The Incident Management module is present in both Medgate’s Safety and Environmental software suites, but is configured in each suite to meet the unique requirements of the field. Developed and enhanced by safety/environmental professionals with field experience, this module enables organisations to collect comprehensive data on incidents, create an accurate picture of the event, identify root causes and learning points, implement corrective actions, and ensure proper incident notification up the chain of command.

Key Benefits of the Incident Management Module

This module will help environmental/EHS professionals to:

  • Streamline environmental incident reporting and investigation workflow and build a consistent process across sites, business units, and/or countries
  • Implement actions that will prevent a similar incident from happening again
  • Promote data integrity and compliance with complete, comprehensive, and accurate incident reports and investigations

  • Improve and accelerate information sharing between environmental professionals, supervisors, and managers
  • Use metrics to track environmental/safety performance and identify root causes, risks, hazards, and trends so you can prioritise efforts and make impactful changes
  • Support adherence to environmental management system standards

How does the Incident Management Module Work?

This module includes many invaluable features that will help you quickly and effectively realise the benefits described above. The features fall into 5 groups:

Incident Reporting and Notification

  • Capture data for any environmental event topic:

    • Releases and spills
    • Notices of violation
    • Regulatory inspections

    • Customer complaints
    • Service failures

  • Begin the incident workflow from within the Event Reporting module (an employee or supervisor reports an environmental event) OR from within the incident management module itself
  • Automatically notify any and all relevant parties (H&S staff, managers, etc.) once an incident report has been filed
  • Send incident summary reports to any designated parties within the organisation

Data Collection and Investigation

  • Attach any and all related event reports that have been filed by employees using the Event Reporting module
  • View risk assessments relating to the incident in order to gather valuable lessons learned data for the job in question within the incident record
  • Classify/categorise the incident according to your standards with numerous user-defined fields
  • Configure and follow an investigation completion and approval workflow according to your company process

  • Collect various incident data and consolidate in one main incident record:
    • Witness statements and contact information
    • Photos of the scene or incident
    • Any documents related to the event
    • Data collected using company-specific questionnaires / checklists

Root Cause Analysis

  • Use a decision tree model for easy visualisation of‘5 Why’ root cause analysis. Using this non-linear method of root cause analysis, you can:

    • Track multiple reasons and sub-reasons as to why the event may have occurred

    • Select the most fitting underlying cause to include on the incident record

  • Once you are satisfied with the data you’ve collected, you can begin the approval process; your decision tree will be stored on the record for future review if needed

Investigation Approvals and Corrective Action Tracking

  • Streamline incident approval workflow and action assignment, ensuring that the incident approval process is complete and accurate:

    • Trigger an automated investigation workflow/approval escalation process that moves through the appropriate chain of command for the employee in question
    • Configure reminders to run at different frequencies before and after the activity due date

    • Automatically generate and send assignment emails containing pertinent incident information and a standalone link that allows assignee to access and update the incident record
    • Maintain a history of incident approvals/rejections along with approver comments

  • Seamlessly connect actions to findings, allowing for the action workflow to be automatically triggered when a specified finding is recorded
  • Manage incident and other environmental-related findings & actions in the Findings & Actions module for quick access to all active actions

Incident Management Metrics

Medgate’s comprehensive Business Intelligence tools will empower you with meaningful reports that allow you to analyse incident data, track environmental performance, and identify trends, hazards, and root causes.

  • Provides three reporting options that enable you to visualise your progress and performance:
    • Flexible Standard Reports that allow you to run common EH&S metrics with multiple filtering options
    • Robust Report Writer that can pull simple or complex reports on any data in the system
    • A powerful Metrics tool that offers drag and drop functionality and allows you to see multi-dimensional metrics with limitless possibilities
  • Allows you to post your most important reports to your environmental dashboard

Integration Points

Medgate’s Incident Management module is also part of Medgate’s Safety Software Suite and Occupational Health Software Suite (for any injury/illness incidents). In the Environmental Software Suite, it integrates with these other modules:

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