Falls & Safety Incident Follow-Up

A staff member submits an incident via a structured form ( or Google Forms). The form captures resident name, incident type, time, location, witnesses, and initial observations in one submission.

The automation creates a new incident record with all submitted data, assigns a unique incident ID, and timestamps the entry.

The automation sends a message or email to identified witnesses with a link to a short witness statement form. Responses are automatically logged to the incident record.

The automation reviews the incident type, resident age, injury severity, and witness accounts to determine if regulatory reporting, incident review, or staff retraining is required. the automation flags compliance actions and assigns them to the appropriate team member.

The automation sends a templated, personalised email to the resident's family with incident details, immediate actions taken, and next steps. The email is logged in the incident record.

The automation creates reminders or calendar tasks for follow-up actions (e.g. incident review meeting, equipment repair) and assigns them to the responsible staff member with a due date.

The automation sends a notification to the operations manager with a summary of the incident, compliance flags, and follow-up actions. The manager can review and approve the record.