As a Program Administrator, Program Specialist, QIDP or Nurse, you are required to review and document on Incident Reports (IR) submitted by our employees. This documentation is completed within our electronic incident reporting system, Intellinetics ICMS. Here are the steps to follow:
- Notification & Access
- Reviewing the Notes
- Opening & Reviewing the Report
- Adding Attachments
- Submit and Approve
- Rejecting an Incident
Notification & Access
The process begins when you receive an email from intellicloudicms@intellinetics.com with the subject line "CRSI INCIDENT REVIEW." Once you receive this email, you can access the IR and start your review in two ways:
- Click the "Review Incident" link in the email.
- Copy the Access Code provided in the email and enter it on the Review Incident page of Intellinetics' website.
Reviewing the Notes
If you haven't already, log into Intellinetics using your Advisor Anywhere username and password.
After logging in, click the "Review Incident" button. You will be directed to the following screen where you can:
- Enter comments for rejections or approvals
- View the current status of an IR
- See the basic details of an IR
- Download a PDF version of the IR
To begin your review, click the "Click to show/hide all notes" option to view all communications from the MUI/UI team, also known as CHIP (Central Hub of Incident Processing).
In this section, you will find:
- CHIP's initial communication
- Any changes that they made or are suggesting
- Any further conversations between CHIP and the PS/Q/Nurse
NOTE: The area may be blank if no changes are necessary.
If additional communication is needed between CHIP and PS/Q/Nurse, type your notes in the “Enter any applicable notes” section and click the "Reject" button. This action will send the IR back to CHIP for further review.
When you receive the email again to review the IR, repeat the previous steps to view your notes along with CHIP’s responses, which will be located in the "All Notes" section.
If there are no reasons for rejection or if further conversation with CHIP is unnecessary, click the “Open Report” button to review the Incident Report.
Opening & Reviewing the Report
After clicking "Open Report," you will be presented with the web form for the IR. Examine each field in the report for accuracy and completeness. Here are some common areas to check:
- Does the report answer the “Who, What, When, Where, Why, and How” and include Immediate Action?
-
Did staff provide the correct:
- Location (in the correct ##-### format)
- Location Type
- Descriptions of the Location, Incident, and Injury
- Are all Involved Parties accounted for?
- Are the relationships to the Individual accurate?
- If one of our staff is marked as a witness, have you verified that their version of the incident matches what has been reported?
- Have all who have been notified been added to the report?
- Add other involved parties, contacts, or any notes needed under each entry.
You cannot edit or delete any information in the original report, but you can add notes by typing them into the “Enter additional information here” fields for each section.
Staff should NOT be entering anything into the "Causes and Contributing Factors" or "Prevention Plan" fields. If they have, set aside time to retrain them on what should and should not be documented.
Enter your details under "Causes and Contributing Factors" and "Prevention Plan."
Adding Attachments
Attachments can be added in two places:
- Inside IntelliCloud ICMS before you Approve an IR. Do this by scrolling to the bottom of the page in ICMS and clicking the Choose File button.
-
Inside IntelliCloud Vue at any time.
NOTE: You can only upload one file at a time. You'll need to repeat the process for each file that needs uploaded.
Submit and Approve
Take a moment to review everything you have entered into the IR. Once you hit submit, you will be able to go back and add additional notes, but you will not be able to edit or delete anything after clicking submit.
After clicking Submit, you will be returned to the Modify Incident page. Click the "Back To Review" button. This is your final chance to add any other notes.
If all notes have been entered and you are ready to send the incident report, click the "Approve" button and confirm by clicking OK.
Once the PS/Q completes and approves the IR, a notification will be sent to the Program Administrator (PA). The PA/Q will then follow the previous steps to finalize the IR.
Rejecting an Incident
If further discussion, information, or changes to the IR’s Type, Category, Sub-Category, or Location are needed, you may reject the IR back to any previous workflow step.
- Type in any applicable notes in the Review field.
- From the drop-down menu, select the person you wish to Reject the IR to.
- Click the "REJECT" button.
- Confirm that you want to Reject the report.
A notification will then be sent to the person to whom the report was rejected. The Dashboard will now show the IR status as Rejected, and they will be notified of the rejection.
NOTE: The access code for the IR will change each time the IR is approved or rejected. Use the most current code when completing the IR.