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10 Min Read
December 27, 2023

Drive Profitability with Healthcare Incident Reporting Software

by Morris Isaacson

According to the World Health Organization (WHO), about one in 10 healthcare patients are harmed while in care, and three million deaths occur because of unsafe care. But it isn’t solely patients at risk of harm in a healthcare environment.


Healthcare workers, particularly those on the front line, are among some of the most likely to get injured on the job. 


To learn from these incidents — and protect both staff and patients —  private and publicly reported organizations alike need to prioritize implementing comprehensive, user-friendly healthcare incident reporting software. 


In this blog post, we’ll take a look at all things incident reporting, including what this entails, why healthcare organizations need to prioritize them, common barriers to accurate reporting and the top software available to get the job done right.


Incident reporting in the healthcare industry

In the intricate world of healthcare, incidents aren’t just mere accidents; they’re potential indicators of systemic flaws that can jeopardize patient and healthcare workers’ safety. Recognizing and addressing red flags before incidents happen is paramount to preventing safety issues before they happen. Let’s delve into the different types of incidents the healthcare industry commonly encounters.


Administrative, planning and data-handling issues

These incidents often revolve around the mismanagement of patient records, scheduling errors or mishandling of data. For instance, a patient’s medical history might be inaccurately recorded, leading to potential misdiagnoses or inappropriate treatments. Such errors can have serious repercussions on patient health and can also lead to legal complications for healthcare providers.


Patient examination and treatment

Patient care is vast and complex, and errors can occur at various stages. A significant concern is the potential harm for patients in home care and long-term care facilities. According to the World Health Organization, there are several sources of patient harm, including medication errors, healthcare-assisted infections, patient falls and more.


Issues with dispensing medication

Medication errors — whether in prescription, dispensation or administration — can have dire consequences. An example might be a patient receiving a higher dose of medication than prescribed or being administered a drug that creates an allergic reaction. Such incidents not only endanger patient lives but can also result in significant financial liabilities for healthcare institutions.


Internal communication issues

Effective communication is the backbone of any healthcare system. Miscommunications between departments, among staff or with patients can lead to a realm of problems. For instance, a nurse might not know of a change in a patient’s medication, leading to the patient receiving the wrong drug.


Issues related to healthcare workers

The healthcare environment can be stressful, and incidents related to healthcare workers are not uncommon. A prime example is workplace violence, especially during patient interactions. As highlighted by OSHA, such issues are prevalent in the healthcare sector. This not only affects the healthcare workers’ well-being but can also impact the patients’ quality of care.


Given the myriad of potential incidents in the healthcare sector,  incident reporting is paramount for both patient and staff protection. Using software for proper documentation ensures that safety standards are met and provides a foundation for analyzing and rectifying systemic issues.


Incident data isn’t just a record of past mistakes. When analyzed correctly, it can offer a goldmine of insights. Healthcare organizations can leverage this data to refine their processes, enhance patient care and, ultimately, decrease operational costs. By investing in robust healthcare incident reporting software, you can record, analyze and address every incident reported to pave the way for a safer and more profitable healthcare environment.


There are lots of details that go into proper healthcare incident reporting.

What are incident reports in healthcare?

Incident reports in healthcare are documents that record the details of any event that risks the safety of patients, staff or the organization. While the standard protocol for writing this type of report often changes depending on the organization, it typically includes the following details:

  • The incident specifics: The time, date and location; the individuals involved (including any injuries) and a detailed description of the event.


  • The immediate consequences: Any immediate actions taken or medical interventions required post-incident.


  • Medical device malfunctions: A clear write-up of any instruments that are ill-working or have any health hazards, including any situational example


  • Witness accounts: Statements from those who observed the incident to provide a comprehensive understanding of the event.


  • Recommendations or follow-up actions: Suggestions on how to prevent similar incidents in the future or any corrective measures to be taken.

These reports are crucial documentation tools, capturing unusual or unexpected events that deviate from the norm within healthcare settings. These aren’t just mere records of mishaps; they represent events that stand out from the routine operations of a healthcare facility or the standard care expected for a patient.


Why healthcare organizations need to report incidents

In the dynamic realm of healthcare, incident reporting isn’t just a formality; it’s a critical component that focuses on the safety, efficiency and integrity of healthcare delivery. Here’s a closer look at why healthcare organizations must prioritize incident reporting:


Legal reasons

Depending on where your organization operates, there are a number of laws and regulations mandating that you record all healthcare-related incidents to ensure accountability. Failure to report can lead to legal repercussions, including fines and potential lawsuits. 


For instance, the Clinical Laboratory Improvement Amendments (CLIA) requires all US organizations that diagnose, treat and prevent disease to share reports with specific government bodies. 


