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Fault Management

In one sentence: Staff report broken or faulty devices, and the Fault Officer and the people responsible for the device get them fixed. Menu: Reporting module → tab Fault Management · Status: Live

What it is

When a blood pressure monitor shows wrong values or a printer stops working, someone has to know about it and fix it. Fault Management is the unit's fault log.

A fault report points to a device from the Equipment module, so the officer immediately sees the device's details: serial number, location and maintenance dates. Faults are sorted into malfunction groups (for example "IT" or "Medical devices"), which the unit sets up in advance.

Faults are handled by the Fault Officer. The people responsible for the device in the Equipment module can also handle its faults.

This page adds the fault details to the general Incident Reports page.

Key terms

Term Meaning
Fault A malfunction of a device or piece of equipment.
Malfunction group A category of faults, set up per unit. Older documents call it a "fault group".
Urgency Low, Medium, High or Critical.
Contact Person Who to ask about the fault.
Responsible for the device Users named as responsible for a device in the Equipment module. They can see, process and deactivate its faults and download the overview.
Send fault only to officer Switch on the fault. When on, only the Fault Officers, the Power User and the RiQS Administrator (and the writer) see it.

Who uses it

Role What they typically do here
Professional, Management, Power User Report faults.
People responsible for a device Process and deactivate the faults of their device; download the overview.
Power User Appoints the unit's Fault Officer; sets up malfunction groups; can restrict a fault to officers.
Administrator, Group Administrator Set up Fault Management; appoint officers at organisation level; set up malfunction groups. Group Administrators also process and deactivate faults at organisation level; Administrators process them.
Fault Officer Reviews, clears and closes faults; sets up malfunction groups.

How it works

New Fault → Fault Clearance → Completed

Column What it means What moves it on
New Fault Reported, not yet handled. The officer starts the repair and drags it to Fault Clearance.
Fault Clearance Being fixed (To-Dos, guides, service partner). Fixed: drag to Completed.
Completed Closed. Can be dragged back to Fault Clearance.

The form asks for: - Title and Description (both required). - Urgency, the device (Equipment), Malfunction group, Contact Person and Remarks.

The details also show the device's Serial Number, Internal Number, UDI Number, Location, Exact Location, and the Last Maintenance, Next Maintenance, Last Validation and Next Validation dates.

How to …

How to report a fault

Who can do this: Everyone except the RiQS Administrator. At Unit without insight level, Group Administrators and Administrators cannot. 1. Open Reporting module and click Fault Management. 2. Click the create button. 3. Fill in Title and Description. Choose the device, the Urgency and the Malfunction group. 4. Click Report.

Result: The fault appears in New Fault. The officer and the people responsible for the device can handle it.

How to set up malfunction groups

Who can do this: See "Malfunction groups" in the table below. 1. Open the unit's settings and its reporting configuration. 2. In Malfunction Group, click Add Malfunction group, enter a name and save. 3. Use the edit and active/inactive controls to change or switch off a group. 4. To reuse groups from another unit, use Clone malfunction group.

Result: The groups can be chosen when reporting a fault.

How to restrict a fault to officers

Who can do this: The Fault Officer and the Power User. 1. Open the fault. 2. Switch on Send fault only to officer. Save.

Result: Only the officers, the Power User, the RiQS Administrator (and the writer) can see the fault.

Rules to know

  • Fault reports are never anonymous.
  • The unit setting Report visibility for fault management decides whether new faults are visible to all or restricted.
  • People responsible for the device can see, process and deactivate its faults and download the overview, even without the officer role.
  • Management and Professionals can manage malfunction groups only when they are Fault Officers. Cloning groups to another unit needs the organisation-level Fault Officer role (or an administrator).
  • A malfunction group that is already used in a fault report cannot be deleted; switch it off instead.
  • In units without insight, Group Administrators and Administrators do not see the unit's faults.
  • Only the RiQS Administrator can delete a fault report.

Who can do what

Legend: ✅ allowed · ❌ not allowed · text = condition · Org = Organizational · Unit+ = Unit with insight · Unit− = Unit without insight.

Action RiQS Administrator Group Administrator Administrator Power User Management Professional Fault Officer
Switch Fault Management on, choose level and visibility ✅ ✅ ✅ ❌ ❌ ❌ ❌
Appoint / change the Fault Officer ✅ Org Org Unit+, Unit− ❌ ❌ ❌
Add, edit, switch off or delete malfunction groups (normal version) ✅ ✅ ✅ ✅ ❌ ❌ ✅
Delete malfunction groups (audit-safe mode) ✅ ❌ ❌ ❌ ❌ ❌ ❌
Clone malfunction groups to another unit ✅ ✅ ✅ ❌ ❌ ❌ Org-level officer only
Create a fault report ❌ Org, Unit+ Org, Unit+ ✅ ✅ ✅ ✅
See faults of the own unit ✅ Org, Unit+ Org, Unit+ ✅ ✅ ✅ ✅
See faults of all units of the organisation ✅ Org, Unit+ Org, Unit+ ❌ ❌ ❌ Org, Unit+
Process: edit, move, To-Do, guide ❌ Org Org If responsible for the device If responsible for the device If responsible for the device ✅
Switch Send fault only to officer ❌ ❌ ❌ ✅ ❌ ❌ ✅
See faults that are officer-only ✅ ❌ ❌ ✅ ❌ ❌ ✅
Deactivate / reactivate ❌ Org ❌ If responsible for the device If responsible for the device If responsible for the device ✅
See inactive faults ✅ Org, Unit+ Org, Unit+ ✅ ✅ If responsible for the device ✅
Download the overview ✅ Org, Unit+ Org, Unit+ If responsible for the device If responsible for the device If responsible for the device ✅
Delete a fault report (normal and audit-safe mode) ✅ ❌ ❌ ❌ ❌ ❌ ❌

Connected modules

Open questions

  • Malfunction groups: two rights sheets. The Organisation & Unit sheet (used on this page) lets administrators, Power Users and Fault Officers manage malfunction groups at every level. The Fault Management sheet says: at Organizational level only RiQS Administrator, Group Administrator and Administrator; at Unit without insight level not Group Administrators and Administrators. Which one is right?
  • Rights sheet vs feature list. The feature list lets the Administrator deactivate faults at Organizational level; the rights sheet does not. The feature list also lets Group Administrators and Administrators see the faults of all units at Unit without insight level; the rights sheet does not. Please confirm the sheet is right.
  • Visibility label. The unit's fault visibility choice reads Management & CIRS officers, the same label as for CIRS. Should it say "Management & Fault officers"?
  • Equipment Officers as Fault Officers. Should an Equipment Officer of the unit or organisation also count as a Fault Officer? The rights sheets do not say so.

Last reviewed: 2026-10-26