Incident and emergency reporting system
Healthcare providers must report and analyse incidents internally, and report a calamity to the Dutch Healthcare and Youth Inspectorate (IGJ) no later than three working days after it has been established as a calamity. Appfront builds a reporting system in which a care worker reports quickly and safely, the quality officer analyses and assesses, and a calamity reaches the IGJ on time and in full.
What is a calamity and incident reporting system?
Under the Wkkgz (Dutch Quality, Complaints and Disputes in Healthcare Act), a healthcare provider must report and analyse incidents internally, with a procedure for safe incident reporting (VIM). A calamity is an event that has led to the death of, or serious harm to, a client. It must be reported to the IGJ using the reporting form, no later than three working days after it has been established as a calamity. If there is doubt, you have six weeks to investigate, and the report is normally due within eight weeks.
A staff member who wants to report an incident has little time. If the form is long or unclear, fewer reports are made, and the organisation misses the chance to learn. On the other side, the quality officer is left with reports in a system that doesn't show which ones are urgent, and with IGJ deadlines tracked by hand.
We build a system for both sides. Reporting works on a phone or computer, takes a minute, and is free of fear, because the report is meant for learning. The quality officer sees which reports need assessment, decides whether it is a calamity, and sees the deadlines that come with it. The investigation, the report and the improvement measures are tracked in the same system.
Quick reporting
On phone or computer.
On time to the IGJ
Deadlines in view.
Learning
Analysis and measures tracked.
How we build your calamity and incident reporting system
We start with your organisation: how reports are made now, who assesses them, how your VIM committee works, and how a calamity is currently handled. Then we build the reporting form for staff and the environment for the quality officer, with your categories and way of working. We often start with reporting and assessment, because that is where the most can be gained. Calamity investigation, reporting, improvement measures and trends per department follow once that is going well. After that, we maintain the system as the rules or your way of working change.
Reporting, assessing and calamities.
Your categories and roles.
With staff on a department.
Go-live, and maintenance when rules change.
What a calamity and incident reporting system does in practice
The components below appear in almost every reporting system in healthcare. Which ones you need depends on your organisation and way of working.
Notify
Quick, on any device.
Assessing
By the VIM committee or quality team.
Calamity
With the deadlines included.
Research
Analysis and report.
Improvement measures
With an owner and follow-up.
Trends
Per department and type.
Who we build a calamity and incident reporting system for
The system is intended for healthcare providers who want to get more out of their reports and handle calamities on time and in full.
Hospitals and clinics
Many departments. Trends matter.
Long-term care
Many locations. Quick reporting matters.
Community nursing and youth care
Working on the move. The phone matters.
Out-of-hours GP services
Small teams. Overview matters.
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This page is about incidents and calamities in healthcare. For complaints and disputes under the Wkkgz, see our page on Wkkgz software, for complaints in general our page on complaints management software, and for reporting cyber incidents within 24 hours our page on the incident reporting portal. You can read about our approach on building software.
Why Appfront for your calamity and incident reporting system?
Reporting forms that nobody fills in, reports that sit unread and deadlines for the IGJ (the Dutch Health and Youth Care Inspectorate) kept in a diary cost a healthcare provider the chance to learn and create risk with the inspectorate. That is what we build on: quick reporting, serious events reported on time, and measures that are followed up.
More reports
Report in a minute.
In time
Deadlines monitored.
Real learning
Measures followed up.
Security and privacy in an incident and serious event reporting system
The system processes data about clients and staff, sometimes including medical data. That is special category personal data. Access is set up per role and per department, reports can be made without the client's name where possible, and every view and change is logged.
The system runs in a European data centre, with encrypted storage and daily backups. We build to the requirements that apply to healthcare information, and record the processing in a data processing agreement.
Frequently asked questions about an incident and serious event reporting system
Questions care providers ask before getting started.
An incident is an event that caused, or could have caused, harm to a client. A serious event (calamity) is an incident that results in a client's death or serious harm. Incidents are reported and analysed internally, while serious events must also be reported to the IGJ.
You report a serious event to the IGJ no later than three working days after you have established that it is one. If you are unsure, you have six weeks to investigate. After the report, the investigation report is generally due within eight weeks. The system shows which deadline is running for each serious event.
The report is submitted through the IGJ's reporting form. The system gathers the information needed for it, so the quality officer can complete the form quickly and in full, and records when the report was made and under which reference number.
That is the starting point of VIM (safe incident reporting): reporting is meant for learning, not for punishing. The system only shows the details to the people who need to assess a report, and anonymous reporting can be enabled where you want it.
Often, yes. An integration with the electronic client record can retrieve client details when needed, or attach a report to the record. We look at which route is available in the first step.
Every report gets a category, a department and, where needed, an analysis. Improvement measures get an owner and a deadline. The system shows trends per department and per type of incident, so the VIM committee can see where things keep going wrong.
For hospitals and clinics, for organisations in elderly care, disability care and mental health care, for community nursing and youth care, and for out-of-hours GP services and care groups. If you work with a small team and a handful of reports a year, a simple form is often still enough.
Reports you learn from, and serious events handled on time?
Tell us how reports are currently made and assessed, and how a serious event is handled. We will show you what the system looks like.