Review incident patterns

Tom Bradley wants to know whether the gym steps are a problem or whether Maya's fall was a one-off. PTRS can scan the last 30 days of incidents and flag four kinds of pattern. This page tells you how to run it and exactly what each card is counting, because the panel is labelled AI and the rules behind it are four thresholds you can check by hand.

Who can do this

• Site director
• Organisation admin
• Super admin

Staff members and regional directors both see this panel, and for both of them it always shows 'No patterns detected' with no explanation. Pressing Run Analysis shows a red message with the reason.

What you need

The panel appears in two places and behaves the same in both:

• On the Incidents page, at the bottom, collapsed. Click the heading to open it.
• On the Analytics page, always open.

It shows whatever the last scan found. It does not scan again when you open it. A panel that has never been scanned is empty, and one scanned last month shows last month's answers under a "Last analyzed" time.

Steps

1. Open the AI Pattern Detection panel.
2. Press Run Analysis. A progress bar creeps towards 90% and then jumps to 100% when the answer arrives. The cards appear one every half second. The bar is an animation, not a measure of progress.
3. Read the message: "Pattern scan complete:" followed by the number found.
4. Read the cards. Each has an icon for its kind, a title, a severity badge, a description, a small chart and a Recommendation.
5. Read the summary line at the bottom: the count, then a breakdown by severity.

What PTRS records

Every pattern from the previous scan is retired and the new set replaces it. There is no history of past scans, only the latest.

The scan always covers the last 30 days. Nothing on screen changes that.

What the scan counts

Incidents are picked by the date they were filed, because PTRS has no way to record when an event actually happened.

Site hotspot

A site with 3 or more incidents in the window. Critical at 5 or more, otherwise Warning. At most the top 3 sites by count.

The description gives a percentage above the organisation-wide average. That average is the total number of incidents divided by the number of sites in the organisation, counting every site, including ones with no incidents and ones that are closed. One busy site in an organisation with many quiet ones therefore shows a large percentage. The chart groups that site's incidents by week over the last 5 weeks.

Frequency spike

Needs at least 4 incidents in total, and then, for one type of incident, at least 3 in the last 7 days, at least one in the three weeks before that, and this week's count at least one and a half times the weekly rate of those three weeks. Critical when this week is 75% or more above that rate, otherwise Warning.

The recommendation is picked from a fixed list by incident type: injury, behaviour issue, medication error, elopement, illness, allergic reaction, and a general one for everything else. Because every incident filed through the wizard is stored as type Other, in practice they all fall into one group and get the general recommendation.

Time of day

Needs at least 6 incidents. PTRS first discards any incident filed at midnight by its own clock, to avoid counting test data entered without a time, and still needs 6 left. It fires when the busiest single hour holds at least a fifth of them: Warning at 30% or more, otherwise Informational.

The hours are in universal time (UTC), not Delaware time. A card reading "3pm to 4pm" means 3 pm UTC, which is 11 am in Delaware in summer and 10 am in winter. Convert before you act on it.

Repeat child

A child appearing in 2 or more incidents in the window. Top 3 by count, Critical at 4 or more. The small chart groups by day over 14 days.

The card does not name the child. It reads "Same member in" a number of "incidents over" a number of "days" and names the site. To find out who, open the incidents at that site and compare the people involved.

What the buttons do

Button	What happens
Run Analysis	Real. Runs the scan and replaces the stored patterns.
Investigate	Shows "Investigating:" and the pattern's title, with "Opening detailed pattern analysis…". Nothing opens.
Create Action Item	Shows "Action item created for:" and the title, with "Added to follow-up actions queue". Nothing is created.
Dismiss	Hides the card in this browser tab only, until the next scan or the next page load.

Create Action Item reports something that did not happen

The message says an action item was created and added to a queue. Nothing in PTRS creates a follow-up action, so nothing was created and nothing was queued. Do not treat that message as a record. If a pattern needs a follow-up, raise it wherever your team actually tracks work.

Nothing here is AI, and four places on screen say it is

The panel heading reads AI Pattern Detection under a sparkle icon. The progress overlay reads "Analyzing incidents for patterns…". The summary line reads "AI analysis covers 30-day rolling window". On the incident page, the matching section is headed Related Incidents (AI-Detected).

All four describe fixed rules. The pattern scan is the four thresholds above. Related Incidents is a lookup: incidents sharing a child, and then, only if the site is currently flagged as a hotspot, incidents at the same site, up to four in all. The arithmetic is honest and useful. It did not read your descriptions, and it should not be described to a funder or an inspector as AI.

Two roles see an empty panel and no error

The panel is open to site directors, organisation administrators and super admins. A staff member and a regional director both see it, and for both PTRS refuses the request and the panel shows "No patterns detected in the last 30 days." That message looks exactly like a genuinely clean organisation. Pressing Run Analysis does show the refusal, as a red message.

When something goes wrong

What you see	What it means	What to do
No patterns detected in the last 30 days.	Either nothing crossed a threshold, or your role cannot see patterns.	Press Run Analysis. A red message means it is your role. A "0 patterns detected" message means there genuinely are none.
A red message when you press Run Analysis	PTRS refused, almost always because of your role.	Ask a site director or an organisation administrator to run it.
Organization context is required.	Your account is not attached to an organisation.	An administrator has to fix the account.
The patterns look stale	The panel shows the last stored scan. "Last analyzed" is the time of the newest stored pattern, and reads "Just now" when there are none.	Press Run Analysis.
A time-of-day card names an hour that makes no sense	The hours are in universal time.	Subtract 4 hours in summer and 5 in winter for Delaware.

Related

• Find an incident in the log
• Who can do what in Incidents
• Who learns that an incident happened
• Incidents troubleshooting