SafeNest
Role: UI/UX Designer
Skills: Typography, Prototyping, Wireframing
Timeline: 6 Weeks
Partner: Wanlong He
Project Overview
SafeNest is a comprehensive error reporting system tailored specifically for nursing homes, designed to streamline incident reporting processes and enhance resident safety. With SafeNest, nursing home staff can easily document and report errors, while administrators gain valuable insights through data analysis, enabling proactive measures to prevent future incidents and ensure the well-being of residents.
Problem Statement
Traditional museum experiences often position visitors, especially children, as passive observers rather than active participants. This limits engagement, reduces the potential for personal connection with the artwork, and creates barriers for diverse audiences to feel included. Museums need innovative, interactive solutions to foster creativity, inclusivity, and a sense of community, ensuring that all visitors—regardless of age or background—can engage deeply with the art and the museum environment.
Goals & Challenges
Goals
A Clean & Usable UI
User Friendly & Intuitive Design
A Seamless Navigation That Doesen’t Intrude The Workday Flow
Challenges
Minimizing The Scrolling
Workflow Integration
Data Analysis Capabilities
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Design Process
Research & Discovery - Concept Development
Target Users
Certified Nurse Aides (CNA): Frontline caregivers responsible for assisting residents with daily activities, requiring an efficient, user-friendly system for swift error documentation.
Certified Medical Aides (CMA): Medication administrators ensuring accurate dosing and resident safety, benefiting from a streamlined process to report and track medication-related incidents.
Licensed Vocational Nurses (LVN): Providing direct patient care and monitoring resident health, needing a structured reporting tool to document and address clinical errors effectively.
Assistant Director of Nursing (ADON) & Director of Nursing (DON): Overseeing nursing operations and compliance, leveraging comprehensive data insights to identify trends, enhance staff training, and improve patient outcomes.
Administrators: Responsible for facility-wide safety and compliance, utilizing system-wide analytics to implement preventative measures, improve policies, and ensure regulatory adherence.
Dashboard
User Needs
Simplification of Report Flow: Streamlining the reporting process for quick, hassle-free error documentation and resolution.
Ensuring Confidentiality: Protecting sensitive information while maintaining transparency and accountability.
File Sorting & Management: Organizing reports efficiently for easy retrieval, tracking, and compliance.
Data Analysis: Providing actionable insights to identify trends, prevent future incidents, and improve resident care.
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Secondary Research
In this journal article the study aimed to explore why incident reporting in nursing homes is low despite the evidence of a high frequency of unfavorable events. Analysis of multiple interviews with nurses revealed several barriers that explain why this is happening. Some of the reasons are unclear outcomes, lack of support and company cultural issues, fear of repercussions, unclear procedures, technological challenges, time constraints, and perceptions of incident severity. The understanding these barriers is imperative for designing systems that aim to improve quality and safety in nursing homes.
[Error reporting from a nurse's point of view: results of a survey in nursing homes and hospitals]
A survey was conducted amongst nurses, in which 1100 nurses participated, the nurses reported an average of 1.9 errors in the previous six months, the nurses working in nursing homes reported more errors than nurses that work in hospitals. In nursing homes only about 20.5% of errors were reported, one-third of participants were unsure about what events should be reported. Over 20% of the participants expressed fear of repercussions and said that the lack of feedback on error reports also contributed to them not filling out reports. While the study found no statistical association between reporting behavior and the presence of an error reporting system, there were indications that organizations would benefit from a standardized error reporting system. Reporting behavior was also influenced by perceptions of factors related to the organization of error reporting processes as many of the participants of the study expressed confusion with the current systems in place
In the national library of medicine, I found a book that contained a chapter on error reporting systems. The chapter mainly talks about the benefits of learning from errors and preventing them from happening again by utilizing reporting systems. There are two types of systems that the book talks about. The first one is mandatory, mainly focusing on incidents of serious harm that are administered by state regulatory programs. The second one is voluntary, which focuses on near misses and is operated anonymously. The first one, mandatory systems are made to provide protection to the public, they promote safety improvements, as well as investment in patient safety. On the other hand, voluntary systems help identify system vulnerabilities and systemic issues affecting healthcare organizations. Finally the chapter advocates for adequate resources that help analyze data, as they are crucial in order to effectively reduce errors.
