MedTrainer’s healthcare incident reporting software gives you one connected place to document, review, and resolve incidents, so reports are created online right away and routed to the right people without waiting on paper or email. Every submission follows a consistent process, which helps you avoid missing details, reduce delays, and keep the conversation moving until the incident is closed. Because incident reporting lives in the same MedTrainer platform you already use for policies, training, and other compliance tasks, you can respond faster, keep accurate records for audits or surveys, and see how issues progress from report to resolution across locations. The Incident Report module supports customizable forms and escalation workflows that match how your organization works, so you spend less time chasing information and more time fixing problems and preventing repeat issues.

Digital incident reporting software improves compliance by giving your organization a dependable way to record what happened, when it happened, and how it was resolved. With unlimited customizable forms, each report in MedTrainer’s incident reporting software can be logged with the right details, creating a full history that’s always available. This transparency builds accountability at every step and provides the paper trail that’s needed in an audit or litigation. Everything automatically tracked in one secure place means you can find what you need quickly during audits and cut down on the time spent chasing information. Over time, the reports reveal trends that help strengthen policies and prevent small issues from becoming compliance risks, giving your team the clarity to manage reporting with confidence and consistency.

MedTrainer’s incident report forms are fully customizable, so you can build the exact form you need for each incident type. Create unlimited forms and tailor questions, field types, and required responses for events like grievances, near misses, clinical events, and HR matters. This keeps staff focused on the right details and cuts down on guesswork during reporting. You set the review flow for every form, with automated routing to the right people based on incident type or other rules. That removes email chains and streamlines follow-up. Our healthcare incident reporting software is cloud based, so any update you make is live for all locations, and the latest version is always the one staff see. The result is faster, more complete reports that map to your process and make trend reporting straightforward when you need to brief leaders or prepare for a survey.

Yes! MedTrainer supports anonymous incident reporting through a simple form setting in the Incident Report module. When you mark a form as anonymous, staff submit a report without a name or other identifying details. The system does not capture personal data, including IP addresses, so the reporter stays private. The signature field is removed on anonymous forms to protect identity from start to finish. Anonymous submissions still follow your standard routing and escalation rules, so reviewers act on the report without delay. You can attach files, add notes, and track every action taken on the case. Logs record what happened to the report, not who submitted it. This option helps surface sensitive issues that staff would otherwise hold back.

An escalation matrix in MedTrainer’s healthcare incident reporting software defines how reports move through review and resolution. It outlines who is responsible at each stage and how the report advances from one reviewer to the next. MedTrainer’s incident reporting software supports three escalation models that fit different team structures. The Functional model builds a hierarchy of reviewers and lets reports move up or down levels when extra input is needed. The RACI model assigns roles so responsibilities are clear: Responsible, Accountable, Consulted, and Informed. The Anyone model notifies a group, and the first person available can respond or pass it along. You can set up an escalation matrix by department, location, or incident type to match how your organization operates. This setup keeps reports moving, limits delays, and creates accountability at every step.

MedTrainer’s healthcare incident reporting software uses severity levels to classify each incident and guide response actions. You define the levels that fit your organization and assign a color and description to each one. Up to ten levels can be created. These appear in every report and in the main incident list, so reviewers can see the impact at a glance. Admins can edit a level’s color or description anytime to keep language consistent with policy changes. To protect data integrity, only the lowest level in the list can be deleted, and only if it has never been used. This setup keeps categorization clear and helps staff prioritize work based on risk. It also supports long-term reporting by showing trends across severity types, which can point to where new training or policy updates are needed. Clear levels help teams act quickly and keep documentation accurate.

Yes! MedTrainer’s healthcare incident reporting software is cloud based, so staff can submit reports from any location with an internet connection. Teams in clinics, hospitals, satellite sites, or remote settings log in, select the right form, and file the report in minutes. The latest version of each form is always available, which keeps fields consistent across locations and reduces rework. Submissions land in the same secure system, so administrators can review and track reports without waiting on email or local storage. This helps capture details while they are fresh and supports faster follow up across sites. Mobile and desktop access also simplifies supervision for regional leaders who oversee multiple facilities, since they can see new activity as it happens and confirm that reports were filed correctly. The result is timely reporting across your footprint and one place to manage the work that follows.

MedTrainer’s healthcare incident reporting software automates what happens after a report is submitted. Each form is tied to a digital escalation matrix that routes the report to the right people based on incident type, department, or location. You can create as many workflows as you need and set clear roles for reviewers and approvers. The system sends instant notifications, so the first reviewer knows to act and the next step begins as soon as a decision is made. If a case needs more input, the matrix can move it to another level or a defined group without email chains. Every action is time-stamped in the activity log, including reviews, escalations, and resolutions, so leaders can see progress and address delays. This automation shortens response times, keeps steps consistent across sites, and gives your team a reliable record for audits and follow-up.

MedTrainer’s healthcare incident reporting software lets you build custom reports from standard fields such as incident number, lifecycle, status, location, date, names involved, and escalation process, and then filter by type, department, or site to focus on what matters. You can save reports you use often and schedule them to send on a routine cadence to leaders or committees. Common views include resolved incidents by month and location, escalations by elapsed time and workflow, and incident counts by type and department for deeper investigation. Filtering also helps you find a single case fast and review the activity log to see every action taken, which is especially helpful for super admins who manage multiple locations. Templates for each incident type keep fields consistent across sites, so the data is cleaner and trend analysis is easier. These tools turn everyday reporting into clear measures of timeliness, volume, and recurring risk that support audits and guide next steps. 

MedTrainer’s healthcare incident reporting software stores every report in one secure, compliance management system so information from all locations and departments stays in one place and easy to access. Each submission uses standardized fields for type, severity, location, and date, which keeps records consistent and searchable. Centralized data replaces scattered spreadsheets or emails with one accurate source that supports audits, long-term comparisons, and proactive planning. This structure gives teams a clear view of organization-wide performance and helps identify areas that need attention before they become compliance risks.

MedTrainer’s healthcare incident reporting software sits inside the same healthcare compliance software you use for training, policy acknowledgment, and credentialing, so incident follow-up ties directly to the rest of your compliance work. If corrective action is required, it’s simple to assign additional training or link to a policy without leaving the system. Real-time reports can be viewed together, so leaders can see how training completion or policy changes relate to incident trends and resolution times. Storing incidents, documentation, and assignments together also makes audits easier, since you can show what happened, who reviewed it, and what corrective steps were completed. The result is one connected workflow for reporting, remediation, and tracking that reduces extra logins and helps teams close the loop faster.

MedTrainer customers save hours every month by using incident reporting software. Automated escalation eliminates the back-and-forth of reviews and approvals. The ability to upload photos, diagrams, and additional information reduces the additional questions that come with many submitted reports. Plus, customized forms for each incident type keep all questions relevant to that incident, so you don’t have to ask as many follow-up questions.

Getting started is simple! A MedTrainer specialist can show you how our healthcare incident reporting software fits into your compliance process to make reporting, review, and documentation easier. You’ll see how every step of an incident can be managed in one secure platform to save time, improve accuracy, and strengthen accountability across your organization — schedule a personalized demo.