How Sparta Community Hospital District Transformed Incident Management in Healthcare

For years, Sparta Community Hospital District relied exclusively on a paper-based system for documenting incidents and events. While familiar, this method presented substantial drawbacks. Completing paper forms was time-consuming for busy staff, diverting their attention from direct patient care. Physical documents were prone to being misplaced or lost, creating challenges in tracking and follow-up. Accountability for timely completion was often lacking, delaying necessary reviews and actions.

According to Joann Coke, Quality Coordinator at SCHD, noted that before implementing PHP, the cumbersome incident management paper process likely led to many incidents going unreported. She personally submitted nearly half of the incident reports based on informal conversations, highlighting a major gap in their reporting processes. The outdated system also made it difficult to spot patterns or trends, limiting the hospital’s ability to take proactive steps to improve patient safety.

Recognizing the growing inefficiencies, Sparta sought a modern and user-friendly solution, ultimately selecting Performance Health Partners for its intuitive interface and ease of use. The streamlined nature of the PHP system stood in stark contrast to Sparta’s previous lengthy paper forms and was a major selling point for the organization.

PHP provided extensive training and collaborated with SCHD to ensure successful implementation. The system’s customizability was also a significant benefit, allowing SCHD to adapt it to their specific needs. Joann praised the system’s customizability, stating, “Every time somebody has an idea, I say, ‘Oh, we can do that with PHP!’”

Implementing PHP’s system led to several transformative outcomes for Sparta Community Hospital, including a 300% surge in incident report submissions. Joann credits this increase to the platform’s ease of use, noting that staff can now file reports in just three minutes. The system also enabled her team to cut incident resolution times by 50%.

“Partnering with Performance Health Partners has truly been a game changer. I’ve regained valuable time in my day thanks to the streamlined tracking and fast, responsive support. The system has uncovered insights I never imagined possible—and the turnaround time is unmatched. It’s been an incredible experience, and I genuinely love using it,” said Joann.

Ready to learn more about how an incident management system can help your organization achieve significant operational improvements and elevate the overall quality of patient care? Set up a call with our team to learn how our software can help you meet your goals.