Contact Us
Contact Us


6 min read

10 Questions to Ask When Evaluating Incident Reporting Solutions

Incident Reporting Software

Health Information Technology (HIT) is becoming increasingly important for improving quality outcomes and patient safety in healthcare organizations. The advantages of implementing a healthcare IT software include facilitating communication among team members, improving patient safety through incident reporting, and analyzing overall safety performance metrics. (1)

The right risk management system looks different for each organization. Consequently, it is important to find the right system, to fit your organization’s unique needs and challenges.

Here are 10 key questions that risk management teams should be sure to ask when evaluating incident reporting systems.

1. Is there a central portal for communication?

Having a single platform with easily accessible information about safety events allows care teams to communicate with each other in real time. Leadership can then work together with care givers and patients to prevent harm before it occurs.

A study by CRICO Strategies found that communication failures in healthcare resulted in $1.7 billion in medical malpractice costs and almost 2000 preventable deaths. (2)

2. Is the platform customizable?

Does the system come with pre-set questions and form fields, or can it be modified to fit the specific needs of your facility? For example, if your organization prefers the term “location” rather than “hospital”, a customizable system would allow this to be reflected across all forms. An effective incident reporting software should be adaptable to the processes and terminology your team is already familiar with using.

3. What are the reporting capabilities?

Can the system generate ad hoc reports, or is it limited to a series of pre-set basic reports? Another key reporting element to think about is whether or not data can be easily sorted and filtered within the system. Also consider whether reports can be easily converted into multiple file formats (Word, PDF, Excel, etc.).

4. Does the software integrate easily with other systems?

To encourage the best possible patient outcomes, it is important to ensure that all technology systems, including EHRs, are able to exchange data and present it in a way that is easy to understand for the user. (3)

EHRs in healthcare have essentially replaced the paper chart. Nearly 70% of physicians now use EHRs. (3)

Ask whether a potential incident management system can integrate with your organization’s EHR system for easy input of patient demographic information.

5. What happens if changes need to make post-implementation?

The need for communication doesn’t stop after implementation. It’s essential to choose an incident reporting software that offers ongoing support after the implementation process is complete. (4) Ask potential health IT vendors not only what their timeline is for implementation, but also how your team can contact them afterwards for support. (5)

6. Will you need to train your staff on the new software?

Healthcare professionals are often pulled in many directions, leaving limited time for training teams on a new software. Choosing a software that offers comprehensive training, either through step-by-step guides or a series of videos, is an easy way to aid staff members in the learning curve of a new platform.

7. Is the software HIPAA secure?

Many incident reporting systems are not built specifically for healthcare. Finding a system that is HIPAA compliant ensures that patient information will be securely protected. Additionally, annual audits should be conducted to maintain compliance.

According to the HIPAA Journal, 2020 saw more than 29 million healthcare records breached. Breaches of 500 or more records were reported at a rate of more than 1.76 per day. (3)

Using a software that is HIPAA secure is a critical step in protecting sensitive data from being disclosed without patient consent.

8. How easy is it to export your data out of the system if necessary?

How difficult will it be to extract your data out of the existing system if you select a vendor and then decide not to renew your contract? Although this might not be top-of-mind when beginning a relationship with a health IT vendor, this is an important factor to consider to avoid potential pitfalls down the line.

9. Does the data ever leave the U.S.?

For healthcare organizations in the U.S., it is also important to consider where the incident management system is being built and maintained. Choosing a vendor that is transparent about where data is stored helps keep information safe. Ideally, your data should never leave the U.S. Make sure that potential vendors are being transparent about where your data is being stored, and whether their servers are located domestically or offshore.

10. Is the software an enterprise-wide solution?

Does the system allow your team to manage different applications in a single platform, or will you need to piece together multiple solutions? Enterprise-wide solutions offer organizations the ability to combine applications such as employee safety, patient relations, and quality and performance improvement all in one place, making it easier to deliver the highest form of care.

Keeping these key questions in mind can help healthcare organizations choose the right software for their unique needs and help them grow and scale more efficiently over time.

Performance Health Partner's Incident Reporting System

With reduced patient safety incidents, increased data accessibility and efficiency, and lowered overall costs, the impact of IT on healthcare is clear. With Performance Health Partner’s Incident Reporting system, healthcare organizations can access the data they need to increase patient safety and improve outcomes. Learn more at or schedule a demo here.

New call-to-action








Post a Comment


Request a Demo

Schedule a demo to discuss your needs.

Book Here

Schedule a One-on-One

Want more info? Lets discuss your needs.

Schedule Here

Contact Us

Drop us a line or send us a question.

Get In Touch