Similarly, there are plenty of established healthcare regulatory bodies that set standards for patient care and worker conduct. Reporting incidents ensures that organizations remain compliant with these standards, avoiding penalties and sanctions. Here are a few of the organizations that require incident reports in the United States: 

  • Occupational Safety and Health Administration


  • The Center for Medicare and Medicaid


  • Office for Human Research Protections
Also, in the unfortunate event of a lawsuit, incident reports can serve as evidence, providing a detailed account of what transpired.

Professional/ethical reasons

Doctors, nurses, technicians and other parties in the healthcare sector may also be required to join professional organizations with a code of ethics that emphasizes patients’ well-being. Reporting incidents aligns with these ethical standards, ensuring that patient welfare is always at the forefront.


Transparency in incident reporting fosters trust between patients and healthcare providers. When patients are aware that organizations are proactive in addressing and rectifying mistakes, they’re more likely to have confidence in the care they receive.


Organizational reasons

Incident reports play a pivotal role in developing and improving quality assurance processes. They help organizations identify areas of improvement, ensuring that care is maintained to the highest standard.


Real-life healthcare incidents also provide invaluable case studies for training purposes. New staff can learn from past mistakes, ensuring that they’re better equipped to handle similar situations in the future. More importantly, the reports can inform new training protocols that address the root causes and prevent incidents from happening in the first place or again.


In today’s digital age, a healthcare organization’s reputation can be significantly impacted by how many incidents they have and how each one is handled. Proactively reporting and addressing issues head-on can bolster an organization’s reputation, making it a preferred choice for patients and preventing a public relations catastrophe.


Profitability reasons

Addressing incidents promptly and systematically can also lead to significant cost savings. For instance, immediately rectifying a medication error can prevent expensive treatments or hospitalizations down the line.


Analyzing incident reports can lead to streamlined operations. By identifying recurrent issues or sensing them before they arise, organizations can refine their processes, leading to enhanced efficiency and profitability. Using these reports to enhance worker safety will also reduce the number of staff injuries, sick days and burnout, leading to more effective performance. 


Which healthcare organizations need to report incidents

While incident reporting is universally important across the healthcare spectrum, certain organizations are explicitly mandated by law to maintain rigorous incident reporting protocols, including the following: 

  • Hospitals


  • Long-term care facilities


  • Ambulatory surgery centers


  • Clinical laboratories 


  • Rehab and mental health facilities 


  • Home health agencies 

Essentially, any organization involved in the delivery of healthcare services or research needs protocols in place to record incidents that impact patients, frontline workers and other impacted staff. With the proper protocols in place, your entire organization stands to benefit. 


Who benefits from reporting healthcare incidents?

The ripple effects of effective incident reporting are vast, touching every facet of a healthcare organization. Here’s a closer look at the beneficiaries:



At an organizational level, the benefits are multifaceted. Effective incident reporting can lead to significant cost savings by preventing recurrent errors or mitigating the consequences of mishaps. Moreover, in an age where industries are competitive, proactive incident management can bolster an organization’s image, making it a preferred choice for both patients and healthcare professionals. Additionally, by ensuring regulatory compliance, organizations can avoid penalties and legal complications.



At the heart of any healthcare system is the patients. Effective incident reporting ensures that errors, oversights or mishaps are promptly documented and addressed. This proactive approach translates to enhanced patient safety and better quality of care and patient outcomes. Moreover, when patients are aware that organizations are diligent about incident reporting, it fosters trust and confidence in the care they receive.


Frontline workers

For healthcare professionals, from doctors and nurses to administrative staff, incident reporting software offers a platform to voice concerns, highlight errors and suggest improvements. This not only ensures that they work in a safer environment but also empowers them with the knowledge that their feedback is valued and acted upon. Over time, this can lead to increased job satisfaction and reduced burnout.



For the managerial team in a healthcare organization, incident reporting software provides invaluable insights. By analyzing incident data, management can identify patterns, recognize systemic flaws and implement strategic changes. Whether it’s refining protocols, enhancing training programs or investing in new equipment, data-driven decisions can lead to improved patient care and more efficient operations.


Barriers to accurate incident reporting in healthcare

The healthcare sector, with its intricate operations and high stakes, recognizes the importance of incident reporting. However, despite the clear benefits of accurate and timely reporting, several barriers often hinder healthcare organizations from effectively documenting incidents involving both staff and patients. Let’s delve into these challenges:


Outdated technology

In an era where technology drives efficiency, there are certain industries where outdated processes and systems still reign supreme within organizations. Surprisingly, healthcare is one of these industries. Here are some of the challenges that technological lag poses for healthcare providers:


  • Inadequate data handling: Institutions like hospitals and care facilities handle a staggering amount of data daily. From patient histories to treatment plans, the data spectrum is vast. Yet, many lack effective software solutions to manage this data, leading to potential inaccuracies and omissions in incident reporting.
  • Limited admin control: Outdated systems often offer less functionality for administrative control. This limitation can hinder the customization of reporting protocols, making the process less adaptable to the organization’s unique needs.
  • Poor user experience: A system that’s not user-friendly can deter staff from using it. When faced with a clunky interface or convoluted processes, healthcare professionals might avoid or delay incident reporting, leading to gaps in documentation.


