Table of Contents
Join Dane Whitcomb in this 2-part Incident Processing FastTrac series where he covers setup, daily processing, and reporting.
Incident Processing Part 1
Summary
In part 1, Dane walks through the setup steps to use Incident Processing in RecTrac. Dane highlights how to add incident type systems codes, add questions to an incident, and additional notes and details that may be relevant to staff.
Video
Transcript
Dane Whitcomb 0:05
In this video, we're going to be going over part one of setting up incident processing. So incident processing is going to allow you to record certain incidents that might happen at a facility or a certain location that you want to track and have on file. A common example of this is maybe you have like an outdoor swimming pool. And when someone's either, you know, has, there's an accident in the pool, somebody Trips and falls or something bad, you have to record these so called incidents, to way you can enter them in RecTrac. And then go back and view them later and add info to them and kind of document everything all in that whole process. So step one is going to be going into incident processing. And you'll notice in Incident Management, this is a data grid. So as you add, the incidents are going to increase in go down this list into the data grid here.
Dane Whitcomb 1:02
So in order to create a new one, you hit Add incident, but there is some setup first. So you'll notice you'll get this message when you first start out, you must Build a list of incident types and system code management before adding an incident. So let's do that first. So it told us on that message to go to system code management. So that's where we're gonna go to Build out these incident types. So we want to add a new system code. And you can choose to break out these incident types how you really want to, maybe you want to incident Type for each location, or maybe you just want one in there, and you're gonna put them all under that one incident, it would just allow you to kind of break out your incidents into maybe categories. So in my case, I'll Build one for pool. And so maybe everything for my outdoor pool will go under this incident Type, or maybe I'll create one later on for a fitness center and everything at the fitness and it would go under that Type. So I'm going to call my system code pool, my Type needs to be incident in order for this setup to work. So incident Type. And then description, I'm just going to give pool as well.
Dane Whitcomb 2:07
And within here, we'll save this for now we are going to come back to this system code here. But you'll notice once I save that incident Type, and I go back to Incident Management and add incident, I'm going to get a drop down list of all my incident types, but we've just created that one. So that's all we're going to get here. But as you can, you can tell when we create multiple incident types, we have the option to pick what one we're filing our incident under. So right now it's going to be pool. And you'll get some kind of default fields that you'd have to fill in for every incident, you could just give it a description of what the incident is a date of incident, the time you're posting it, the user who's posting it under. So it's going to default to the user, you're logged in as Incident Number You can't fill out that's going to system generate when you save the record. So this would be incident one if it's my first one, the Questions tab. So this is where we can create individual questions that are maybe specific to the pool that we need to be filled out when we process every incident. So we'll get into that in a second here.
Dane Whitcomb 3:16
Incident detail details is just a pre built out area where you can add generic comments to. So you could add a description of what your comment is. And then this is a longer Field where you could add comments to. So this was something you could always come back to a week or so later after the incident. If you find more information about something, then you could put in more details. Participants so you don't have to use this area. This is kind of an optional area area as well as incident details. All this is optional. Only stuff that's required is really putting in the core Screen. But this is just allows you to kind of track it in a little more detail if you want to link actual family members or family members that exist in your database to the incident. So maybe the victim, maybe somebody would say, was drowning in the pool. And you want to actually put the family member or the member in your database in there.
Dane Whitcomb 4:14
So you could Click Add participant. And this is just going to link to all your currently built family members in your database, you can add a new one if the person you're adding isn't already in here. So I'm gonna cancel out of this list here. And then the other thing you can do is link a participant category. And this is also in system code management. This would be more for something like in my example here. I'd have a category for maybe the rescuer. So that would maybe be like the lifeguard on duty. And then I maybe have a category for maybe victim and maybe in some situations like a witness category. And that way when you're adding these participants, you can label them as one of those given categories and that would show in this DataGrid here, in order to Build out these categories, these are also system codes.
Dane Whitcomb 4:14
So if I go back to system code management, and hit add, we'll Build one out for maybe we'll do a victim category, you probably want to have more than one, if you're using that feature outside, I'll just be under that same category. So I think it always makes sense, you have at least two in there. So instead of it being incident Type, it's going to be participant, oops, the Type it's going to be participant category. And this could be whatever you want it to be whatever fits the use, you're using this for the best. So I'll create one for victim and then just so we have two in there, I'll create one more for the rescuer. So it's already on participant category.
