Quarter report for dental hospital

Table of Content


Table of Content 2

Introduction. 3

Monthly Comparison. 4

Classification of All Incidences in the Three Months. 5

All incidences by Classification for Each Month. 6

Highest Number of Cases for Each Classification in the Three months. 8

Recommendations. 9

Appendix. 11















The Dental Hospital recognizes the need for delivery of quality healthcare services for all the patients. The hospital and acknowledges the mandate to observe and protect the security and the safety of all the patients as the priority care recipients, the employees and caregivers, visitors and all other people who may be around the facility for one objective or the other. The management and the staff at the hospital is therefore committed to ensuring that there is adequate interdisciplinary and inter-departmental collaboration to ensure the safety.

The hospital management encourages all the stakeholders and players in all the departments to report any occurrence variances so as to provide a common understanding of the situation, the prevailing issues and the incident in general. The OVR form provided to each department should be completed and forwarded to the quality assurance department in the shortest time possible after the incidence in order to ensure accuracy of the data reported. This will allow the QAD to conduct investigations regarding the incident and come up with follow-up, mitigation and repair strategies for the benefit of the hospital and all the stakeholders.

This is a report of the occurrence variances that have been reported to the department with accurately filled OVR forms for the months of October, November and December. The report include the statistical representation of the incidences and their classification. The report is expected to guide decision making and taking of the relevant actions for the hospital and its stakeholders. The report compares the incidences for each of the months and the trends of the occurrences under each of the classification specified in the OVR form for the three months under study.



Monthly Comparison

For the three months under study, different kinds of incidences were reported for each of the months. From the OVR forms submitted, there was an increase in the number of incidences from the month of October to December. Figure 1.

Fig 1. Number of Incidences for Each Month

From the same information, it is also clear that the OVR incidences in December were almost twice those reported in both October and November at 48.15% of the total incidences for the three months compared to October  (17%) and November (35%). Figure 2.

Fig 2. Monthly Incidences comparison as a % of the total.

Classification of All Incidences in the Three Months

For the three months under review, the incidences reported were varied and very different from one month to another. Table 1.

Table 1. All Incidences by Classification for all months

Classification of Incidence October November December Total
Patient care 8 6 3 17
Patient identification 1 1 0 2
Medication 0 0 0 0
Laboratory 0 0 0 0
Falls 0 0 0 0
Harassment 1 3 17 21
Postoperative 1 0 0 1
Workplace Incidences 0 1 2 3
Infection Control 0 0 5 5
Waste Management 1 2 0 3
Documentation 0 0 1 1
Environmental safety 0 2 4 6
Clinical Equipment 9 22 10 41
Safety and Security 1 8 22 31


When this information is represented in a graph, the result show that there is a major variation in the number of incidences under each category. However, what is clear is that patient care, safety and security, clinical equipment and harassment at the workplace had higher incidences than the rest of the categories in all the three months. Figure 3.

Fig 3. All Incidences by Classification for all months

In December several major incidences increased the total number of incidences. The incidences related to harassment increased from 3 in November to 17 in December. In addition, the number of incidences under safety and security increased from just 8 in November to 22 in December. Further, the month of December experienced 5 incidences related to infection control compared to the previous months that had none.

All incidences by Classification for Each Month

In October, a total of 22 incidences were recorded. Of these, 8 were in relation to patient care and 9 were classified as related to clinical equipment. The rest of the incidences were under harassment, patient identification, postoperative, safety and waste management, one incidence for each classification. Figure 4.

Fig 5. OVR Incidences for October

For November, a total of 46 incidences were reported. Of these, clinical equipment, safety and security, and patient care recorded 22, 8 and 6 incidences respectively. The rest of the classification were as shown in the graph. Figure 5.

Fig 6. OVR Incidences for November

In December, the number of incidences almost doubled with the total incidences for the month standing at 65. This is almost similar to the combine number of incidences for October and November. The increase can be related to the increased number of harassment incidences, from 3 to 17, and those of the safety and security from 8 to 22. The rest of the categories with high number of incidences were clinical equipment, infection control, and environmental safety with 10, 5 and 4 incidences respectively. Patient care, workplace incidences and documentation had 2, 2 and 1 incidences respectively. Figure 7.

Fig 7. OVR Incidences for December

Highest Number of Cases for Each Classification in the Three months

Having recorded varying data for the three months, it is clear that each month had different trend of incidences. For instance, the number of incidences under the clinical equipment category was 9 for October, 22 for November and 10 for December. The table below shows the highest (Highlighted) number of incidences for each of the classification.

