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Frequently Asked Questions
What do we mean by a “Reporting System”?
How are we different than other systems?
Why have organizations fielded our system?
How would the typical end-user describe our program?
Can reports be reverse engineered to figure out who made them?
Do people get hassled for using the system?
Why do frontline personnel participate in our programs?
Why is our program orientated towards collecting comments?
Are any sample reports available for review?
Is the program only for reporting bad stuff?
How do end-users get feedback from anonymous reports?
How long does it typically take to report an issue?
What exactly is a “Helmet Fire”?
What do we mean by a “Reporting System”?
Obviously, the term “Reporting System” can mean different things to different people. At Helmet Fire we use the term to describe a voluntary and anonymous system comprised of: a simple data collection process; an independent analysis staff; plain language “ready-to-read” reporting products; and an active feedback loop.
How are we different than other systems?
One, everything we do is designed to make it easy for people to provide inputs. Two, we deliver reports containing plain language, actionable information; not just an assortment of numeric (aka, nondescript) data. And three, we provide a fully-supported process so that frontline leadership can focus on issues while we focus on maintaining the program.
Why have organizations fielded our system?
To identify hazards (and potential hazards) that people are uncomfortable (or unwilling) to report via any other means. For example, physicians have numerous means of reporting adverse events but vey few of them are utilized due to confidentiality concerns, little perceived utility, and the excessive time it takes to complete a report. Our system is designed to address these “barriers to participation,” plus many others.
We also fill a need for highly-tasked organizations that want a reporting system but have no spare personnel or man-hours to support it.
Who has used our system?
US Navy helicopter crews, US Navy aviation maintenance personnel, US Navy submarine crews, civilian emergency room physicians, and medical center faculty members.
How would the typical end-user describe our program?
A “suggestion box on steroids” is a term that we’ve heard on more than a couple of occasions.
Who gets to see this info?
Each program is fielded to accommodate the hosting organization, but in every instance we focus on frontline personnel and frontline leadership. Reports containing raw data are returned directly to cognizant “frontline leadership” (e.g., a squadron commander, a submarine captain, an emergency department chief, etc.). In some instances (but not all), we also make redacted reports available to organization-level leadership.
Can reports be reverse engineered to figure out who made them?
Anything is possible, but given that we have no mandatory reporting fields, the only thing that a report recipient knows about a report author is what gets voluntarily provided.
We also spend a lot of time educating leadership about the benefits of “identifying issues, not individuals”. Especially if they want program participation rates to remain high.
Do people get hassled for using the system?
So far, even in a highly structured organization like the US Navy, that hasn’t been a problem. We put a lot of effort into keeping our system from becoming a big stick. We are very much about hazard-identification and process-improvement; not “compliance monitoring” or “performance measuring”.
Why do frontline personnel participate in our programs?
Most often because the information we collect is used to make local improvements regarding things like: working conditions; planning and coordination processes; communications; quality of life; career progression; and safety-related issues.
Why is our program orientated towards collecting comments?
Because we think a list of “top ten issues” is much more useful to a frontline manager than some plot of statistical norms and deviations.
Are any sample reports available for review?
Yes. On a case-by-case basis Helmet Fire can request permission from our customers to share some of their data samples with appropriately qualified entities.
Is the program only for reporting bad stuff?
Absolutely not! Some of the very best information that we collect pertains to “best practices”, lessons learned, recommendations or suggestions on how to do things better!
How do end-users get feedback from anonymous reports?
Due to the volume of data that we typically collect, we’ve been able to devise a number of effective feedback methods and mechanisms.
How long does it typically take to report an issue?
3,000+ naval aviation reports averaged 04:30 minutes each. Emergency Department physicians averaged under 02:30 minutes per report.
What exactly is a “Helmet Fire”?
A “Helmet Fire” is an aviation term used to describe a high
order “hair fire”. Although typically used to
describe a student pilot’s state of mind when he or she
encounters something new, unexpected, or in some cases,
no-joke
life-threatening (falling onto the canopy during an inverted
maneuver because you inadvertently disconnected your harness would qualify --
especially if it was on a solo hop). Of
course the term could also be used on (or by) senior aviators as
well. As in, “It wasn’t until we turned
towards the Boat that we realized that we had 300 miles to fly,
but only 250 miles worth of fuel.”
To a junior sailor onboard a submarine, it might be when someone realizes that they forgot to hang the “Blowing Sands” sign on the door to the Captain’s head… Again!
To an emergency room physician it might be running two simultaneous codes (so far no problem). Doing it during a nursing strike with no one to assist but a room full of overwhelmed 1st year residents… could be a problem.