Dane Whitcomb 6:07
And now, when we cancel out of there our incident and go back into add incident, you'll see that we have some more participant categories in there that we could actually link those participants to. So now we have the rescuer and victim. And when we add a participant, if we have the drop down on rescuer, it's going to add them in as the rescuer category. To pick a family member real quick here. You'll see since I have the category on rescuer, it adds them in as that category there. And then you can always delete them out of the grid, it's not going to actually delete that family member from your database, it's just saying delete them out of the grid. So that's the participants tab. And then the last thing I said I'd come back to is the questions. So this is where you can get pretty customized, where you can add individual questions to the certain incident Type. So anything I add here, I'd want to make specific to this pool incident Type.
Dane Whitcomb 7:11
So in order to do that, we're going to go back to system code management. And you need to go to your incident Type system code. So I can filter this by incident Type to find that, and here's my pool one. So any questions I add within this incident, are only going to be for the pool, because I'm linking it directly to that pool system code. So within here, there's a questions tab, in addition to just the generic core Screen for the system code. So this Questions tab here. So any questions I linked here are going to show up in this questions area. So you can ask for things like where at the pool, did this happen? Maybe who was the lifeguard on duty? What was the exact time of the incident? Things like that? I'll just link one question. So you can see how they show up. But you could get pretty customized with what information you're requiring or have as optional.
Dane Whitcomb 8:13
The one thing you do need to do, it does need to be added through this questionnaire, because this will make a question Type incident, the Type does have to be incident in order for it to show in that area. So we'll do who was the lifeguard on duty? And the Field Type you can choose Do you want it to be a fill in? Do you want it to be a Combo box where you can list multiple options, and then they pick one. You can even do one of our newer Question Type fields, which could come in handy for this as the file upload. If you need to upload any documents to attach to the incident, you could do that. In this case, I think of fill in fits best. And then answer required, do I want that answered? Do I want this question to have to be answered when I'm submitting my incident or don't want to optional will say this one has to be required and that's really all that's gonna apply here for this question.
Dane Whitcomb 9:17
You want to hit save, it's going to link back question to my incident when I select it. So you've seen it here in a second. This one question is now linked to my pool Type incident. So any questions I built here as those list grows longer, those will all show up when you go to add a pool Type incident. So if I cancel all my incident one more time. You'll see when I Click Add incident, and the incident Type is pool. You'll have that question there. So that kind of wraps up the setup portion. Obviously, if needed, you can get a lot more customized with the questions you're adding and you can really get detailed and building out more we're purchasing categories that fit your situation, kind of more specifically, and whatever works the best, depending on maybe the location or what your incident Type is, but in the next video part two of incident processing, we're going to go over actually filling out the incident and how to report on them.
Incident Processing Part 2
Summary
In part 2, Dane continues his demonstration of Incident Processing. With setup complete in Incident Management, the next step is processing new incidents and reporting on past incidents.
Video
Transcript
Dane Whitcomb 0:06
In this video, we're going to be going over part two of incident processing, we're going to be going actually over how to submit an incident. And then we're going to go over how to report on incidents as well. So in order to actually submit an incident, now that we have everything set up, we're gonna be going back into incident processing. And it's as easy as just clicking Add incident in the bottom left. And then we built out our incident Type in the last part of the video. So we only have our one Type of pool right now. So we're gonna be clicking pool. And this example will say, somebody may be tripped while running around the pool. And we just had to file this as an incident. So we can keep track of it in our database. So for description, maybe we'll put pool incident, member tripped.
Dane Whitcomb 1:02
And status right now we'll say it's open, since we're just now putting it in the incident date. So let's say this happened on the last Sunday. And posting time will say it's now closest to 4:30pm. And I'm posting this under my user. Remember, the incident number, as I mentioned in the last video is going to automatically generate for the system when we save the incident, so nothing to fill in there. And then these are those customized questions we built out linked to our incident Type of pool within system code management. So right now I just have the one who was the lifeguard on duty, we'll say, Josh Smith. And that's a required Field. So it's in red there, just noting that I have to fill out fill that out. And then incident details, this could be more information about the incident.
