Student University

Q1 Trust Name:
Q2 Type of Healthcare Facilities
o District General Hospital (DGH) (1)
o Specialty Hospital (2)
o Private Hospital (3)
o Community Hospital (4)
o Other (Please Specify) (5)
Q3 Demographic of Hospital Care
o Adult Hospital (1)
o Paediatric Hospital (2)
o General Hospital (Both paediatric and adult) (3)
o GP surgery (4)
o Other (Please Specify) (5)
Q4 Respondent’s Role in the Trust:
o Medical Records Manager (1)
o IT Specialist (2)
o Clinician (3)
o Administrator (4)
o Other (Please Specify) (5)
Q5 Does your Trust use electronic patient records (EPR)?
o Yes (1)
o No (2)
Q6 Which EPR system does your Trust use?
▢ Cerner (1)
▢ Epic (2)
▢ System C (3)
▢ Dedalus (4)
▢ Altera (5)
▢ Other (Please Specify (6)
Q7 Does the EPR system used by your Trust include a specific section for recording food, drug, latex, and other allergies?
o Yes (1)
o No (2)
Q8 If yes to question 7, how is the initial allergy information typically entered into the system? (Select all that relevant)
▢ Manually by Doctor (1)
▢ Manually by Pharmacist (5)
▢ Manually by Nurse (6)
▢ Manually by Dietitian (7)
▢ Automatically from Previous Records (2)
▢ Manually by Administrative Staff (3)
▢ Other (Please Specify) (4)
Q9 If yes to question 7, who is responsible for updating and/or checking allergy information in the patient’s electronic record? (Select all that apply)
▢ Clinicians (e.g., doctors, nurses) (1)
▢ Administrative Staff (2)
▢ Pharmacists (3)
▢ IT/Technical Support Staff (4)
▢ Don’t Know (5)
▢ Other (Please Specify) (6)
Q10 How is the allergy information flagged or highlighted in the patient’s records to alert healthcare providers?
o Red Flag (1)
o Pop-up Alert (2)
o Highlighted Text (3)
o Other (Please Specify) (4)
o Not highlighted/ alerted on the system (5)
Q11 What training, if any, is provided to staff on the correct recording of allergies in patient records?
o Mandatory Training Sessions (1)
o Optional Training (2)
o No Training Provided (3)
o Other (Please Specify) (4)
Q12 If training is provided on allergy documentation, does it specifically cover different types of allergies in the training materials?
o Only drug allergy recording (1)
o Both drug and non-drug allergy recording (2)
o Drug, food, and other non-drug allergy recording (e.g., latex) (3)
o Don’t know/ Unsure (4)
Q13 Does your Trust have a Local Guideline or Standard Operating Procedure (SOP) in place covering allergy documentation on the EPR?
o Yes (3)
o No (5)
o Don’t know/ Unsure (4)
Q14 If yes to Question 13, does this guideline/SOP include documentation for allergens below? (Select all that relevant)
▢ Drugs (1)
▢ Food (2)
▢ Other non-drug substances (e.g. latex) (3)
▢ Don’t know/ Unsure (5)
Q15 Does your hospital have access to specialist allergy advice for paediatric patients?
o Yes, please specify if this service available is available through In-House, Local Centre or Regional Centre. (1)
o No (2)
Q16 Does your hospital have access to specialist allergy advice for adult patients?
o Yes, please specify if this service available is available through In-House, Local Centre or Regional Centre. (1)
o No (2)
Q17 Does the incident reporting platform have a specific category for recording food or other non-drug allergy incidents?
o Yes (1)
o No (2)
Q18 In the last 10 years, has your Trust recorded any incidents where a patient was administered a food, drug, or other substance (e.g., latex) they were known to be allergic to?
o Yes (1)
o No (2)
Q19 If yes to question 18, how many such incidents have been reported in the last 10 years? [Numerical Response]
o <5, please specify (1)
o 5 – 9, please specify (2)
o 10 – 19, please specify (3)
o ≥ 20, please specify (4)
o Don’t know (5)
Q20 If yes to question 18, please indicate the number of incidents for each category: [Numerical Response]
▢ Drug allergy incidents (1)
▢ Food allergy incidents (2)
▢ Incidents to other allergic substances (3)
▢ Don’t know/ unaware (4)
Q21 Considering the start date of your EPR system, how many years’ worth of incident data have you been able to search for this survey? Ideally, up to 10 years. (e.g. 2014 – 2024)
Q22 For reported DRUG ALLERGY incidents, what are the drugs involved, age group (≤17 or >17 years), and level of harm (no harm, low harm, moderate harm, severe harm or death), listing up to 10 cases prioritized by severity of harm, followed by the most recent incidents?
