Changes to the Datix system

NHS computer

From Monday 8th February, the way that documents are created (merged) within the Datix system will improve for users.

The system will be moved from Active-x (client side) merging to server side merging. The change means:

  • the system has the ability to merge more data over onto a template, which saves the time you spend editing each document.
  • the system automatically saves a draft copy of a merged document to the documents section of a record. You will still have to save a copy of the document in the usual way to the documents page post-editing
  • an Active-x error (browser security settings) message will no longer occur. There will be no more prompts for you to change your browser security settings to allow you to create (merge) documents within Datix.

If you are a Datix user, with access to records, you will need to ensure a document creates/merges within the system by:

  • adding ALL of the people who were involved in the incident/patient experience/claim/FOI/RFI/frequent caller occurrence are added to the record (either as a person affected, employee, witness, claimant, assailant, police contact or other contact)
  • completing their full address where possible, along with ensuring the ‘role’ that the person involved undertook is documented as the most appropriate one of the following options from the list below:

Role in incident/patient experience /claim /FOI / RFI/frequent caller record

Examples of when this role is most appropriate to be documented:

Reporter of incident

For the reporter of the incident

Person responsible

For the person who is responsible for an incident/patient experience occurrence.

Person affected

For the person affected in the incident/patient experience/claim


For anyone who witnessed the occurrence (unless the person is a member of Trust staff or police staff)


For a patient who is not the person who was affected in the occurrence.

Staff member

For an employee of the Trust involved in the occurrence or who was notified of the occurrence, who may or may not have witnessed the occurrence.


For the person who is the requestor of the FOI/RFI.


For the person(s) who have been assigned as an investigator of an incident/patient experience


For the assailant in an incident occurrence


For an advocate in a patient experience/claim


For the claimant in a claim

Reporter of experience

For the person reporting the patient experience


For the ombudsman in a patient experience/claim


For the person who is not the person who has been affected, or a claimant or a requestor of information, but is a relative of the person who has been affected


For the solicitor in a RFI

Defence solicitor

For the defence solicitor in a claim

Claimant’s Solicitor

For the claimant’s solicitor in a claim


For a person who was visiting Trust property at the date/time of the occurrence, who did not witness the occurrence.


For the coroner in a RFI/claim

Trust insurers

For the Trust insurers in a claim


For a member of police staff involved in an occurrence or who was notified of the occurrence, who may or may not have witnessed the occurrence.


  • ensuring ALL those involved have been ‘approved’ i.e. checked against the database for any existing details held about them and the details held within the record on the database have been confirmed as correct, prior to document creation (merging).

If you require any further technical assistance in relation to the Datix system, please contact the Clinical Quality Systems Team:

Published 5th February, 2016

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