MedTrainer Incident Reporting Forms

Jessica Puente
Incident Reports with MedTrainer

Incident reports are critical for organizations to maintain compliance and ensure continuous improvement, but they can be time-consuming without the right process. At MedTrainer, our goal is to help you use technology to ease that burden. Let’s talk about how.

Step One: Escalation

The future of an Incident Report lies in resolution or escalation which requires communicating with various staff members. We want to cut down on the time you have to spend resolving these reports by automating notifications based on the type of incident.  

The first step in setting up Incident Report Forms for your organization in MedTrainer is creating an escalation workflow (we like to call it a matrix) for what happens after an employee fills out a form.

Watch this short video on how to set up Escalation Matrices


Escalation matrices, or workflows, are great because they save you time by automating the communication involved in resolving an incident. After an incident form is filled out, employees you select will be notified via email and asked to resolve or escalate the case. Our system offers 3 different escalation models so you can involve as many or as few people as you need. 

For a detailed, step-by-step guide, go to page 4 in our user guide

Step Two: Types of Incident Reports

Next, we’ll want to create the forms for employees to fill out. Not all incidents are created equal and some require additional information. You can use our default form which is a universal form that pertains to all incidents or you can create a form tailored to the specific type of incident. 

Here is a short video on how to create forms:

Each form will have the following fields: Description, Incident Type, and Action. 

Here are some additional form features you can add to forms:

  • Anonymous reporting
  • Subtype of incident
  • Additional incidents to be reported
  • Incident detail
  • Antecedent
  • Witnesses list
  • Supporting Documentation
  • Signature of reporting person

For a detailed, step-by-step guide, go to page 10 in our user guide.

Step Three: Filling Out an Incident Report Form

Incident reports are no one’s favorite thing so we’re eliminating the hassle of finding and storing forms by keeping them in the cloud. Employees can fill out forms from any computer or device that has internet by simply logging into their MedTrainer account and clicking on the Document Center.

Here is a short video on how to fill out an incident report form:


After an employee submits an incident report, the people you selected to be notified will receive an email requesting they resolve or escalate the incident. And that’s it! MedTrainer will automatically store the form for you.  

For a detailed, step-by-step guide, go to page 19 in our user guide.

Happy Reporting!

We hope this overview got you excited about how easy incident reports can be to manage in MedTrainer. A few minutes of setup will leave you with less to worry about and more time to focus on other important tasks. 


Interested in seeing how MedTrainer can help your company easily achieve compliance? See it in action today!