Overview
The Healing, learning and improving from harm policy (https://www.hqsc.govt.nz/our-work/system-safety/healing-learning-and-improving-from-harm-policy/national-adverse-events-reporting-policy/) requires reporting of harm (adverse) events to Te Tāhū Hauora.
This submission portal enables the reporting of the harm (adverse) events as follows:
- You can now fill out the new Part A and B sections, directly in the portal itself.
- No upload for the Part A is required. You will only need to upload the final review report at the end of the Part B section.
- You can also edit and make changes as required until your final submission is completed, directly in the portal itself.
Contact us: harm.event@hqsc.govt.nz
FAQs
An adverse events submission portal has existed for many years primarily used by Hospital Speciality Services within Te Whatu Ora Health New Zealand. Following the introduction of Pae Ora (Healthy Futures) Act 2022, and Ngā Paerewa Health and Disability Services Standard 2022, the number of providers submitting harm events has grown exponentially. A new portal was required to enable large numbers of providers to submit harm events and will go live on 1 July 2025. The new submission portal provides a more user-friendly reporting experience and direct oversight by providers of their own harm data.
Most users of the current system will be sent an email on 1 July inviting them to sign up for the new portal. Please check your junk/spam folder for this. If you are new to submitting or have not received this invitation, please use this form [add registration form link here]
Please refer to [sign up/login document] for more information on signing up for the portal.
Your portal login is linked to your email address so you will not need a password to login.
This is a reference number that is created by your facility / organisation as your unique way to identify the harm event (this might be the number of the harm event in your specific incident management system). The Part A and Part B for the same event will share the same event reference number. If your organisation does not have an incident management system, please create an event reference number for the submitted event that makes sense to you.
Yes, this is available on the event list tab. Open the event the event list and hover over the three dots […] then click to edit.
The anonymised report should be uploaded at the end of the part B submission section. The final field on the part B tab before the submit button is where this can be attached. You can only submit one PDF file here.
Please attach this where it asks for an anonymised review report, as described above.
No, this will no longer be required as you will be able to regularly check on your submissions and make any changes required. A reminder email will be sent at the end of each quarter to prompt you to check your submissions are complete.
Yes, you can download your event list into an Excel file for your own reporting requirements.
No all submissions will be in the new portal from 1 July 2025.
You will need internet access and access to a phone that can receive text messages, or access the Microsoft Authenticator app, to enable verification before you are able to log into the system.
If you have any suggested changes about the layout or content of the submission portal, please email harm.event@hqsc.govt.nz
See the policy user guide for this information (link)
See the policy user guide for this information (link)
We have developed a user-guide for the portal which provides a walk-through of each step for submitting a harm event along with how to access other features such as editing, downloading data and uploading anonymised reports. We also have a video recording of this process available on request (Email your request to: harm.event@hqsc.govt.nz).
Why is there a new submission portal from 1 July 2025?
An adverse events submission portal has existed for many years primarily used by Hospital Speciality Services within Te Whatu Ora Health New Zealand. Following the introduction of Pae Ora (Healthy Futures) Act 2022, and Ngā Paerewa Health and Disability Services Standard 2022, the number of providers submitting harm events has grown exponentially. A new portal was required to enable large numbers of providers to submit harm events and will go live on 1 July 2025. The new submission portal provides a more user-friendly reporting experience and direct oversight by providers of their own harm data.
How do I get a login?
Most users of the current system will be sent an email on 1 July inviting them to sign up for the new portal. Please check your junk/spam folder for this. If you are new to submitting or have not received this invitation, please use this form [add registration form link here]
Please refer to [sign up/login document] for more information on signing up for the portal.
How do I set and reset a password?
Your portal login is linked to your email address so you will not need a password to login.
Where do I get the event reference number from?
This is a reference number that is created by your facility / organisation as your unique way to identify the harm event (this might be the number of the harm event in your specific incident management system). The Part A and Part B for the same event will share the same event reference number. If your organisation does not have an incident management system, please create an event reference number for the submitted event that makes sense to you.
Can I edit my part A or part B?
Yes, this is available on the event list tab. Open the event the event list and hover over the three dots […] then click to edit.
Where do I attach the anonymised review report?
The anonymised report should be uploaded at the end of the part B submission section. The final field on the part B tab before the submit button is where this can be attached. You can only submit one PDF file here.
Where do I attach the mental health seclusion event review report?
Please attach this where it asks for an anonymised review report, as described above.
Will I still be emailed for quarterly reconciliation of submissions?
No, this will no longer be required as you will be able to regularly check on your submissions and make any changes required. A reminder email will be sent at the end of each quarter to prompt you to check your submissions are complete.
Can I export my submitted part A and part B form to meet other reporting requirements and to identify quality improvement activities?
Yes, you can download your event list into an Excel file for your own reporting requirements.
Do I need to submit any events using the old portal for previous Part A submissions?
No all submissions will be in the new portal from 1 July 2025.
What system requirements do I need to use the portal?
You will need internet access and access to a phone that can receive text messages, or access the Microsoft Authenticator app, to enable verification before you are able to log into the system.
How can we suggest potential changes to the portal?
If you have any suggested changes about the layout or content of the submission portal, please email harm.event@hqsc.govt.nz
Who needs to submit harm event reports?
See the policy user guide for this information (link)
What events need to be reported?
See the policy user guide for this information (link)
How do I use the new harm (adverse) event submission portal?
We have developed a user-guide for the portal which provides a walk-through of each step for submitting a harm event along with how to access other features such as editing, downloading data and uploading anonymised reports. We also have a video recording of this process available on request (Email your request to: harm.event@hqsc.govt.nz).
