Incident Reporting Center
Incident Reporting Center
Situations and events that threaten the health, safety or well-being of the individuals we serve can occur at any time. The purpose of our newly enhanced feature is to provide you with a state of the art tool for managing the communication, report, investigation and review of such events all while maintaining and protecting the rights of those involved. Let's begin.
Preliminary Step: This new feature comes with new permissions and settings. Please make sure to adjust the permissions so that staff has the access they need.
To see and adjust the new settings please click at the top of the dashboard by your name and scroll to settings. Once inside this feature please select Incident Report Settings. Use the toggle to turn on/off your selections. If you select to customize your incident types a link will pop up.
Step 1: From the main dashboard click on the IR Center tab to enter the module.
Step 2: Once inside you will notice several features. There is a large filtering section. This will be very useful as the data begins to build. You can select to open/collapse this section by clicking the +/- sign.
Step 3: Just below the filter section you will see the Incident records. Incidents will move through stage/status. When it is first communicated the first is Open/Open. Click here to open and review.
Step 4: Once inside the initial communication you can see the details of the staff communicated incident. In this first step you review the communication. Edits can be made and then you would save any changes. There is a section to mark the body (set up in settings) and a section for signature. There is also a button to mark the incident as private.
Once you click save and this moves the progress of the report to Open/In Progress.
Step 5: The next step in the process is the Supervisor Action. In this step the incident is classified.
Once it is classified and saved the progress of the report becomes Classified/In Progress. You then click on Mark Done and the status then becomes Classified/Completed. From here you can start the report by clicking the blue button at the top.
Step 6: In this phase you are adding the official incident report based off the information from the previous steps. This information auto populates to the report. At this time you are adding in any necessary details. In all of these sections documents can be uploaded. At any point you can save your progress and return at a later time to complete.
You should also notice that the uploaded documents have a tab for storage and there is also a follow up task section. Here you can set follow up tasks for staff to complete. By activating this section you would then simply click on the blue Add button to set up tasks. Once all sections are complete you would mark this section as done. By marking this stage done it then changes to Report/Completed. You will then have these buttons below appear.
- The unlock feature allows you to go back to previous sections that were marked complete to add or edit information.
- The generate button allows you to generate a document for printing.
- Once you have notified the state of the incident you can use the notify state button to track this initial notification date in the IR timeline.
- Lastly is the start AIR button. Once clicked you begin the AIR process.
Step 7: In this step you will be completing the AIR. Beginning this section moved the stage to Investigation/Open. Again, in this section you are able to save and return to the document. As you are working in this section the stage is Investigation/In Progress. Once all sections are completed you are able to mark this as done. Once marked as done you will see buttons to unlock, generate AIR (print), Notify State (official date) and Start Review (QE). This also changes the status to Investigation/Completed.
Step 8: The QE review allows space for investigation notes and summary. Here there is a synopsis and conclusion to the incident. This moves the status to Final Review/Open. Once saved the status becomes Final Review/ In Progress. Once marked as done a button for Forwarding to the Standing Committee appears (as well as an unlock button) and the status is Final Review/Completed.
Step 9: By clicking on the forward to standing committee tab you have a pop up for adding the date. All of the dates appear on the main screen and this allows you to easily keep track of these important timelines. The final step would be to mark the incident as reviewed and closed. Once it is marked closed there is a re-open option.
That was a review of a reportable incident. Let’s get a glimpse at internal incidents. The overall process and steps remain the same but you’ll see the format is slightly different.
Step 1: Again from the main dashboard you enter the IR Center by selecting the icon. Once inside you will see the list of reported incidents. Begin at the open/open stage by clicking on either word. Once inside you review the initial communication and save and then move to the supervisor action to classify. Once you click on save and mark done it moves to the Classified/In Progress phase.
Step 2: The next step in this process is now is to start the report. In this section, as well as others, you are able to add information, save and return later to complete. When the incident is internal it is a more simplified process as you can see from the screenshot below.
Once you mark this section as done the incident moves to Report/Completed. From here you can generate the initial incident report and start the AIR.
Step 3: The AIR process is the same for internal and reportable incidents. All sections need to be completed in order to mark this document as done. Once marked done the incident phase is Investigation/Completed and it’s time to start the review.
Step 4: In this stage you perform the QE review. Once this information is added, saved and then marked as done the incident is in Final Review/Completed status.
Step 5: From here you would then see the Forward to Standing Committee button. Once you click that you will see new buttons appear. At the top of the screen you will see several tabs: Mark Private, Mark as Reviewed and Mark as Closed. The final step for all incidents is to mark it as closed.
Step 6: If you needed to gain access to any closed report, you can use the filter system to search for closed reports. If you needed to re-open a report you will see this option at the top.
This has been an overview on how to use the Incident Reporting Center. Here are just a few more helpful tips.
Tip 1: It’s important to check out the workflow rules around incidents. In the workflow manager you will find the alerts related to the new IR Center. Please make sure to set up these alerts and enable them. One of the most important triggers is when an incident is communicated. This will alert the necessary staff when a DSP or other staff initiates an incident communication.
Tip 2: When you view the reports in list form on the IR dashboard you will see some icons to the right. The first is a print button for various documents. Here you can generate and print the ICF, Initial Report and the AIR. The second tab is a red trashcan. This is a delete button. This is a permission base and should be used very carefully. Once a document is deleted it cannot be retrieved.
The third icon is a right facing arrow. Once clicked it takes you to a history log and comment section. Here you can see the steps/stages taken, by whom and the date and time. You can click to view these steps as well.
The comment section can be very useful for adding in notes, especially if you are waiting for other departments or outside agencies for information (police/accident reports, hospital discharge). This is a great way for everyone involved to communicate and stay on track.
Tip 3: Marking an incident as private means that only the staff with permission can see this incident and the information and stages. This protects both individuals and staff when serious accusations are made.
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