Every adverse event investigated, closed and in the committee packet
Event data that arrives structured and leaves as a QAPI committee packet.
Who this is for
Staff report, and you sort, investigate and present. The governing body answers for the QAPI program.
You answer to
SAMPLE RECORD · SYNTHETIC DATA
What makes this job hard today.
Reports arrive in any shape
No time, no harm level, no note of who was told. You phone the unit to fill gaps. Nobody records the call.
The committee packet is a monthly build
Before each QAPI meeting you export, clean, sort and chart. The data is a month old. Nothing proves an action worked.
Actions close because someone said so
A surgery center must track adverse events and study causes. Fixes must last. A nursing home must check that corrective actions worked.
Many audiences, many clocks
State, accreditor, family and carrier each have a clock. The NAIC says report timing is part of how a claims-made policy responds.
The work, in your terms.
- Patient safety events by harm level, with near misses
- Possible sentinel events: same-day alerts, root cause analysis
- Medication events and high-alert near misses
- Falls with injury
- Pressure injuries and conditions acquired in care
- Infection control events and clusters
- Wrong-site, wrong-patient and retained-item events
- Abuse, neglect and mistreatment allegations on state clocks
- Unplanned transfers and returns to the operating room
- Events that may become claims
- Performance improvement projects and measures
- Corrective actions awaiting a check
What you answer to.
- CMS hospitals, 42 CFR 482.21
- QAPI must track medical errors and adverse events, and act on causes. The governing body, medical staff and administrators answer for it. Multi-hospital systems may elect one program, paragraph (g).
- CMS surgery centers, 42 CFR 416.43
- The ASC must measure, analyze and track quality indicators and adverse patient events. It documents each project's reasons and results.
- CMS nursing homes, 42 CFR 483.75
- Find, report, track, investigate and analyze adverse events. Use the data to prevent more. The QAA committee meets at least quarterly.
- The Joint Commission and other accreditors
- Accreditors set their own sentinel event rules and timelines. Check your accreditor's policy. See sentinel events.
- AHRQ Patient Safety Organization program and Common Formats
- Patient safety work product sent to a listed PSO can carry federal protection when rules are met. AHRQ's Common Formats let you combine data. IncidentKit is not a PSO.
- Carrier notice under claims-made policies
- A claims-made policy responds to claims reported while it is in force or in an extended reporting period, the NAIC says. Read your notice terms with counsel.
A medication near miss reaches the committee
A surgery center nurse catches a wrong anesthetic concentration, and the case goes from a text to the governing body's packet.
01Report
Nurse texts about wrong concentration
Lauren asks about the drug and concentration.
She asks who drew it up, where it was caught and about the label read-back. The draft is marked 'Lauren · draft'.
Signed report routes to risk manager
The charge nurse signs. Routing sends the report to the risk manager and the medication safety lead.
02Investigate
Risk manager opens the investigation
Contributing factors include look-alike vials stored side by side and similar labels.
03Correct
Three actions set with owners
One action separates storage, one asks the supplier to change the label and one sends similar items to pharmacy review.
All three get owners and due dates.
Second near miss joins the case
The cluster view shows two events in three weeks, both in the same drug family and room.
The risk manager links them.
Storage audit closes the actions
The effectiveness check, a storage audit by observation, is verified.
Evidence is attached and the actions close.
04Prove
Governing body sees the QAPI summary
The QAPI summary lists events by type, the project's reason and result, and each action's check.
This shows improvements were evaluated, as 42 CFR 416.43(e)(2) expects.
Illustrative scenario. Details are invented to show how the workflow runs.
See this on your team.
Thirty minutes, built around your incidents, your regulator and the proof you have to produce.
Set up for your kind of site.
Forms, routing, exports and roles are configured per site. We load them for you on paid plans.
Forms
- Patient safety event report with harm level prompts
- Near miss and unsafe condition report
- Serious event and sentinel event form
- Corrective action plan: owner, due date, evidence, check
- Improvement project record: reason, measure, result
Routing
- Rules route by type and severity to risk, pharmacy and infection prevention
- Same-day alerts for events on a state, federal or accreditor clock
- Escalation for events you class as possible claims
Exports
- QAPI summary for the committee
- Survey packet
- Event trends by type, location, shift and cause
- Claims-ready incident file for a carrier or counsel
Roles
- Risk and quality leaders: triage, investigate, present
- Administrators and department heads: review, sign, own actions
- Governing body and committee: read summaries and packets
- Reporters: any staff member, by text, QR, email or web
Outcomes you can plan for.
Complete reports without the phone chase
Lauren asks follow-up questions as the event happens. Reports arrive with times, harm level and notifications.
A committee packet that builds from the record
The QAPI summary draws on incidents, projects and actions already in the system. Prep becomes review. See QAPI committee meetings.
Proof that improvements held
Actions close only after evidence and a check are verified. Committees and surveyors ask for exactly that. See investigations.
One record for several audiences
The same incident supports the committee, accreditor, state and, if you choose, the carrier.
The rules behind this pack.
Risk and quality leaders: frequently asked
Something we missed? Ask us, and a person answers.
How does IncidentKit support the QAPI committee?
It builds the QAPI summary from the incident record. The summary shows events by type, location and cause, improvement projects with reasons and results, and actions with effectiveness checks. A person reviews and signs it. See compliance packets.
Does IncidentKit replace our PSO relationship?
No. IncidentKit is not a Patient Safety Organization. Protections for a listed PSO apply only when federal rules are met. Decide with your PSO and counsel what you report and how.
What is the difference between an incident report, a variance report and an occurrence report?
They are mostly names for the same thing. Hospitals often say patient safety event. CMS says adverse event. Some say variance or occurrence. IncidentKit uses incident as the standard word. See the glossary entry for incident report.
Can IncidentKit handle sentinel events?
Yes. It alerts the right people to a possible sentinel event on your rules. It holds the investigation, root cause analysis and actions. Your accreditor and state set the definitions and timelines, so confirm both. See what is a sentinel event.
Does IncidentKit work with the EHR?
It runs alongside the EHR and does not replace it. Deeper EHR integrations are rolling out. Today the platform offers signed webhooks and a read API.
See it on your team.
Tell us about your sites and we will build the demo on your kind of facility. Or start free and report something real today.