Case Study: CQC-Compliant Absence-to-Incident

The Problem

Healthcare staff create reports in one system (e.g., scheduling platform), but CQC Regulation 17 requires incident reports to be logged in a separate, compliant ticketing system with full audit trails.

Manual workflow:

Staff member creates absence in scheduling system
Must remember to also create incident report in CQC compliant ticketing system
Re-enters all the same information manually
Two disconnected records = risk of compliance gaps

Why traditional RPA fails here:

Standard automation runs as a "bot user" or "system account"
Cannot create incident reports as the authenticated user
CQC Regulation 17(2)(c) requires:

"maintain securely an accurate, complete and contemporaneous record... including a record of... decisions taken"

Audit trails must show who created the record (actual staff member, not a bot)
Generic automation violates governance requirements

The Weave Solution

Weave runs inside the user's browser session, acting as the authenticated user.

Automated workflow:

Staff member creates absence in scheduling system
Weave workflow detects the absence creation (trigger)
As the logged-in user, Weave automatically:

Navigates to the CQC incident system
Extracts absence data (date, reason, staff name)
Fills and submits the incident report form

Incident report is created in the user's name with proper audit trail

CQC Regulation 17 Compliance

Regulation 17: Good Governance requires:

Requirement	How Weave Delivers
17(2)(c): Accurate, complete, contemporaneous records	Incident created immediately when absence is logged
17(2)(c): Record of decisions taken	Audit trail shows the actual staff member who created both records
17(2)(b): Assess, monitor and mitigate risks	No compliance gap from forgotten incident reports
17(2)(d)(ii): Management of regulated activity	Systems remain connected and auditable end-to-end

Key differentiator: Because Weave acts as the authenticated user, the incident report audit trail correctly shows:

Created by: Jane Smith (actual staff member)
Date: 2026-01-15 14:32 (contemporaneous)
Source: Automated from absence system via Weave

Not a generic "bot@company.com" or system account.

Business Impact

Before Weave:

~5 minutes per absence to manually re-enter data
15-20% of absences had delayed or missing incident reports
Compliance risk during CQC inspections
Staff frustration with duplicate data entry

After Weave:

Automated in under 1 minute
100% of absences trigger incident reports instantly
Full compliance with audit-ready trails
Staff can focus on care, not admin or remember laborious steps for the countless admin tasks

ROI example:

50 absences/week = 2.5 hours/week saved
Zero compliance violations from missing incident reports
Stronger CQC inspection outcomes

Why Only Weave Can Do This

Traditional Automation Systems (RPA)	Weave
Runs as bot/system account	Runs as authenticated user
Audit trails show "bot" created record	Audit trails show actual staff member
Violates CQC governance requirements	Fully CQC-compliant
Requires API integration (often unavailable)	Works with any web interface
Security risk (bot credentials stored)	No bot credentials needed

Implementation

Setup time: ~15 minutes

Record workflow: create absence → create incident
Set trigger: "when absence created in [system URL]"
Test with one absence
Deploy to all staff

Maintenance: Minimal - if the underlying systems change, a non-technical can simply reconfigure in minutes

Conclusion

This is the simplest automation use case, but it cannot be solved by traditional automation due to authentication and compliance requirements.

Weave turns disconnected systems into seamlessly integrated workflows while maintaining the governance and audit trails that CQC inspections demand.

Result: Staff do less work. Less burnout, increased retention. Compliance risk disappears. Systems become, and stay, connected.