Dane Whitcomb 2:03
So we'll say incident details for the description. And it's really up to you for how detailed you want to get with these. In some cases, it just depends if more is better than you want to be detailed with this, if you really just don't even need a comment, you don't need to put this in. But this is just a longer Field in order to track more information member was running around the outside pool and tripped and fell, have serious injury. And then you can save that. And basically what it does is it just stores the comment in this area. A lot of a nice part about it does allow you to come back here after you do the initial submission of the incident. And you could add additional comments later on. And now under the participants tab, let's say you want to actually link the lifeguard maybe and you want to link the victim who fell around the pool.
Dane Whitcomb 3:06
So you could choose your category. So I'm going to hit add. And in this case, we'll just say William Allen, here was the lifeguard the rescuer. And we'll add the victim under here, the member who tripped and fell around the pool. So Elijah just gives us some names to tie it to, if you ever need to come back to these incidents. nice part about it is is it also puts in things like their birthday and their age, whatever, whatever family member information you've already filled out when you put them in the RecTrac system initially. So at this point, once you have all the information added that I want, I can save. And this incident now is always gonna live in this incident management area, the status is open. So you can always come back in here and Click Change. And you can change your status. Maybe everything's all wrapped up with this, you could switch this to close, there's also the litigation status that you can switch it to.
Dane Whitcomb 4:11
So we'll say it's closed now. And you can save it. So that's kind of everything you need to know about processing an incident. Obviously, the more questions you have to it, the longer might take to fill out but you also get more key information you might need. So the next thing you might want to do with incident processing is reporting on them. So if I go to incident reports, we have a incident report that allows you to just list out the incidents and report on them. So in my case, I only have one in my data grid now because it's pulling my incidents directly from what's in the data grid and incident management. So I've only submitted one. So there's a couple of ways you can do it. If you have a whole bunch in here. You could report on an incident number range. And the incident number is what gets generated here and that RecTrac system generated number.
Dane Whitcomb 5:09
So this would be one, but maybe you had 50, or 60 incidents in here, over the course of the summer, and you want to report on that whole range, you could leave this as blank, and then your end number 999. And if you don't select anything in the data grid, you know, you'd be including all your incidents, in my case is enough just to select the one out of the data grid, my incident status, I know this one's closed. But in any case, if you would do want to report on all statuses, you could just leave it on none selected, and it would bring in everything. The time you might want to use. This is more of if you only want to report on, let's say, open incidents, or maybe you just want to report on only closed incidents. If you want to include everything, I would recommend just not selecting any of those statuses in there. The other thing you can do is you can choose to just report on certain incident types, that in my example, here, we just have that pool Type built out. But maybe you have one for pool, maybe you've got another one for the fitness area. And let's say you're coming in here, and you only want to view those pool incidents. So you choose just that one incident Type in a begin and end range.
Dane Whitcomb 6:14
So when I Click on these, it's going to bring up these incident types. So I will be put in pool and my begin and end. And that would ensure I'm only getting incidents tied to that pool Type. But again, in the state this case, they only have that one. So I'm not going to use the incident Type. Again, the incident date ranges, another filter, that one's pretty self explanatory, just the date of the incident that you want to report on. So maybe you only want to report on incidents that happened maybe last week, you could do that. Or maybe you're targeting a specific date, and things like that. And then the last one is user name range, which just pulls from the user you submitted the incident under. So once you get the criteria, how you want it, you can Click process. And it's going to generate a report, you can choose to print question answers, print participants address all the comments.
Dane Whitcomb 7:09
So pretty much all the details you put in can be included in this report. So I'm gonna leave everything checked, and we'll see what we get here. That just kind of allows if you didn't want to print the question answers, let's say maybe you had 10 questions like that. And it was just too much to have on there. Or you could choose to not print those. But in this case, I only have one. So these as you can see here, I have my report. And you can see the incident status is closed. It's got all my information, the user who submitted it, this is my question area. So it's got the answer in there. This is my incident comment, then this is just a way where you can kind of print something out and have it on paper of all the incidents that maybe happened for a given week. It'll include the participants name and all that good information. So that wraps up part two of incident processing. So that went over how to actually submit incidents and how to run a report on them later.