  • Lack of analytics: Modern healthcare thrives on data-driven insights. However, outdated systems often lack the analytics or intelligence features necessary to leverage data effectively. Without these insights, organizations miss out on valuable feedback that could enhance patient care and operational efficiency.
Updating digital reporting tools and replacing manual ones streamlines and centralizes the reporting process, so all staff have easier access and management has a single source of truth for data analysis. 

Suboptimal processes

Beyond technology, the processes and protocols that underpin incident reporting can be a barrier. For instance, some organizations still rely on physical forms to record and communicate any events. This type of manual entry reduces the efficiency of the reporting process in a number of ways: 


  • Slows the process of recording and sharing information


  • Increases the likelihood that errors are introduced


  • Makes it more difficult to analyze safety data

How these forms are moved around the organization, from department to department, can also cause issues. For instance, siloed or hierarchical reporting processes, where only senior staff or specific departments handle incident documentation, can lead to bottlenecks and potential oversight. A more decentralized approach can leave staff empowered and provide them with all the right equipment to enhance accuracy and timeliness.


Social and cultural barriers

Hesitancy to properly document and report on healthcare incidents isn’t just the result of technological or procedural issues. Your workplace culture can have a major impact on this as well.


Organizations that don’t champion transparency and accountability can face significant barriers to timely, accurate incident reporting. When staff feel that openness about mistakes or oversights might be met with punitive measures, they might hesitate to report incidents.


Nurses, technicians, administrative staff and even doctors might fear repercussions from other departments or superiors if they report an incident. Additionally, the looming threat of legal action can further deter staff from documenting errors or mishaps. Digitizing the incident reporting process can reduce mistakes compared to manual processing, allowing you to cultivate a culture of safety.


Faced with the magnitude of safety incidents that occur at healthcare organizations, improving the reporting process seems daunting. Fortunately, the majority of these barriers are addressed by simply introducing a more streamlined digital reporting system.


How healthcare organizations improve results with incident reporting software

The healthcare sector, with its myriad complexities and high stakes, is perpetually in pursuit of excellence. One pivotal tool that has been instrumental in driving this excellence is incident reporting software. By offering a streamlined, efficient and comprehensive platform for documenting and analyzing incidents, this software has transformed the way healthcare organizations operate. 


Healthcare incident reporting software addresses the key barriers mentioned above by streamlining the reporting process. Essentially, it makes it much easier for your staff to move through three key processes: 

  1. Report submission: Documents are built into the platform, so all relevant details and information are quickly captured for increased report accuracy.
  2. Report tracking: As the report moves throughout the organization, increased visibility into the chain of command reaffirms your organization’s dedication to safety. 
  3. Report updates: Highlighting trends from reporting data helps organizations quickly develop and implement new policies to reduce future incidents. 


To ensure that you achieve organization-wide buy-in and can decrease the time to ROI, you’ll want to find an HR management solution with the following incident reporting capabilities:


  • Enhanced data analytics: Robust data analytics capabilities allow organizations to delve deep into incident data, extract insights, and implement data-driven changes to mitigate future incidents.
  • User-friendly interface: An intuitive, user-centric design ensures that healthcare professionals, irrespective of their tech proficiency, can easily report incidents. This leads to increased reporting rates and more comprehensive data collection.
  • Customizability: Every healthcare organization is unique, which means top reporting tools offer customizable solutions that ensure the software aligns perfectly with your organization’s specific needs and protocols.

Drive safety and profitability in your healthcare organization with Empeon

In healthcare, incident reporting is not just a procedural formality; it’s a cornerstone of patient well-being, safety and organizational efficiency — not to mention the legal and professional obligations to record any issues. 


Traditional reporting methods, laden with paperwork and manual processes, are a massive administrative burden. Manual documentation is timely and error-prone, reports can get lost in the shuffle and systems aren’t prioritized to make incident reporting easier and more accessible. 


This is where Empeon’s incident reporting software steps in — offering a transformative solution tailored for the healthcare industry. 


As an industry leader in the HR management space, Empeon recognizes the pivotal role of incident reporting and the challenges it poses, especially in the healthcare sector, where the stakes are exceptionally high. Our simple, powerful platform streamlines the reporting process, ensuring your staff properly documents incidents with ease. Analytics features help you delve deep into each report to identify patterns and implement corrective measures.


Learn more about our incident reporting software today. 


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