- Report an Incident
- Protect my Identity
- Check Status of an Incident
- Notify other staff about an incident
- Save as Draft
- Cancel editing an incident
- Incident status equals Pending Details
- Discussions
- Upload Attachments
- Filters and Search
- Manage Flags
- Print Incident report
- Reject an Incident
- Delegate Supervisor
- Reclassify Incident Type
Report an Incident #
An Incident is an instance of something happening that can cause risk to person’s health and safety.
To report an incident:
- ● Expand the left menu and select Incidents
- ● Click on the Report Incident button
The status of the incident will be in Draft at this stage.
Select the date and time of the incident
Select the incident location from the list of locations
Select the Incident Type by expanding one of the Categories – Clinical, Non- Clinical, and Workplace
Click Submit button
Protect my Identity #
A reporter’s identity can be protected while submitting an incident report and will remain protected throughout the incident progress.
The reporter’s name will not be displayed anywhere in that particular incident. Only the Quality Manager can view the identity.
To protect the identity of the reporting person:
1. Select Protect My Identity toggle button
2. Select I Agree.
3. Click Submit & Protect My Identity button
The reporting person has the option to allow or disallow their immediate supervisor to view their identity by selecting “Allow Supervisor To View My Identity” option.
4. Lock icon will be displayed when identity is protected.
Check Status of an Incident #
The status of an Incident changes at every stage of an Incident.
‘Draft’ when reported.
‘Pending Details’ when preliminary details are submitted.
‘Pending supervisor review’ when Incident details are completed.
‘Pending Amendments’ When Supervisor requests for amendments.
‘Pending Quality review’ when Supervisor approves the Incident.
‘Pending RCA/Investigation’ when the Quality Manager approves the Incident.
‘Rejected’ when the Quality Manager/supervisor rejects the Incident.
‘Pending Sign off’ when the Investigation phase is completed.
‘Closed’ when all the assigned sign off persons completes sign off.
The status can be viewed in the Incident list view or in the top of the Incident form.
Notify other staff about an incident #
A user can notify one or more persons about an Incident to which he has an access. The notified person then has access to that Incident.
To notify people:
Open the Incident record and click
Select users who has to be notified from the user list and click ‘+’ button
Staff who are notified will be able to view the incident and can comment on discussions
Save as Draft #
Details added to an existing Incident can be saved as draft and continued upon when the Incident is reopened later.
● Open the Incident to be edited
● From the Actions menu, select ‘Edit’
● Enter the necessary changes to the Incident and select ‘Save as draft’ from the Actions menu
Cancel editing an incident #
When you are editing an incident, if you decide not to save or submit it, you can cancel editing.
To cancel/clear the Incident details entered, select Cancel Editing from the Actions menu.
Incident status equals Pending Details #
When Status equals Pending Details, it means that the Incident has been reported but details about the incident are yet to be submitted.
It can be updated by the reporting staff.
Go to Incident Manager and click the specific Incident to open it.
In the “Incident Details” tab, click on the Actions button and
click “Edit”
Enter the incident details under ‘Update Incident Details’
Depending on the type of Incident, the number of steps involved in submitting the incident details varies.
At any point in time, you can Save as draft and resume later.
Update Incident Details Screen
Discussions #
Discussions is a platform for collaboration. Discussions within an incident are private to all stakeholders of that incident.
Anyone who has access to an Incident can post a comment or reply to a comment and participate in the discussion.
Open the Incident
Click on the Discussion icon in the top right corner of the page.
Type the comments and click
You can also reply to other comments or reply to replies.
Upload Attachments #
Files of all types can be attached to an Incident.
To add a file:
Open the Incident to which the file has to be uploaded and click 
The file can be uploaded by drag & drop option or by browsing from the local files.
Enter a short description of the file to be added and click
File uploaded screen
Filters and Search #
Incident records can be filtered in multiple ways : By selecting Status/ Type/Hospital/ Department/ Date Range, or any combination of these. You can also filter by toggling the flags.
The search can also be narrowed down by entering a value in the ‘Search’ field eg. Incident Number, Reported by person.
Example of search screen
Manage Flags #
Only Quality Managers have the access to manage flags for an Incident. When flags are set or unset, relevant stakeholders will be notified. The list of staff will be notified for this action and can be managed in email groups.
Various flags can be set by clicking on
and selecting the toggle button against the flag.
When a flag is set, it will be highlighted in the incident header as icons.
Print Incident report #
Open an Incident with Incident details. In the incident header, next to the Incident number click 
Note : Only those who have been assigned the permissions to download the report will see this icon.
Reject an Incident #
Supervisor can reject an incident if the incident is pending their review (Status is Pending Supervisor Review).
Quality Manager can reject an incident anytime after it has been submitted and before it is closed.
If the status is Pending Supervisor Review, you can reject the incident from the Supervisor page.
For any other status, you can reject the incident from the Quality Manager page.
The reason for rejection and the comments added while rejecting can be viewed in the notes section of the incident.
Once the incident is rejected, the Incident will be in read-only mode.
Reporting person will get notified via email whenever an incident is rejected.
Delegate Supervisor #
Incident Review process (SBAR) can be delegated or re-assigned to another staff.
Once Delegated, the new staff will be the Supervisor for that incident and he/she can complete the SBAR review page.
When an incident is reported, it will be default assigned to the reporting staff’s immediate Supervisor
This supervisor can view the incident details, and take an informed decision as to if and whom to delegate it to.
How to Delegate Supervisor Review?
● Open the incident.
● Go to Supervisor tab
● Under Actions, a new option called Delegate will be available. Using this, the current supervisor can delegate the responsibility to another staff member by providing a reason (comments are mandatory here).
● Only the current Supervisor or a QM can delegate the SBAR to another staff.
● Delegation can be done any number of times until SBAR is completed.
Screens below explains the steps
Reclassify Incident Type #
Quality Manager can reclassify an incident to a different incident type if you determine that it was reported under an incorrect type.
Incident listings, reports and dashboards will consider the new incident type for all statistical purposes.
Original reported incident type and the form questions and responses submitted by the reporter will be retained as-is for informational and integrity purposes.
