Incident report auto-routing to supervisors/authorities

Purpose

1. Automatically collect, process, and route incident reports in adult foster care settings to designated supervisors and/or authorities to ensure compliance, accelerate response times, maintain documentation integrity, and guarantee incident data reaches all parties as mandated by legal and operational requirements.

2. Ensure incidents—such as abuse, neglect, medical emergencies, or regulatory violations—are never delayed or mishandled due to manual processing errors.

3. Maintain a full digital audit trail for every reported incident for compliance audits, legal inquiries, and quality improvement measures.

Trigger Conditions

1. Submission of a new incident report form via an internal web portal, app, or email.

2. Detection of specific keywords or incident categories in communication channels indicating a serious event.

3. Scheduled checks for reports marked as "unreviewed" after set intervals.

4. API/webhook event from third-party facility management or case tracking tool.

Platform Variants

1. Microsoft Power Automate

• Feature: "When a new form response is submitted" trigger
  
• Setting: Connect to Microsoft Forms incident form, route data via Outlook/Teams actions to supervisors.
  

2. Google Workspace Apps Script

• Feature: Google Forms "onSubmit" trigger
  
• Setting: Auto-email responses and push to Google Groups or external API for escalation.
  

3. Twilio SMS

• Feature: SMS API Webhooks
  
• Setting: Send an SMS alert with incident details to a supervisor's phone on form submission.
  

4. SendGrid

• Feature: Transactional Email API
  
• Setting: Deliver templated email with structured incident details to authorities' addresses.
  

5. Slack

• Feature: Incoming Webhooks
  
• Setting: Automatically post incident reports to a secure #incidents channel for review.
  

6. ServiceNow

• Feature: Incident Management API
  
• Setting: Create new ticket in ServiceNow triggered by incoming data from the report form.
  

7. Salesforce Service Cloud

• Feature: REST API Case Creation
  
• Setting: Auto-generate a case, assign to supervisor, notify via Salesforce Chatter.
  

8. Zendesk

• Feature: Tickets API
  
• Setting: Create new ticket with incident category, auto-assign to compliance team.
  

9. PagerDuty

• Feature: Events API — Trigger
  
• Setting: Push critical incidents as PagerDuty alerts; auto-escalate if not acknowledged.
  

10. DocuSign

• Feature: eSignature API
  
• Setting: Send incident report for supervisor acknowledgment with tracked digital signature.
  

11. Asana

• Feature: Create Task API
  
• Setting: Log incident as new task, assign to compliance officer, attach original report PDF.
  

12. JIRA Service Management

• Feature: Issue Creation REST API
  
• Setting: Log incident as "Incident" issue, route by priority and tags.
  

13. Monday.com

• Feature: Create Item API
  
• Setting: Add incident to a designated board, notify relevant persons via automation recipes.
  

14. Freshdesk

• Feature: Ticket Creation API
  
• Setting: Forward incident as a ticket, categorize by severity, auto-assign to roles.
  

15. HubSpot Service Hub

• Feature: Create Ticket API
  
• Setting: Generate support ticket on incident, sequence notification workflow for stakeholders.
  

16. Trello

• Feature: Card Creation API
  
• Setting: Add incident card to “Critical Events” list, assign members, send watch notifications.
  

17. Smartsheet

• Feature: Row Creation via API
  
• Setting: Append incident data to a compliance log sheet, auto-alert supervisors upon entry.
  

18. Zoho Desk

• Feature: Tickets API
  
• Setting: Create incident ticket, set status, route escalation as per business logic.
  

19. Intercom

• Feature: Create Conversation API
  
• Setting: Notify care team via chat conversation for immediate review and action.
  

20. Airtable

• Feature: Record Creation API
  
• Setting: Log details in incidents table, trigger Slack/Email notification to compliance officers.
  

21. ClickUp

• Feature: Create Task API
  
• Setting: Add as new task in “Compliance” space, set urgency, tag supervisors for review.
  

22. Cisco Webex

• Feature: Webhooks/Event Listener
  
• Setting: Post incident alert in designated space, initiate call with supervisor if criteria met.
  

Benefits

1. Eliminates human errors and bottlenecks in critical incident reporting.

2. Provides instant, consistent escalation to appropriate staff or authorities—boosting compliance.

3. Ensures complete documentation and real-time audit trails for all incidents.

4. Supports multi-channel notification, maximizing the chances of rapid response.

5. Reduces liability risk by adhering to all mandatory reporting timelines and protocols.

6. Integrates seamlessly with existing tools, streamlining workflows for care operations.