How Is Healthcare Incident Management Software Used?

Amber Ratcliffe
Healthcare worker making an entry on a tablet

Accidents happen — they’re just part of life. Unfortunately, when they happen in a healthcare environment, there are big-time implications. Incidents big and small can put the health and well-being of patients and staff at risk, which is why it’s important to respond to them quickly and address the situation thoroughly. Healthcare incident management software plays a critical role in mitigating the risks that can follow accidents. 

Using healthcare incident management software not only improves an organization’s response to accidents and issues; it can also help in preventing them. Here’s a closer look at the critical role incident management software plays in risk mitigation and compliance in healthcare environments. 

What Is Healthcare Incident Management Software?

Healthcare incident management software is designed to facilitate the management and response to incidents in care environments. It’s used to track, analyze, and resolve various types of incidents, including medical errors, adverse events, patient safety issues, equipment failures, security breaches, and other incidents. The software typically acts as a platform for reporting and documenting incidents, enabling healthcare professionals to record detailed information about the event, including date, time, location, individuals involved, and a description of what transpired. 

Read this case study to discover how one organization’s use of online incident reporting, amongst other digital compliance tools, helped to add 50 additional practice locations.

Separate from its function as a reporting platform, incident management software is also critical for compliance. It helps healthcare organizations ensure patient safety, regulatory standards, and continuous quality improvement by efficiently managing and responding to incidents in a systematic and organized manner. This includes tracking, communication and collaboration, qualifying resolution processes, identifying patterns or trends in incidents, and the ability to implement preventive measures to mitigate future incidents.

Put simply: incident management software helps prevent accidents and reduces their impact when they do occur. 

The Benefits of Using Healthcare Incident Management Software

While every healthcare organization has established practices and processes for different types of incidents, that doesn’t necessarily mean they’re effective. Healthcare incident management software raises the bar for process improvement. Here’s how:

1. Quicker Incident Reporting

Incident management software enables organizations to streamline the reporting process for incidents, accidents, near misses, and other safety events. It provides a centralized platform for capturing and documenting all relevant information, ensuring that incidents are promptly and accurately recorded.

2. Improved Communication 

Software enhances communication and collaboration among various stakeholders involved in incident management. Chiefly, software provides a platform for collaborative investigation, allowing multiple users to contribute their findings and insights.

3. Data and Trend Analysis 

Incident management software collects and analyzes data related to incidents. By aggregating incident data over time, the software allows for identifying trends, patterns, and areas of concern. This information can be used to implement proactive measures, improve patient safety, and prevent future incidents.

4. Regulatory Compliance 

Organizations like The Joint Commission (TJC), Centers for Medicare and Medicaid Services (CMS), Food and Drug Administration (FDA), and Occupational Safety and Health Administration (OSHA) require incident reporting and response documentation as part of regulatory compliance. Incident management software provides a structured framework for adhering to standards, regulations, and guidelines, reducing the risk of non-compliance penalties.

5. Risk Mitigation

By facilitating timely incident reporting, analysis, and resolution, incident management software contributes to risk mitigation in healthcare organizations. Promptly identifying and addressing incidents helps prevent escalation into more severe events and minimizes potential harm to patients, staff, and the organization as a whole.

6. Performance Monitoring 

Internal audits are a critical part in minimizing risk. Incident management software offers metrics and analytics to assess the effectiveness of incident response and resolution, to facilitate continuous quality improvement efforts that raise the bar for excellence among staff.

The role of healthcare incident management software is multifaceted. It provides insights for preventing incidents and — if and when they occur — can expedite a response to mitigate any collateral damage. Concurrently, data helps organizations refine both proactive and responsive measures. And, in the event of an audit, software stands as a central pillar for proving compliance. 

Questions to Ask: How To Select Healthcare Incident Management Software

Are your incident response policies still type-written in a binder? Scattered across different folders or filing cabinets? This is an all-too-real situation for many organizations, and it’s a form of risk waiting to happen. Moving everything into incident management software is imperative — and so is choosing the right platform. 

As you approach the task of centralizing and digitizing your incident management policies, ask yourself the following questions to make sure you’re investing in the right software solution:

Is it easily accessible for all employees? 

Make sure it’s easy for employees to use for reporting, but also easy for compliance and legal. If it’s not accessible and intuitive to use, your team will be less inclined to use it. The simpler and more accessible it is, the more value you’ll get out of it.

Is there strong customer support? 

Find a vendor with highly rated support that you can call to speak with someone from the company directly. Also, look for multifaceted contact channels such as email, chat, phone, and self-directed help. Who knows when you’ll need support?

Is the healthcare incident reporting software customizable? 

Organizations need the ability to set up reports for the information they want to collect. It’s also important to be able to use the words staff are familiar with — for example, facility vs. location. Customization is key.

Is there automatic routing? 

Getting crucial information to the right people during incident management is crucial. Make sure the software you choose has the ability to delineate roles and responsibilities, and that there are appropriate communication channels for routing action items and reports to the appropriate stakeholders. 

What are the reporting capabilities? 

Reporting helps you understand how efficient your facilities are at responding to incidents. Use software that prioritizes a wide breadth of reporting, so you always have a clear understanding of where you stand in terms of compliance, risk mitigation, and accountability. 

Consider MedTrainer Incident Reporting Software

Accidents happen. It’s how you respond to them and what you do to prevent them that matters most. Good incident management software goes a long way in raising the bar for safety and accountability at your facility. MedTrainer can help. 

MedTrainer is a comprehensive platform that streamlines incident reporting and compliance processes. By bringing incident reports online, MedTrainer enables faster identification and resolution of issues, eliminating delays. Our platform offers customizable forms that enhance data collection and documentation, facilitating improved workflows and trend identification. And, with the ability to submit reports anonymously from anywhere, employees can quickly escalate and resolve incidents. MedTrainer even provides visualization of incident data to monitor intervention effectiveness and improvement initiatives in real-time.

Schedule a free demo of MedTrainer today and get a handle on incident reporting, management, and prevention at your facilities.


See how MedTrainer can streamline your compliance.