Barriers and Facilities in Reporting Medical Errors A Systematic Review Study
This article review dives into the different barriers as well as facilitators of reporting medical errors among clinical staff. Fear, particularly of legal repercussions and loss of trust, is one of the main factors that prevents honest and effective error reporting at an individual level, paired with a lack of support from managers and heavy workloads. Establishing effective, and anonymous error reporting systems, along with rigourous staff training and a systematic shift towards a blame-free work culture. Some of the recommendations include improvements to the systems for error reporting processes, having managerial support to foster open communication, and ongoing education to empower staff in error identification and reporting. Ultimately, creating a culture of transparency and learning is crucial for enhancing patient safety and quality of care.
Design Precedent
Orbit analytics is a software platform created to facilitate data reporting within organizations, It contains a main dashboard with data visualization, an overview of the ratios, quick call to action buttons that are easily accessible, and a side navigation.
RLDATIX solutions is an error reporting system used in health care. It aims to help health care providers to identify potential problems and prevent errors in patient care. RLDATIX provides features like incident reporting, so they provide structured forms that make the form filling process easier. Dashboard reporting, so they offer a customizable dashboard and reporting tools in order to visualize the data. However, the software looks very outdated and old.
Zoho analytics is an online reporting and business intelligence platform. This platform is designed to help businesses analyze data from many different sources.They also aid in creating reports and dashboards to help the businesses to make decisions based on real life data. Zoho contains features such as a dashboard that is customizable, that helps monitor KPIs (Key Performance Indicators) The dashboards include reports, widgets and data visualizations. Zoho also provides mobile access, to allow users to access the platform from mobile devices such as phones and tablets. Finally, They also offer AI assistance to help create graphs.
Jet reports is a popular software for reporting within business intelligence. It integrates Microsoft Dynamics ERP systems such as Dynamics 365 Business Central, Dynamics NAV, and Dynamics AX. Here are some key features commonly found in Jet Report. The system contains features such as excel based reporting to make the interface more familiar, and allows users to create reports using excel. Jet Reports also has pre build templates and dashboards that are also easily customizable, A data refresh function, that allows users to refresh the dashboard in order to take into account new and incoming data.
Research & Discovery - Information Architecture & Wireframes
User Tasks
Concept Map
Initial Sketches
Forms Screen Sketch
Home Screen Sketch
Filling Out Report Screen Sketch
Notifications Screen Sketch
Repository Screen Sketch
Notes Screen Sketch
Wireframes With Annotations
Usability Testing
Method
The way we conducted our evaluations was with an informal session where 3 participants were randomly assigned to demo our prototype for about 20 minutes as they both gave feedback verbally and later filling out a feedback capture grid form to help facilitate thought about our prototype and how we can improve on it later. The feedback capture grid is a commonly used form of feedback for prototype evaluations like this as it gives certain key feedback points that are especially important for establishing where we must go with the revisions our prototype will have in the next stage. All while our team was moderating the 20 minute sessions, there were open opportunities and communication between the participants and moderators asking questions about the thoughts our participants were having during the session.
Main Takeaways
Reword The Data Visualization To Better Represent The Data
Change The Word Files For Cases
Refine User Flow
Filters For View Report
Further Enhance User Friendliness
Improve Injury Report Flow
Make The Pop Ups To Confirm Actions Slightly Different Form Each Other
Logo With the Name
Modifications Based on Testing
Reword Data Visualization
The first impression of any application or website is one of the most important aspects to design, While the users generally complimented the look of the dashboard, they also commented that the labels on our charts were not representative of the data we wanted to visualize.
In order to fix this issue, we really thought about what sort of data we wanted the charts to represent. Once we figured it out, we brainstorm about way to best visualize that data, and wording for the labeling that would accuretly represent it.
