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Nursing Home Reporting System Design

Role (Individual Work)
UX Designer
Two Months
Human-Centered Design
Qinyu Ding  CIM635: Human-Centered Design Dec. 11th, 2019

Today nursing homes and residential care facilities employ approximately 2.8 million workers at 21,000 work sites. Many nursing home tasks require a lot of lifting and other strenuous physical labor.  Data have shown that injury rate for workers in these facilities is double the injury rate for all full time workers in other occupations. However, not all injuries were reported. Studies have found that 39 percent of hospital service workers had not reported one or more injuries despite the fact that 64 percent of these unreported injuries required medical care and 44 percent resulted in lost work time.

The purpose of this project was to design an efficient and easy-to-use incident reporting system for nursing home settings in order to encourage incident reporting

Product Description

Descriptions of the product we were asked to design were provided by the instructor, including type of the product, target users, and features.

Product Type

Desktop (1440 x 1024 px), Web-based Incident Reporting System (Responsive Design)

Target Users
  • Certified Nurse Aides (CNA)

  • Certified Medical Aides (CMA)

  • Licensed Vocational Nurses (LVN)

  • Assistant Director of Nursing (ADON) 

  • Administrators

There are two levels of users: Credentialed Users (Administrators and ADON) and General Users (CNA, CMA, and LVN).

Only credentialed users have their own accounts and full access to the system.

Required Functions
  • Login/logout

  • Create/edit profile

  • Create a new report

  • Access to different report types (injury/illness, property damage, near miss)

  • Save an in-progress report

  • Edit an in-progress report

  • Complete/Submit a report

  • Review submitted reports

  • Add review to a reports

  • View case status

  • Complete&submit form(s) with confirmation modal (showing case#)

  • Email confirmation for report submission with case#

  • Print submitted form (with case#)

  • Show confirmation with report# for submitted forms; submitted by and date tracked by the system.

  • Repository of incomplete and submitted forms

  • Dashboard analytics

Design Assumptions
  • The reporting system is linked to an employee information management system.

  • A submitted report will be automatically assigned to an administrative user to review.

  • There are at least more than one administrative user in the organization.

  • The system cannot directly submit forms to OSHA. Users have to manually download the OSHA forms and submit to OSHA.

Secondary Research

I started a secondary research to obtain more insights into the current situation of incident reporting systems and OSHA incidents that can inform my design. My secondary research was guided by these questions:

  • Why do they need the system?

  • Who will be using the system?

  • What is the current reporting process?

  • What are the current problems/concerns?

  • What incidents are reportable?

  • How do we encourage workers to report safety and health concerns?

  • What are the design precedents? What are their pros and cons?

  • What are the design guidelines/suggestions for office reporting systems?

  • What are the design guidelines/heuristics for dashboard design?

Concept Map

To understand the relationships between required functions and the process of reporting an incident, I created a concept map based on my secondary research findings.

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Task Flows

A series of task flows were created to find out the most effective way to achieve users’ goals and also to take into consideration all possible user scenarios.  

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I created a sitemap to explore and identify the most simple yet efficient information architecture of the website.


To explore design alternatives given the requirements and constraints, I sketched a wide-range of ideas to find the best solution.

Annotated Wireframes

Annotated wireframes were created while taking the following questions into consideration:

  • Is the interface confusing?

  • Can users find desired information immediately without recalling?

  • Is that the easiest way to finish data collection?

  • Is this interface easy-to-learn?

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Style Guide

In order to create a clean interface with different types of information, I used white as the main background color. All the color choices were examined against web accessibility rules through the website: WebAIM

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Interactive Prototype