The Incident Management module is one of the cornerstones of Medgate’s Safety Software Suite. Developed and enhanced by safety professionals with field experience, it is a powerful tool that enables organisations to collect comprehensive incident data, 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.

diagram-incident-integrated

Key Benefits of the Incident Management Module

This module will help you:

  • Streamline incident reporting and investigation workflow and build a consistent process across sites, business units, and/or countries
  • Improve and accelerate information sharing between medical staff, case managers, safety professionals, supervisors, and managers
  • Promote data integrity and compliance with complete, comprehensive, and accurate incident reports and investigations
  • Implement actions that will prevent a similar incident from happening again
  • Use metrics and the Medgate data cube to track safety performance and identify root causes, risks, hazards, and trends so you can prioritise efforts and make impactful changes
  • Streamline claims management with auto-generation of regulatory forms and logs
  • Support adherence to safety 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 6 groups:

Incident Reporting and Notification

  • Capture data for any type of safety event:
    • Incidents resulting in injury or illness
    • Near-misses
    • Property damage
    • Any other type of loss or event that your company wishes to capture
  • Begin the incident workflow from several points within the Medgate application:
    • Event reporting (an employee or supervisor reports an event)
    • Clinic visit (an employee visits the medical clinic because he/she is sick or injured)
    • Audiometric testing (the clinic has identified hearing loss)
    • Body fluid exposures (the clinic has identified an exposure)
    • Case management module
    • Within the Incident Management module itself (for companies not using event reporting or for non-injury/illness events)
  • 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
  • Save time completing regulatory forms with auto-completion of pertinent incident data. Standard forms include (but aren’t limited to) the employers’ first report of injury for any state or province (ie: Form 7) and federal forms such as the OHSA 301 log in the US and the RIDDOR form in the UK

Data Collection and Investigation

  • 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
  • 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

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
    • Automatically generate and send assignment emails containing pertinent incident information and a standalone link that allows assignee to access and update the incident record
    • Configure reminders to run at different frequencies before and after the activity due date
    • 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 safety-related findings & actions in the Findings & Actions module for quick access to all active actions

Incident Management Metrics

Medgate’s comprehensive metrics & reporting features (part of our Business Intelligence Suite) will empower you with meaningful reports that allow you to analyse incident data, track safety performance, and identify trends, hazards, and root causes.

  • Provides three reporting options that enable you to visualise your progress and performance:
    • Flexible canned reports that allow you to run common H&S metrics with multiple filtering options
    • Robust report writer that can pull simple or complex reports on any data in the system
    • A powerful data cube 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 safety dashboard

Integration Points

Medgate’s Incident Management module integrates with the Occupational Health Software Suite (for any injury/illness incidents) as well as the following modules in the Medgate Safety Software Suite:

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