Incident Reports v3

Incident Reporting helps customers with the creation of incident reports, escalation matrices, customizing reports that are tailored for different incidents and solving reports.  The purpose of incident reporting is to identify safety hazards and develop interventions to mitigate these hazards in order to reduce harm in health care.

Functional Escalation: When a report is created, at the end of it, it needs someone who will resolve or escalate it. If that person can’t resolve it, the report will now go to next person in the Escalation Hierarchy until someone resolves it. 

The advantage that this method has is that it’s simpler and more straight forward and its disadvantage is that not many people are involved in the Report and the only evidence they have is from the person that escalated it.

 RACI Escalation: a Responsibility-Assignment model that describes the participation by various roles in completing tasks for a Project or a Process. RACI makes multiple people be involved in the resolution of the process at the same time. RACI’s roles are based on its name:

R – Responsible: Resolves the report

A – Accountable: Overseer of what R does and authorizes Resolution approval requests done by R

C – Consulted: Experts on the matter - provide assistance

I – Informed: Notified of what it’s being done with the report resolution

Anyone Escalation: Escalates the report to everyone. The first one that takes it will be responsible for its resolution. If that person can't resolve it, they can choose to escalate it to whoever they want because the model still stands.

RACI’s roles have different actions within a report:

R- Responsible

- Resolve (Request review is done by A)

- Open Conversations

- Request Responsible change

A – Accountable

- Change Responsible

- Open conversations

- Review Resolutions (Reject/Approve)

C – Consulted

- Answer/Open conversations

- Can Resolve if "R" Responsible requests a change - delegated by A (Accountable) 

I – Informed

- Receive email notifications

Step 1: Log in at MedTrainer

Step 2: On the left hand column, select Document Center, and select Incident Reports v3

Step 3: Click on the Escalation Matrices  > Select Create New Matrix 

Once your Matrix has been created... you will create a form 

Step 4: Select forms button > click on +Add form

Once your Matrix has been created...you will create a New Incident

Step 5: Click the New Incident button 

Step 6: Select the Form you have previously create 

Step 7: Select continue 

Step 8: Fill out the form > Select submit form when you have filled out the form 

An anonymous form allows a user to submit a report without providing their name, and the reporter's personal information is always kept anonymous. Medtrainer explicitly states that it does not keep a record of the reporter’s information and therefore cannot share the reporter's data with anyone, including Admins.

If you are configured as Responsible, the Resolve button will be available. Clicking it opens the Resolve screen where you can document all closure recommendations, investigation, and analysis details. You can also add notes or indicate if further review is needed before confirming the resolution by clicking Resolve incident.

You can build an escalation matrix based on one of the following five parameters:

• By Incident Type

• By Reporter

• By Location

• By Department

• By Location and Incident Type (combined)

Navigate to the module, click the Forms button, and then click Add form. On the creation screen, select the sections you want on the form, choose the escalation parameter, and then click Create. On the next screen, you can drag and drop elements to customize each section. Finally, click Publish to save and activate the form.

There are four default severity levels by default, but you can add up to ten in total. The purpose is to help identify the impact of each incident report on the organization and to flag those that require an immediate response from senior management and specialized response teams.

Editing is possible only if two specific settings in Company Settings are set to Yes:

• Escalated reports can be edited by admins and super admins involved in the workflow if Allow involved people to Edit the Incident during escalation is set to Yes.

• Resolved reports can be edited by all super admins and involved admins if Allow Involved people of the Matrix and Super Admins to Edit IR after Resolution is set to Yes.

Note: Anonymous incident reports cannot be edited due to their nature.