Files/Cases
During our round of user testing, our ousers expressed confusion on the labeling, and often asked “What is files” or “What is the difference between files, view report, and create report?”. In order to mitigate this, we followed what our users suggested and changed “Files” for “Cases” in order to properly convay to the users that in this menu item, is a repository of all of the cases. Each case contains three files; Injury Report Form, Workers Compensation Forn, and OSHA 301 Form. The create report is to fill out an individual form and view reports is to view a repository of all the individual forms
Filter For View Report
Users mentioned that they wished for the View Report section to have some sort of filter, so that the only option to navigate the reports wasn’t only endlessly scrolling. As we did not want an overwhelming UI with a bunch of small buttons, instead we opted for filtering the reports by months, and added a top tab navigation in order to filter the reports by months. Furthermore, users can also use the search bar to search for any specific item within the system.
Improve Injury Report Flow
During our user testings, our users mentioned, that the amount of information we asked of the user for the Injury Report, was not enough to populate the OSHA form. So we checked the OSHSA form and expanded on the questions required to populate the injury report, and now the report flow is a two step process.
Differentiate The Pop Ups
During our usability test, all the users expressed confession over the fact that all of the pop ups, not only had the same icon, but that they also all were the same color. Furthermore, one of the users suggested adding a message notifying the user that a PDF version of the form that had just been approved was sent to the users email. So to for the improvements, we made the checkmark for the approved pop up green. For the pop up that appears when the report was sent back for corrections orange, and for when the report is rejected, we changed the checkmark to a red X.
SafeNest
This is a video of the final Prototype of the application. This video represents the user flow, with all of the features. For closer inspection of all the design boards, click on the link bellow for access to the Figma Files
Style Guide
In order for both the prototype for the admins and the employees to feel cohesive when two different teams where working on each, we created a detailed style guide, with the colors to be used, the font and the iconography to be used throughout the app
Colors Used Style Guide
Color Contrast (X are contrasts that didn’t pass accessibility, not used) Style Guide
Typography Style Guide
Iconography Style Guide
Grid System Style Guide
Component Library Text Field Style Guide
Component Library Selectors Style Guide
Component Library Buttons Style Guide
Component Library Small Elements Style Guide
Component Library Big Elements Style Guide
Imagery Style Guide
Custom Logo Style Guide
Reflection
As the design process is concluded and a final prototype was submitted, there are still areas that can see improvement, as well as areas the could be reflected on. I would like to take a moment to reflect on the journey we undertook and the lessons learned along the way.
Challenges Faced
UI Complexities: One of the main challenges we faced was creating a user friendly interface that did not create an overwhelming experience for our users and that worked well to incorporate on the workday with all the necessary features, and an overly complicated user flow. We wanted to properly manage simplicity and functionality in order to provide the best experience. The round of user testing we performed provided invaluable feedback to help improve.
Simplifying & Standardizing The Forms: One of the main goals for the project was to simplify and standardize the process of filling out the form, as it was one of the main issues with the current systems. We had to find a way to accomplish this, while still gathering all the information needed.
Comprehensive Data Visualization: Another of the major requirements for the project was including a comprehensive data analysis in order to facilitate the review of potential areas of improvement for the facilities to improve transparency and patient safety.
Successes Achieved
Intuitive User Experience: Despite the complexities of the project, and having to make the scrolling minimum, while keeping the UI relatively simple, we managed to create a simple and intuitive user experience. We aimed to create an experience that would significantly minimize the learning curve of using the platform. We created a simple navigation with clear user flow paths and big call to action buttons.
Feature Sets: Even with the simple design, we manage to incorporate a wide range of features, such as notes, an AI bot to create data visualizations, comment section for the report, a repository, a version history of the reports, and an interactive “human body” to click the areas injured or affected. We also included file management, with indicators of different report status, and a case creation flow.
Following Industry Standards: Based on our research and the guidelines provided to us at the beginning of the project, we carefully followed industry standards in regards functionalities and the information needed to be gathered for each case file.
Areas of Improvement
Better Performance: In order to better optimize improvement, another round of user testing would have been very useful. Another round of testing would be best with more users in order to get more feedback on the product.