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InfoExpress for Incident Reporting

                              

 

The InfoExpress is ideal for organizations that have a need to enter information into the Parklane System from remote sites.  This will normally be in the form of adding incident information directly into the Parklane System rather than sending or faxing paper documents to a central site.  Examples of these types of organizations would be school boards, retail stores, and distribution centers.

 

 

Benefits

 

·                  Offsets the function of entering data from head office to the field.

·                  Incidents and time entries can be entered 24 hours a day, 7 days per week.

·                  Has a major effect on improving procedures used for recording incidents and time off.

·                  Head Office is automatically notified by email when an incident has been added.

 

 

Under InfoExpress, there are two types of users:

 

·        The Super User at head office who has complete access to Incident Reporting and manages the incidents.

 

·        The Express User at the remote site who simply records an incident that has occurred.

 

 

 

What can be done in Incident Reporting

 

The Express User can:                              

 

·          Add new incidents.

 

·          Add follow-up comments regarding an incident. (This is an option).

 

·          Notify employee’s return to work. (This is an option).

 

·          In applicable jurisdictions, enter the return-to-work form. (This is an option)

 

·          View the status of a claim. (This is an option)

 

·        The Express User is restricted to certain panels:

 

Description

Types, Causes and Corrections

Miscellaneous

Attributes

Comments 

WCB/WSIB forms

 

The Super User can globally deny access to any of these panels.

 

 

 

How it Works

 

1.      When an incident occurs, the Express User records it into the system.  Their User-id will indicate that this is an Express User and an alternated menu is used rather than the standard menus from the full Parklane System.

 

 

 

 

 

 

 

 

·        The user adds the incident.  When they complete the incident and exit to the menu, they may go back to that incident, as many times as needed, to make modifications. Whenever an incident is added by an Express User, an email is automatically sent to the people who need to know.

Note: On the email, as shown below, an option is available to exclude the employee’s name and their injury.

 

 

2.      Once the Super User reviews the incident, it becomes inaccessible to the Express User.
At the bottom of the Description panel, there is a check-box indicating such.




If the Super User feels that more information is required by the Express User, they may un-check the box giving the Express User access again.  However, every time the Super User reviews the incident it automatically becomes locked and inaccessible to the Express User.

 

 

 

3.      If given the rights to do so, the Express User may, at anytime, add follow-up comments.
The Super User will be notified accordingly.
Within in the limit of their access rights, the Express User may add comments for any claim.

 

 

 

 

4.      If given the rights to do so, the Express User may indicate that the employee has returned to work.
The Super User will be notified accordingly.
Within in the limit of their access rights, the Express User may enter a return-to-work date for any claim that doesn’t have one.

 

 

 

 

 

5.      If given the rights to do so, the Express User may view the status of a claim. 
Within in the limits of their access rights, the Express User may view the status of any claim.

 

 

 

 

 

6.      When an Express User adds an incident, or comments, or a return-to-work date. several things happen:

·        An email is automatically sent the Super User(s).

·        The Incident Menu indicates that there has been “Incident Activity”.

·        D41-Added Incidents, is a log of all records that have been added to the system by Express Users and have yet to be reviewed by a Super User.

 

 

Summary of Incident Access

 

When entering subsequent information, Express users may access incidents within their department restrictions and under the following conditions

 

·        Modify an Incident:  Express user may modify an incident they entered until the super user opens the incident or gives the Express user access again.

·        Add a Recurrence:  Express user may add a REO to any lost time claim.

·        Add Comments to an Incident:  Express user has access all incidents to enter comments.

·        View Claim Status: Express user has access to all incidents.

·        Enter Return to Work Date: Express user has access to any Lost Time incident that does not have a RTW date.

·        Complete Return to Work Form:  Express user has access to Lost Time incident that does not have a RTW date.

 

 

Express User Restrictions

 

There are 2 tiers (levels) of restrictions for Express Users that you may choose from.

 

Tier 1

 

·        Express Users have access to all fields on the incident.  They can view limited demographic information and have the ability to print.

 

Tier 2

 

·        Express Users cannot view any demographic information except the basics such as name. Employee id, department.  Address, etc is blocked on the WCB/WSIB forms.

 

·        All print buttons are de-activated.

 

·        User can provide complete details regarding “What happened” and “What the worker was doing” but cannot complete the abbreviation versions that usually appear on the WCB/WSIB forms.

 

Tier 2 has an option to allow the user to be able to print a streamline version of the Incident.

 

 

 

Setting Up Info-Express

 

·        Contact Parklane Systems to obtain the information in regards to the technical requirements.  This information is also provided in the Share guide on our website.

 

·        Parklane Systems will provide the key to activate InfoExpress.

 

·        Have a technical person complete the Email Server Technical information in Maintenance Module. 

 

 

 

 

 

·        Enter all of your Super Users under Security.  Anyone who is to be notified by email about an incident, but will not be a user of Parklane must also be entered.

 

·        Go to the Incident Reporting Module and under Options, click on InfoExpress Options.  On this page indicate the options that apply.  (If you have the multi-company option, this page must be completed for each company). 

 

 

 

·        Enter the names and addresses of the email recipients. To go to the panel below click on Add/Modify on the panel above. You may have up to 20 recipients.  If you have the multi-company options, the recipients may vary by company.

 

 

 

 

·        Under Security, add all of your Express Users.  For each user, only check the Express User box to the right of the Incident Reporting Access box.  At this point, you may define the departments that he/she are restricted to.

 

 

 

 

Attributes

 

When adding an incident, Express Users may be given access to the Attribute panel. You can allow an Express User to select from all of your Attribute Descriptions or restrict them to certain ones. The maximum number that you may select is 100.

 

How it works:

 

·                                      In Personal Data, go to Manage Attribute Sets.

 

·                                      Add a new Attribute Set and make sure you give it the name InfoExpress

 

·                                      Select the Attributes that are to be used by the InfoExpress users.

 

When an InfoExpress user enters an incident, the only Attributes he/she will see are the ones in the InfoExpress Attribute Set.

 

 

 

Managing Incidents Entered Via InfoExpress

 

As incidents are entered through InfoExpress, there is an indicator on the Incident Reporting Menu.

 

Under Incidents, there is a log available called, “View Added Incidents”.

This log summarizes the information that had been entered:

 

·                  Name of employee

·                  Date of incident

·                  Source – InfoExpress

·                  The name of the person who entered the information

·                  What the information is:  i.e., new incident, comments, return to work date

·                  The date and time of entry

 

 

 

Report D41 – View Added Incidents                                                

 

 

 

 

Open Incident

 

Under Open Incident, the List of Incidents panel includes which incidents that had been entered though InfoExpress.  To the right of the incident date there will be two “**” indicating that the incident has not yet been reviewed by a Super User.

 

 

 

 

Once the incident has been reviewed, the asterisks will be removed and that incident will be removed from the log.