How to investigate an incident

How to investigate an incident

The following steps are for administrators who have been assigned as investigators for a reported incident. Complete the relevant details in the sections as they appear (note: the headings may vary, and there may be additional sections). The form requires information in most sections, and it cannot be submitted unless those sections are completed.

Find the incident that you have been assigned to investigate by using the "search field" at the top right-hand side of the “Incidents” page. You can search by incident number or keyword(s), and the relevant incidents will appear. You can also click on the "Investigation required" status tile to show all the incidents in that status.

  1. When you have found the incident requiring investigation, click on the “menu dots,” and select the “Investigate” option.
  2. The Investigation required screen will appear. To view the incident information, select the “Show incident report inline” toggle.
  1. Complete the following fields within the investigation report.

·        Investigator List: In this section you can amend the investigation team, and the due date for this investigation (subject to permissions).

·        Investigation findings: Select the “+ Investigation finding” button to add information in the free text box. Select "Save" after adding each finding.  

·        Upload documents, photos, or videos by dragging files or scanning the QR code with your phone.  The maximum size per upload is 10mb.

·        Interviews (if applicable): Select the “+ Add interview” button to add information in the interview section and press “Save.”

·        Upload any relevant interview recordings or files by clicking and dragging the file or scan the QR code to upload from a phone. The maximum size per upload is 10mb.

·        Root causes: Select the “+ Root causes” button. Choose a “Root cause” from the dropdown list, tick all the relevant “Contributory factors” and provide “Details" and "Save." Additional root causes can be added.

·        Corrective Actions: Each root cause requires at least one “Corrective Action” action.

·         Select the “+ Add corrective action” button to add information such as the “Details” of the required action, who it is “Assigned to,” the “Due date,” and the “Status,” then click “Save.”

·        Distribution List: This is a list of the administrators who will receive a notification about the completed investigation. Administrators may be added or removed by selecting the “+ Add new person” button or clicking the “rubbish bin” icon.

·        Were external organisations notified? (if applicable): A place to record if an external body/ third-party has been notified of the incident such as a regulator or insurer.

·        Immediate Corrective Actions (if applicable): This section provides information regarding all the Immediate Corrective Actions raised in the incident report.  

·        Potential Risk of Incident: This will show the initial severity assessment from the reported incident. The investigator will need to review the initial assessment and choose the appropriate potential risk level. To select the revised risk level, click the radio buttons or a coloured risk level rating cell.

  1. When you are satisfied all responsible steps have been taken to:

·       Thoroughly investigate this incident.

·       Identify root causes.

·       Identify and assign appropriate corrective actions.

·        Click on “Submit investigation” at the top right, to finalise the investigation.

 


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