetic record | 20/8/2004 | 20/8/2004 | Anesthesia | Dr Sleepy |
| 003.2004 | Written statement from midwife A | 20/8/2004 | 20/8/2004 | Social Work | Mary Contrary |