Managing Incidents or Breaches in The Guard

Overview

This training video explains how to use the Guard platform's incident management system, which handles a wide variety of incident types across different organizational needs and compliance requirements.

 

Incident Types Supported

Healthcare & Compliance:

• HIPAA breaches
• Patient complaints and grievances
• Medicare compliance incidents (anonymous reporting required)

Corporate & HR:

• Safety issues and general event management
• HR violations
• Conflict of interest cases
• Fraud, waste, and abuse
• Corporate compliance matters

Reporting Capabilities:

• Employee-reported incidents
• Patient-reported incidents
• Anonymous incident reporting

Key Features & Setup

1. Anonymous Incident Reporting Portal

Access & Configuration:

• Navigate to Settings → Incident Reporting Portal in admin panel
• Generates standalone URL for incident reporting
• Can be deployed multiple ways:
  • Convert to QR codes for physical office locations
  • Embed on organization website
  • Include in company policies
  • Add to employee portal (automatically included)

Modern Solution Benefits:

• Addresses decline in traditional hotline phone usage
• Provides electronic reporting preferred by modern workforce
• Ensures accessibility for compliance requirements (e.g., Medicare)

2. Incident Submission Process

Reporter Experience:

• Identify themselves (optional for anonymous reporting)
• Describe incident details
• Upload supporting attachments
• Complete additional relevant fields
• Submit report electronically

Administrator Notification:

• Automatic email notification to Guard administrators
• Creates incident profile in incident management system

3. Incident Management & Tracking

Incident Profile Customization:

• Create custom naming conventions for different incident types:
  • Cyber incidents
  • Conflict of interest
  • Fraud/abuse cases
• Assign incidents to specific locations or vendors
• Categorize using dropdown incident type selections
• Add detailed descriptions

Status Management:

• Track incident status (e.g., "Actively Investigating")
• Move incidents through different stages
• Clear visibility of outstanding vs. completed cases

4. Investigation & Documentation Tools

Investigation Tasks:

• Create and assign investigation tasks
• Set target completion dates
• Track task progress and accountability

Corrective Action Planning:

• Document corrective action plans
• Create comprehensive audit trail
• Track remediation efforts over time

Evidence Management:

• Upload and store evidence files
• Add investigation notes
• Maintain complete incident repository

5. Reporting & Audit Capabilities

Search & Filter Functions:

• Quick search by incident naming conventions
• Filter incidents by type, status, or other criteria
• Easy incident categorization and retrieval

Audit Trail Features:

• Complete documentation of all actions taken
• Clear timeline of investigation activities
• Verification and completion tracking

Compliance Benefits

• Medicare Requirements: Satisfies anonymous incident reporting mandates
• Audit Readiness: Comprehensive documentation and tracking
• Modern Accessibility: Electronic reporting system meets current workforce expectations
• Centralized Management: Single platform for all incident types

Support & Resources

Users are encouraged to contact their Customer Success Manager (CSM) or customer support team for additional questions about the incident management features.