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Incident & Decision Log Book

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SKU: IDL
  • Product Details
  • Inside The Book
  • Best Practice For Using Log Book

The Incident and Decision Log© (also known as the IDL©) fills the need for a definitive record for all staff involved in emergency duties who need to make decisions. Designed for post holders, or an ad-hoc group, it allows a legal record to be created for future reference. This enables an organisation to fulfil its obligation to have a record of information received and decisions made for a complex emergency incident, information for which may be contained within a number of books.

  • Used by Hospital Trusts, Ambulance Services, Coast Guard/Mountain Rescue,
    Transport Police and other emergency planners and responders
  • Specifications:
    Size: 298x211x11mm, Weight: 578g. 98 Sequentially numbered incident pages
    43 sequentially numbered decision pages. Soft cover.
  •  

The IDL provides a definitive, legal record
for all staff involved in emergency duties

 

When used for a Duty, the book can be a record for one individual for a duration of days or weeks, depending on the amount of information received and decisions made. In this scenario it is a personal record, similar to a police officer's pocket note book. When used for a Role, the book will be a record of several, even many individuals who might carry out the role over a period of time. Ad hoc decision making groups set up to manage the incident, from several agencies, including health, police, local authorities, and other organisations responding to an incident can also use the book for their joint purposes.

If you could be involved in a multi casualty incident, consider using the Cruciform® Emergency Documentation System.

Consider using the Cruciform® Patient Evacuation System if you might be involved in an emergency that could require the evacuation of patients from hospitals

This is a new book, combining the contents of the Emergency Incident Record Book with the Decision Log Book, for those who prefer to use one book for the incident record and decisions made, rather than recording information received in one book and decisions made in another.

Key Features

  • Proven, paper-based system.
  • For use by Hospital Trusts, Ambulance Services, the Health Protection Agency, Hospital Trusts and other agencies who need a permanent record of on-call and/or emergency information received, leading to recorded decisions.
  • Can fully record 10 separate decisions
  • GS1 numbered and bar coded for unique storage reference.

Target Users

  • Strategic Health Authority Directors on Call
  • Directors on Call and/or Incident Control Teams
  • Acute Trust Incident Control Teams and Action Card Holders
  • Private Hospital Control Teams and Action Card Role Holders
  • Incident Commanders in Ambulance Service, Police and Fire Brigade
  • Coast Guard, Mountain Rescue and Life Boat Managers
  • Accident Investigators in Civil Aviation Authority and similar organisations
  • Duty Officers in other Emergency Services
  • Local Authority Emergency Planners and responders
  • British Transport Police and other emergency planners and responders
  • Environment Agency, and other organisations brought in to assist or advise 
  • Chief Executives at NHS Gold and STAC level

Together with the Firstaidform© (designed for first aid staff and first responders), CWC Services' log books are designed as a coherent group of products for dealing with incidents, injured persons and the administration of emergency incidents of any scale. CWC Service's log books are designed for incident teams as well as managers, planners, administrators and other executives.

 

 

Combining the Emergency Incident Record Book (EIRB©) and Decision Log Book (DLB©), the Incident and Decision Log© (IDL©) fills the need for a definitive record for decision-making staff involved in emergency incidents and duties in a convenient, single book. As either an alternative or supplement to the EIRB© and DLB©, the book is organised to provide a complete and legally verifiable audit of incidents together with any decisions made.

 

FRONT/GENERAL

Each book has a unique number and GS1 barcode. Both uniquely identify the book across international and organisational boundaries and over time.

The front cover provides areas to fill the post holder (staff member responsible for the book) and the duty/incident to which the book pertains.

 

INCIDENT OVERVIEW

 

The first section of the book concerns incident logging, 98 pages in total. The start of the incident log contains a section for describing the incident or duty.

In addition to areas for describing the post and organisation name, this section contains: the name the incident is to be referred to as, when it started (24 hour clock), its location, the time it was finished and finally, when known, the total number of record books associated with a specific incident.

On the page opposite, individual record keepers for the duration of the incident are also recorded withsignatureorganisation and initial.

 

INCIDENT LOG DETAIL

 

The remaining 98 pages of the incident section contain the incident log itself, shown in table across two visible pages of the open book. Each table has room for 32 log entries, allowing for over 1500 incident log entries in the book.

The incident log entry is shown The entries are shown above. The entry number (sequentially from 1 - n) can be used to mark any other document which relates to that entry, for example emails, phone messages or other documents. This facilitates subsequent analysis. When a book is filled, books used in continuation should start with the number n+1. Entries should be initialled to ensure an accurate and complete record. Entries can be made by a "loggist" or assistant(s), but the post holder or incident manager must initial each entry to signify that it accurately reflects the information received and action taken. If it is a duty book, the individual would obviously make and initial their entries.

The IDL© provides areas which must be completed to record details of all contact and message details in addition to actions required. All entries must be initialled.

 

DECISION LOG OVERVIEW

Following the incident log pages, the remaining 43 pages of the book are concerned with the Decision log. As with the Incident log, the first page contains a section for describing the incident to which the decision log refers:

In addition to areas for describing the decision making group/individual andChairperson of the group, this section contains: the name the incident is to be referred to as, when it started (24 hour clock), its location, the time it was finished and finally, when known, thetotal number of record booksassociated with a specific incident.

