ErrorSafe is a nursing home error reporting software with a system and portal view that aims to facilitate a more intuitive and easy-to-use error reporting process. This web application is part of a product suite.
View PrototypeNursing Home administrators, staff, nurses, and internal stakeholders
7 Weeks | March - May 2023
UX Designer | Team of 4
Design of main web app system in collaboration with mobile companion designers. My direct contributions include: Form filling process design | Form Fields | Submission functionality of OSHA 300, OSHA 301, and Incident reports | Help & resources Page | Resource Article page | Cases Report Repository and Information pages | Forms Repository and Review pages | Document Scanner
ErrorSafe is the result of a 7 week sprint project. As a team of 4, we were able to create a fully functioning prototype of a system capable of generating, creating and processing reports, appending case documentation, populating OSHA and Workers Comp forms along with dashboard analytics. This system also includes innovative features such as AI generated prioritization, document scanning, Erro chatbot assistant, team management and safety tip automation. The team was able to accomplish a complexly layered system architecture with intuitive functionality and aesthetically appealing visual design.
Reporting errors is fundamental to error prevention. OSHA mandates reporting accidents for regulated industries. Current web-based systems are flawed in system design & usability and underreporting is a major problem.
How might we create a web reporting system for nursing home employees to facilitate the easy, quick, and accurate reporting of incidents, generate feedback to all relevant parties and analyze historical data?
Nursing home existing reporting systems tend to be either verbal or paper based, delegated to supervisors, and does not address worker safety. The overall process is too time consuming and leads to underreporting.
The digital systems in place are either flawed in system design or have usability issues. The type of data collected yields insufficient and inaccurate data. There is little opportunity to conduct quantitative analyses for quality improvement. Printed forms also come with their own challenges and pain points. These forms are not easily obtained, and staff must be motivated to find one, fill it in, and then submit to the appropriate manager.
Missing valuable information on accidents and near misses lead to:
Nursing homes are typically 24 hours/day, provide 3 levels of care and have multiple different departments. Error reporting system users have different levels of employees:
These nursing homes typically have multiple departments. These can include but are not limited to Nursing, Housekeeping, Admissions, and Dining Services.
User personas for the system and the portal created empathy between our team of designers and potential users. It allows us to connect what parts of the system could be frustration points as well as what needed improvement.
Reporting an incident
Design and prototype an incident reporting system (web based, responsive design) for nursing home settings. Provide user specific interface for Report Submission & Analysis. Ensure consistent design language across system and web portal.
System is responsible for report Submission, Processing, and Analysis:
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During this week, a brain writing exercise was made in order to generating initial ideas for the project. In collaboration with two other classmates, I was able to expand upon ideas that would late turn into ErrorSafe's innovative features.
Initial Ideas generated from this included a messaging system, a form autofill feature, case priority assignment and including spelling check for users. Thinking more analytically, my preliminary ideas included:
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Researching other systems allowed me to gain insight into what existing softwares were and set design precedents. Some key pieces of information learned from research include:
Original healthcare practitioner perception: it was thought that they reduced the frequency of error reports.
Health care providers are typically devastated and embarrassed by their mistakes that they may attempt to conceal them or defend themselves by shifting the blame to someone or something else.
Benefits of having a standardized reporting process
Deliverables : Concept Map / Site Map / User tasks flow
After learning more about what other error reporting softwares existed and gaining more insight into the project, I began to explore the posibilities of the system. One thing I did to better understand how the data relationships should be connected was to create a Database management system Entity relationship diagram (DBMS ERD).
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We decide to also include stakeholder actions within this sitemap. These are users that would interact with the system in one way or another (external non departmental admin) without direct form manipulation. Many of their information would be limited to the dashboard view to oversee the high-level details. Some admin in this flow would also have the same system functionality as an Admin except they could not assign a case reviewer.
This user task flow highlights how the user moves through the admin system to complete tasks. One of the biggest differentiators between the admin and portal system is the ability to track and submit OSHA forms and communicate the status to the form filler. As research discovered there was a need to better understand the reporting process, my team and I created a Help and resources flow consisting of the articles and chatbot.
Deliverables : UI flows / Product Suite style guide / Sketches
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These sketches were the first step in visualizing the processes, and wireframes. The modular design style was utilized throughout the entire system but seemed from sketches. The team had similar approach to keep the design language similar.
From the beginning, I intended to include a progress bar to indicate oh form filling status and case review status. Many iterations on the progress bar were sketched out, edited and discarded. Sketching this out, allowed me to visualize multiple ideas in a quick manor before jumping into Figma.
With the concept map completed, tasks flows understood, sketches to begin preliminary designs done, it was time to start outlining multiple screens using UI flows.
As part of the style guide creation process, the brand "ErrorSafe" was created! The purple colors blended into the identity, the logo and later the wireframe UI design. It was important to establish the priority colors from the very beginning. The also established majority of the iconography from the beginning. We also separated icons to be used only in the Admin system versus the portal.
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During this phase, my team and I were able to use the components I created to really hone the layout of the pages and get contextual information on what needed to be present. During this phase of the project, collaboration was key! Hopping on team calls to do live changes and ie ec oherfeedback really contributed the overall successful project outcome.
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The annotations verbalize interactions captured in the prototype. The would help any future development team quickly understand what was intended to happen on a page without having to click through the fully prototype.
From transitions to micro interactions to animations, the overall system look and feel started to come together!
Working in a team has its challenges. Agreeing on design choices can be difficult if communication is not present. I tried to incorporate my own way of designing in the project by creating components in Figma. This was a great tool as it allowed seamless design and a way to change every element on the site with one click. However while this was great, teammates would often utilize these as a justification for not designing or contributing to the iterative process. I also learned that not everyone uses this same approch to design. Patience and communication really played a role as other designer would change elements without notice and I have to consistently look to make sure the style stayed the same.