Table 2. Highest Number of Cases for Each Classification

Classification of Incidence Highest Incidence Month October November December
Patient care 8 6 3
Patient identification 1 1 0
Medication 0 0 0
Laboratory 0 0 0
Falls 0 0 0
Harassment 1 3 17
Postoperative 1 0 0
Workplace Incidences 0 1 2
Infection Control 0 0 5
Waste Management 1 2 0
Documentation 0 0 1
Environmental safety 0 2 4
Clinical Equipment 9 22 10
Safety and Security 1 8 22


As shown in the table, December recorded the highest OVR incidences for almost all the categories.


From the results of this exercise, it is clear that there are major issues of concern for the hospital. Even with the ongoing trainings and empowerment, there are still issues that require action to be taken in order to ensure the safety of the working place. Issues related to clinical equipment and safety and security of the staff and other personnel must be prioritized and addressed urgently. A review of the systems is therefore recommended. Further, it is expected that the increase in the reported incidences could have been as a result of increased reporting as awareness grow. A deeper research into this possibility is also recommended. All departments are also encouraged to make good use of the OVR forms (Appendix) and ensure that any incidence is reported in time to allow appropriate action to be taken.




















Incident Date: Incident Time:  Location:         
Person Involved:□ ER Patient          □ Out Patient         □ Students/ Interns

□ Employee           □ Visitors                 □ Others

□Near Miss □Adverse Event                    □Sentinel Event
Patient Name:

Patient, MR #:                

Sex:        □ Male                □ Female

ID #:                                        Age:

Reporting Unit:
CLASSIFICATION OF OCCURENCE/VARIANCE: (Please tick the appropriate box)

□ Procedure Cancellation/Delay

□   Unavailability of the Doctor/Staff/Student     □ File Unavailable

□   Delay of Prosthesis/Ortho. Appliance              □ Patient’s Medical Condition

□   Unavailability of medical supplies                    □ Site marking delayed

□   Procedure done without Faculty Consent      □ Others

□ Treatment Plan Modification

□ Discrepancy in Diagnosis                                       □ Files unavailable

□ Unavailability of instruments                                □ Others

□ Procedural Error

□ Wrong Patient                                                          □ Wrong Site

□  Wrong Procedure                                                    □ Others

□ OR Cancellation

□ Unavailability of the Doctor/Staff/Students        □ Others

□ Unavailability of medical supplies

□ Admission/Referral / Discharged  Related                                   

Code Blue                                                   □ Others


□ Incorrect Name/MR # of the Patient    □ Others

□ Incorrect ID Band


Allergy Reactions                        □ Wrong Dose            □ Others

□ Wrong Patient                             □ Wrong Route

□  Wrong Time                                □ Wrong Medication

□ Wrong Dilution                            □ Expired Medication


□ Remake /Repair                     □ Appliance Unfit

□ Poor Quality                           □ No Material Supply


□ With Injury

□ Without Injury


Verbal Abuse□  Others

  □ Behavioral Abuse


□ Foreign body left inside during procedure     No post op instructions

□ Postoperative hemorrhage            □ Anesthesia Complication

□ Re opening of the surgical site                     □ Others


Sharps Injury                                □ Burn

□ Blood and Body Fluids Exposure

□ Exposure to/ Spills of Hazardous Materials


□ Healthcare associated Infections

□ Non Compliance to Hand Hygiene

□ Non Compliance to Personal Protective Equipment (PPE)


□ Improper Segregation

□ Improper Personal Protective Equipment (PPE)

□ Improper Handling & Transport


□ No Patient Consent□ Breach of Confidentiality

Missing or Unreturned Patient Record

Using Non Approved Abbreviations

 □ Poor Documentation

□ Incomplete Assessment


□ Service Interruption (HVAC/ Water/ Electricity/IT)

□ Fire Protection Failure (Alarm/Extinguisher/ Sprinkler/etc.)

□ Failure to maintain (-)/(+) pressure in room

□ Non Clinical Equipment Failure           □ Infrastructural Damages

□ Unsafe Housekeeping Practices          □ Inadequate Pest Control


Malfunction/ Damage                                   □ Parts out of stock

□  Improper Handling/ Storage                                    □ PPM not done

SAFETY & SECURITY:□ Cut off Time

□ Unauthorized Entry □ Smoking            □ Mr. Strong

□ Loss of Property              □ False Fire Alarm       □ Code Red

Description of Occurrence/ Variance:













Reported by:                                                      Department:                                Email ID:                                                  Signature/Date:


Witness Name:                                                  Department:                                Email ID:                                                  Signature/Date:


Supervisor’s Signature:


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