The remaining pages provide detailed recording for up to 10 decisions.

Each decision is documented across 4 pages, the log itself totalling 40 pages. Page breakdown is as follows:

Page 1: Page 2: Page 3: Page 4:
Date/time details, decision overview and brief facts Options and reasons for choices Audit of actions to be implemented Supporting info, responsible persons and initials of all involved

 

DECISION LOG -INDIVIDUAL DECISION PAGE 1

The first page concerns logging date and time details, the nature of the issue requiring a decision and brief supporting facts and information.

The date and time of the startdecision reacheddecision logged anddecision implemented are recorded in the appropriate placeholders.

Over a quarter of the page is devoted both to the issue/problem overview(that should indicate why a decision is needed) and a brief supporting facts / key points section.

At the bottom of the page there is an entry for linking to supporting logbooks that document information relating to this decision.

If possible the above information should be recorded where appropriate in advance of any decision-making meeting that may take place.

 

DECISION LOG -INDIVIDUAL DECISION PAGE 2

 

The second page of an individual decision in the IDL concerns documenting options considered as part of the decision making process, together with reasons for choosing and/or not choosing them.

This section presents a table in landscape format that fills the page, providing space to document up to five options and the reasons for either choosing or not choosing them.

The first column in the table presents space to record the five options, the first being by default 'Do Nothing'. The remaining up-to-four choices should be briefly described here and, if known, 'yes/no' should be struck through to indicate that this choice has been accepted or ruled out.

The second column provides space to document reasons for choosing each option, while the third provides space to document reasons for not choosing each option.

 

DECISION LOG -INDIVIDUAL DECISION PAGE 3

This page of an individual decision in the IDL concerns actions to be taken, by whom, and when. Up to ten actions can be recorded on this page.

This section presents a table in portrait format, which provides space to document each action.

The first column in the table records a brief description of the action itself, while the second provides space to record who carried out the action.

The third column records the date and time of the action, the fourth signs off the completion of the action and the fifth any additional comments.

 

DECISION LOG -INDIVIDUAL DECISION PAGE 4

The last page of an individual decision in the IDL concerns recording additional documentary evidence and signing off/initialling by all staff involved in the decision.

The first section occupies two thirds of the page and allows ample room for recording all additional supporting documents relevant to this decision. Additional space is provided for recording the organisation and post holder that is the custodian for these documents.

The section ends by recording whether the decision should be reviewed at a later date.

The final section provides room for all staff members involved to initial (sign off) the decision, together with the date/time that this occurred.

 

 

Best practice in record keeping is the 'gold standard' towards which all Loggists should aim. Judges expect that Loggists will comply with this standard as do enquiry Chairs and Coroners.

A comprehensive record must be kept of all events, information received, decisions, reasoning behind those decisions and action taken. Each responsible manager should also keep his/her own records, either personally, or assisted by a Loggist.

It is important that a nominated information manager be made responsible for overseeing the keeping and storage of the records and files created during the response and also for ensuring the retention of those records that existed before the emergency incident occurred and immediately afterwards.

This also applies to Emergency Incident Record Books© (EIRB)©) used by on-call managers to record issues, information received and action taken in an incident or Emergency Pocket Log Books© (EPLB©).

Your entries must be C I A – Clear Intelligible Accurate.

  • Relevant information should always be recorded in official Log Books.
  • Write in permanent black ink. Write legibly. Avoid blue ink.
  • Your record must be contemporaneous.
  • Use a new Log Book for each incident.
  • Ensure you note dates, times (use the 24 hour clock) places and people concerned.
  • Record any non verbal communication. Do not put your own interpretation on that non-verbal communication.
  • Only note down facts. Do not assume anything, give your own comment or give your own opinion.
  • Entries in the record must be in chronological order.
  • NO
    E rasures
    L eaves must be torn out of the Log Book
    B lank spaces – rule them through
    O verwriting
    W riting above or below lined area
  • Unused space at end of a page must be ruled through with a diagonal line, initialed by you, dated and timed.
  • Record all questions and answers in direct speech.
  • Unused spaces at the end of lines must be ruled out by you with a single line.
  • Mistakes must be ruled through with a single line and initialed by you.
  • Any mistake you make which you notice at the time of writing must be ruled through by you with a single line, initialed and the correct word(s) added after the mistake.
  • Overwriting or writing above the ruled through error must not be made.

Correction fluid must not be used in any circumstances

  • If you notice a mistake or an omission in the record later, during the debrief, or at any other time, you must tell your senior manager and the mistake must be corrected or the omission made good. Cross reference the mistake (in red ink) to the corrected entry on the next available page using letters from the alphabet, consecutively.
  • Make clear references to exhibits (such as maps, flip chart pages, etc) and other documents so that it is clear in the record which particular exhibit is being referred to.
  • Each series of entries must be signed off, dated and timed at their close.
  • Loggists should sign off their notes at the end of their shift to ensure the integrity of the record.