Staff file incidents from a phone in under two minutes, with guided questions and photos. Severity rules route each report through the right sign-off chain, flag regulatory-reportable events to management instantly, and track every corrective action until it's verified closed.
Typical results
Under 2 min
To file from a phone
0
Missed regulatory deadlines
6 days
Corrective action closure
Figures reflect typical results for this kind of automation.
The challenge
Incident reporting across four nursing homes ran on paper forms that staff dreaded: twenty-five minutes of writing at shift's end, so falls got logged tomorrow or never. Reports sat in trays awaiting signatures, a reportable event once missed its regulatory deadline, and corrective actions from last quarter's incidents were still open — or forgotten.
Before and after
Incidents filed same-day
2.5×Time to file a report
−92%Corrective action closure
−71%The automation
We built a mobile incident form that walks staff through guided questions — what happened, who was involved, injuries, witnesses — with photo capture, in under two minutes. Severity rules classify each report and route it through the right sign-off chain, from shift nurse to director of nursing to administrator. Regulatory-reportable events trigger management alerts with a deadline countdown, and every corrective action is assigned an owner, chased by automated reminders, and closed only with documented verification.
How it works
- 01
Two-minute filing
Staff open the mobile form, answer guided questions, and attach photos from the scene.
- 02
Severity scored
Rules classify the incident from type, injury level, and context the moment it's submitted.
- 03
Sign-off chain
The report routes for the right approvals — shift nurse, director of nursing, administrator.
- 04
Regulatory radar
Reportable events alert management instantly, with a countdown to the filing deadline.
- 05
Closed, verifiably
Corrective actions get an owner and automated reminders until closure is documented.
Starts from
- Mobile incident form
- Photos from the scene
Delivers
- Sign-off chain
- Regulatory alerts
- Corrective action tracker
The impact
Every incident across the group is filed the same day — most within an hour of occurring. Filing takes under two minutes, regulatory deadlines stop slipping, and corrective actions close in about six days instead of three weeks, with management watching one live board.
Questions about this automation
How does the system score an incident's severity?
When staff submit the mobile form, rules read the incident type, the injury level and context such as whether a resident was involved. Each combination maps to a severity level, which sets the sign-off chain, from shift nurse to director of nursing to administrator, and decides whether the event is regulatory-reportable.
What happens when an event must be reported to a regulator?
Reportable events alert management the moment the form is submitted, with a countdown to the filing deadline. Reminders repeat as the deadline approaches, and the alert stays open until someone records that the filing was made, so a reportable incident cannot sit unnoticed in a tray of paperwork.
How are corrective actions followed through?
Each corrective action gets an owner and a due date, and automated reminders continue until the owner documents that it is done. Closure requires that documented verification, and management sees every open action on one live board. This is a multi-step build, usually rolled out in stages, starting with the mobile form.