Once a mandatory occurrence has been raised managers for the property it relates to will be notified by email and required to manage that record through to completion.
Please note: You will need appropriate role permissions to manage mandatory occurrences. If you believe you need access, please ask your Super User to review your role security.
Step 1. Open a mandatory occurrence
Navigate to the ‘Mandatory Occurrence Module’ in QUOODA to see the latest Mandatory Occurrences that need action. Select the one you wish to manage by clicking on it within the table.
Step 2. Confirm the status of the mandatory occurrence
Review the Mandatory Occurrence, including the ‘Details’ tab as well as any Documents which have been attached.
Useful help and tips are available via the tooltip on the top right. This provides in-depth information and links to supporting articles on the Support Hub and Gov.uk website.
The actions you need to take will depend on the request's status. A list of statuses and a direct link to the actions that are needed at each stage are below:
- Awaiting Review – You need to complete an initial review of the occurrence and decide if you are rejecting it or accepting it to move forward.
- Accepted – The occurrence has been accepted, and you need to notify the governing body.
- Rejected – The mandatory occurrence has been rejected and closed, no further action is needed at this point.
- Notified – The governing body has been notified, and you have 10 days to submit the report.
- Report Submitted – The mandatory occurrence has been fully submitted to the regulatory authority. No further action is needed, although any follow-up can still be saved against the record.
Step 3. Rejecting a Mandatory Occurrence
You will be able to reject a Mandatory Occurrence if it does not fit into the guidelines. If this is the case, click reject on the top right corner. The system will prompt you to enter a reason for the rejection and click save.
Step 4. Accepting Mandatory Occurrence
If the Mandatory occurrence meets the criteria, you can click ‘Accept’. There will be a pop-up window that will allow you to type your reasoning for accepting it. Please provide as much detail as possible.
Once you are happy with your reasons, click ‘Save’.
Step 5. Notifying the Governing Body
Once you have accepted the Mandatory occurrence, you will need to notify the relevant body. If you are unsure how to do this, the ‘How do I notify’ tooltip on the right-hand side of the screen provides instructions.
You will receive a reference from the Governing Body on completion of the notification. Once you have this, click ‘Mark as notified’ and enter the date of notification, the person who completed that notification, and the reference number.
Click ‘Save’ to mark as notified and record this information.
Step 7: Submitting The Report
Once the BSR body has been notified, you will need to submit a report following the online form. The ‘How do I submit the report?‘ tool tip provides an overview of this task.
TOP TIP: You can also download documentation from the report by clicking the three buttons next to their documents, or you can download the incident from the Adverse Events module and attach it if necessary.
Once you have completed the submission of the report, you can click ‘Mark Report as submitted.’ You must enter the name of the person who submitted it and the date. This is now fully complete, but you can still add further document attachments to the record should you need to.
Throughout this process, you can continue to use and update the ‘Investigation’ tab on the linked Adverse Event record to manage your internal actions on this occurrence.