Please indicate the total cases below if more than 10 cases were reported.
Example: Case 1 (Amoxicillin, >17yo, low harm).
▢ Case 1 (allergen, age, level of harm) (1)
▢ Case 2 (allergen, age, level of harm) (2)
▢ Case 3 (allergen, age, level of harm) (3)
▢ Case 4 (allergen, age, level of harm) (4)
▢ Case 5 (allergen, age, level of harm) (5)
▢ Case 6 (allergen, age, level of harm) (7)
▢ Case 7 (allergen, age, level of harm) (8)
▢ Case 8 (allergen, age, level of harm) (9)
▢ Case 9 (allergen, age, level of harm) (10)
▢ Case 10 (allergen, age, level of harm) (11)
▢ If more than 10 cases are reported, please indicate the total number of cases below. (13)
▢ No drug allergy incidents reported (14)
Q23 For reported FOOD and OTHER NON-DRUG ALLERGY incidents, what are the allergens involved, age (confirm age via clinical record if required), reactions, if serious incident reported and level of harm (no harm, low harm, moderate harm, severe harm or death), listing up to 10 cases prioritized by severity of harm, followed by the most recent incidents?
Please indicate the total cases below if more than 10 cases were reported.
Example: Case 1 (Peanut, 3yo, anaphylaxis, serious incident reported, moderate harm).
▢ Case 1 (allergen, age, reaction, serious incident reported, level of harm) (1)
▢ Case 2 (allergen, age, reaction, serious incident reported, level of harm) (2)
▢ Case 3 (allergen, age, reaction, serious incident reported, level of harm) (3)
▢ Case 4 (allergen, age, reaction, serious incident reported, level of harm) (4)
▢ Case 5 (allergen, age, reaction, serious incident reported, level of harm) (5)
▢ Case 6 (allergen, age, reaction, serious incident reported, level of harm) (7)
▢ Case 7 (allergen, age, reaction, serious incident reported, level of harm) (8)
▢ Case 8 (allergen, age, reaction, serious incident reported, level of harm) (9)
▢ Case 9 (allergen, age, reaction, serious incident reported, level of harm) (10)
▢ Case 10 (allergen, age, reaction, serious incident reported, level of harm) (11)
▢ If more than 10 cases report, please indicate the total number of cases below. (13)
▢ No food allergy OR other non-drug allergy incidents reported (14)
Q24 For FOOD AND OTHER NON-DRUG ALLERGY incidents, how many of the incidents was the allergen clearly documented in patients notes/correspondence prior to the incident? Please insert the number of cases involved in each category. (e.g. 0 – 100)
▢ Food allergies documented correctly, please specify: (1)
▢ Food allergies not documented, please specify: (2)
▢ Non-drug allergies documented correctly, please specify: (3)
▢ Non-drug allergies not documented, please specify: (4)
▢ The food/ non-drug allergens were not previously known (7)
Q25 For FOOD AND OTHER NON-DRUG ALLERGY incidents, how many of the incidents was the allergen correctly documented on the relevant field in EPR prior to incident (Cerner / Epic / Other)? Please insert the number of cases involved in each category. (e.g. 0 – 100)
▢ Food allergies documented correctly, please specify: (1)
▢ Food allergies not documented, please specify: (2)
▢ Non-drug allergies documented correctly, please specify: (3)
▢ Non-drug allergies not documented, please specify: (4)
▢ The food/ non-drug allergens were not previously known (5)
Q26 What were the causes identified in the food or other non-drug incidents? (Multiple answers allowed)
▢ Allergy not recorded in EPR (1)
▢ Allergy recorded but not flagged/alerted (2)
▢ Staff did not check EPR (3)
▢ Incorrect substance administered due to similar names/packaging (4)
▢ System error or failure (5)
▢ Other (Please Specify) (6)
▢ Unsure/ Don’t know (7)
Q27 What challenges, if any, does your Trust face in accurately recording and managing allergy information in EPR systems?
Q28 What improvements do you suggest could be made at a national level to better manage allergy information in patient records?