What is this guide about?
Welcome to our Incident Reporting Software ultimate guide (also known as incident mangement software). Incident reporting and hazard spotting are cornerstones of health and safety. Incident reports are a record of facts relating to an incident, accident or near-miss that has occurred in the workplace.
While the content of incident reports is quite standard, they can still present challenges for organisations. Issues such as under-reporting, reporting delays and difficulty tracking investigations mean that accurate incident data cannot be collected. More importantly, it can lead to increased risks for employees.
This guide is here to help you. We have identified some of the most common (and frustrating!) issues that you can run in to with incident reporting, and how software can help to alleviate them.
Read on for the answers to all your incident reporting questions!
Challenge: Delays in reporting and responding to Incidents
One of the greatest problems faced when an incident happens is a delay in reporting.
Paper-based systems mean that the reporting often happens hours (and sometimes days) after the event. Because of this, important details are left out, perhaps extra documents such as images and risk assessments are not included.
This creates the knock-on effect delaying the response to the incident.
Solution: Fully automated Incident Reporting
The Engage EHS Incident Module lets you bring your incident reporting processes online, leaving slow and ineffective manual reporting behind.
- Users can report incidents in real time to the relevant people using the Engage mobile app
- With a fully configurable reporting process, users can attach documents such as risk assessments, images, and training records to incident reports
- The time from incident reporting to closing an investigation is shortened, helping to reduce the chances of reoccurrence.
Challenge: Under-reporting of Incidents
Incidents rarely happen in convenient reach of your paper checklist!
If you are using a paper or excel-based reporting system, you have likely encountered a lot of under-reporting. If the reporting process is too cumbersome, too slow or unclear, incident reporting starts to slide. What begins as ‘minor’ incidents going unreported can soon get out of hand.
Making the process easier and more mobile will lead to a more proactive approach to incident reporting.
Solution: Mobile Reporting for Incidents
The Engage mobile app lets users report hazards and incidents on the go, making it easier for you to respond quickly.
- The app captures the ‘incident core’, the vital details of the incident
- Users can attach images and GPS co-ordinates to their report, giving you a more accurate understanding of what has occurred
- Connectivity is not a problem as the app can be used online or offline, later synching when there is a connection available
Challenge: Keeping track of incident investigation
Once an incident has been reported, the next hurdle is tracking any investigations or actions that arise from it. Paper-based reporting systems rely on you inputting any changes or notes manually, with no clear timeline or record of who has done what. Root cause analysis is also made more difficult as you chase up individual reports, hazard records and risk assessments.
A system that promotes traceability will let you keep track of the whole investigation process.
Solution: A fully traceable software system
Our Incident Module provides you with a fully traceable incident investigation tool, letting you keep track of things at every stage.
- The module lets you create sign-off workflows based on what you need
- Every action that is taken or assigned during the investigation is recorded. Users can also add pictures, documents and notes at any stage of the process
- The Incident Module also supports root case analysis and investigation management
Challenge: Lack of employee buy-in
Developing a positive safety culture and fostering employee engagement is a common challenge. If incident reporting procedures are not clear, how can employees follow them? If an employee does report an incident or hazard and nothing is done, or even an acknowledgement sent, why would they continue to engage?
Encouraging employee participation through mobile hazard and incident reporting gives your workforce a stake in safety.
Solution: Increasing employee engagement with software
Getting your employees engaged with the incident reporting process can lead to a positive workplace safety culture.
- Users receive automatic acknowledgements when they report an incident, letting them know the information has been logged.
- The Incident Module lets you bring clarity and structure to reporting in your organisation through fully configurable forms
- Capturing hazards quickly and easily on mobile encourages employee participation and positive behaviour.
Challenge: Easily accessing incident data for your organisation
If your incident reporting is done on paper, it’s hard to know how to interpret the raw data. This is especially true for business’ with multiple locations/ sites or departments. Gathering data for reports is usually a time-consuming, multiple-day task. When you have managed to collect this raw data, you then must deal with pulling the information that you need for your reports.
Being able to easily view incident data for your entire organisation, in one place will give you the most accurate information.
Solution: All incident data for your organisation in one place
The Incident Module comes with access to our live ‘Insights’ dashboard, giving you access to incident data for your entire organisation.
- These dashboards bring your information to life with dynamic visuals, graphs and charts, including incident triangles
- Users can sort incident data by site, status, group and type, among other criteria, as well as by time period.
Our Software Solution
Identifying and reporting on incidents are essential tasks in health and safety management. The Incident Management Module was created to report incidents in realtime and accurately with immediate response. It allows you to report hazards with ease, avoiding delays and allowing to track the process every step of the way.
Additional ressouces on the topic may be found in our 'Best Incident Reporting Software' page.
Fully user configurable, incident forms can be created and tailored by you to match your specific incident types.
Easily Track Process
Add pictures, documents, actions and notes at any point of the incident tracking process
Detailed investigation elements to get to the root cause of an incident
Instant email notification of reported incidents to key administrators
Incorporate Training, Risk & Plant records into investigation reports, streamlining reporting and saving you time
Send Incident reports directly via RIDDOR
PDF & CSV copies of all Incident reports available to download and print if required
Reports & KPI’s
Instant detailed Reports & KPIs to track statistics, gauge and measure for improvement
Sites Using Effective Software
Hazards Reported in 2018
McAleer & Rushe Case Study
McAleer & Rushe worked closely with the Customer Success team in Engage EHS. They took the company’s need to focus on hazard spotting and incident reporting very seriously, and always aimed to support their team as much as possible. The team work between McAller & Rushe and Engage EHS has been one of the greatest benefits.
Frequently Asked Questions
What is incident reporting software?
Incident reporting software allows an employee or employer to track and manage incidents, hazards and near misses with the use of technology. This technology allows for systemic tracking, resulting in a concise and accurate management of incidents. The benefit of incident reporting through a software is the ability to report on incidents in realtime, which allows you to avoid unnecessary delays and track the process every step of the way.
What is accident reporting software?
Accident reporting software is much the same as incident management/reporting software. The difference between an incident and accident lies in the severity of an event. Incidents can refer to any event, good or bad, big or small, intentional or unintentional. With accidents, the event must be caused by error or chance. It is a bad event that usually results in some sort of damage or injury. For example, some equipment on a site malfunctions and injures an employee.
What is hazard management software?
Hazard management software is system for managing workplace hazards. In ideal cases, a fully integrated hazard reporting system allows anyone within a business to report a hazard. This can be done through a mobile or tablet devise and integrated with an incident management tool. All of this allows this full lifecycle of a hazard to be fully documented and controlled to mitigate future risk. It is currently the most efficient way of reporting and managing hazards in a workplace.
Why is incident reporting software important in safety?
Incident reporting is an integral part of maintaining a health and safety compliant workplace. The purpose and core benefit of having a software system in place is reporting on incidents and restoring services back to normal operation as fast as possible. This allows unplanned interruptions to be controlled in realtime and mitigated going forward. Software which improves the incident reporting process and communication of said incidents also helps improve the engagement from workers in health and safety.