Documentation Index
Fetch the complete documentation index at: https://docs.encoreos.io/llms.txt
Use this file to discover all available pages before exploring further.
Module: GR-05 Risk Register
Audience: All Staff
Last Updated: 2025-12-14
Overview
The Risk Management module helps your organization identify, assess, and mitigate risks across operations. This guide covers how to understand risks, view risk information, and manage mitigation actions assigned to you.
Getting Started
- Navigate to GR → Risks from the main menu
- View the Risk Register showing all organizational risks
- Check your assigned mitigations on the dashboard
What You’ll See
| Section | Description |
|---|
| Risk Register | All identified risks with ratings and status |
| High Priority Risks | Critical and high-rated risks requiring attention |
| My Mitigations | Mitigation actions assigned to you |
| Recent Assessments | Latest risk assessment updates |
Understanding Risk Ratings
Risks are rated based on likelihood and impact:
| Rating | Meaning | Action Required |
|---|
| Critical | Highest risk level, immediate threat | Immediate executive attention |
| High | Significant risk requiring prompt action | Address within 7-14 days |
| Medium | Moderate risk requiring monitoring | Address within 30 days |
| Low | Minor risk, acceptable with monitoring | Monitor quarterly |
Risk Score Calculation
Risk Score = Likelihood × Impact
| Likelihood | Description | Score |
|---|
| Rare | Unlikely to occur | 1 |
| Unlikely | Could occur occasionally | 2 |
| Possible | Might occur sometimes | 3 |
| Likely | Will probably occur | 4 |
| Almost Certain | Expected to occur | 5 |
| Impact | Description | Score |
|---|
| Insignificant | Minimal effect | 1 |
| Minor | Small impact, easily managed | 2 |
| Moderate | Noticeable impact, manageable | 3 |
| Major | Significant impact on operations | 4 |
| Catastrophic | Severe impact, potential failure | 5 |
Understanding Risk Status
| Status | Meaning |
|---|
| Active | Risk is identified and being managed |
| Mitigated | Controls in place, risk reduced |
| Resolved | Risk no longer exists |
| Closed | Risk formally closed after verification |
Risk Categories
| Category | Examples |
|---|
| Operational | Process failures, equipment issues |
| Financial | Budget overruns, funding loss |
| Clinical | Resident health and safety |
| Safety | Workplace safety, physical hazards |
| Compliance | Regulatory violations, audit failures |
| Reputational | Public image, stakeholder trust |
Your Role in Risk Management
Identifying Risks
You play a key role in identifying risks:
- Report potential risks to your supervisor
- Document near-misses and incidents
- Suggest preventive measures when you see hazards
- Participate in risk assessments when asked
Managing Your Assigned Mitigations
If you’re assigned mitigation actions:
Viewing Your Actions
- Navigate to GR → Risks
- Filter by My Mitigations
- Or check the GR Dashboard for pending actions
Mitigation Status
| Status | Meaning |
|---|
| Planned | Action created but not yet started |
| In Progress | You are actively working on it |
| Completed | You have finished the action |
| Verified | Risk manager has verified your work |
Updating Your Progress
- Click on the mitigation action
- Click Update Status or Add Progress Note
- Describe what you’ve done
- Attach evidence if applicable
- When finished, mark as Completed
Evidence for Mitigations
Provide proof that the mitigation is effective:
| Evidence Type | Examples |
|---|
| Documents | Updated procedures, new policies |
| Photos | Safety improvements, equipment changes |
| Training Records | Completed safety training |
| Attestations | Signed acknowledgments |
Risk Notifications
Types of Notifications You May Receive
| Notification | When | Action Needed |
|---|
| Risk Alert | New high-priority risk identified | Be aware |
| Mitigation Assigned | You’re assigned an action | Review and begin work |
| Due Date Reminder | 7 and 3 days before due | Complete your action |
| Overdue Alert | Past due date | Immediate attention needed |
| Verification Complete | Your action was verified | Informational |
Responding to Notifications
- Click the notification to see details
- Review the mitigation action or risk
- Take required action before the due date
- Update progress in the system
Risk vs Other GR Features
| Risks | Audit Findings | Compliance Issues |
|---|
| Potential future problems | Issues found during audit | Regulatory gaps |
| Proactive identification | Discovered through review | Standards-based |
| May never occur | Has occurred | Requirement not met |
| Mitigation strategies | Corrective actions | Remediation plans |
FAQ
I was assigned a mitigation but I don’t understand it
Contact your supervisor or the risk manager who created the action. They can clarify expectations and provide guidance.
The due date for my mitigation is unrealistic
Contact your supervisor immediately. Due dates can sometimes be extended if there’s a valid reason, but this must be approved before the due date passes.
I completed my mitigation but it still shows “Planned”
Make sure you updated the status in the system:
- Open the mitigation action
- Update status to Completed
- Add completion notes
- Attach evidence if required
The risk manager will then verify and close it.
How do I report a new risk?
Report potential risks to your supervisor or compliance officer. They can enter it into the Risk Register and ensure proper assessment.
Who can I ask for help with risk management?
- Your direct supervisor
- Site compliance officer
- Organization risk manager
- Department lead for your area
Need Help? Contact your risk manager or system administrator.
