Recording an incident: what happened, who was involved and immediate actions

Log an incident on the web with the five-step form, or report it from the support worker app. The form records the facts, injuries, immediate actions and whether it may be reportable, and alerts the right people.

Before you begin

• You need the Report incidents permission (most roles have it, including Support worker).
• If anyone is in danger, call 000 first. Log the incident once everyone is safe.
• Have the date and time, the people involved and what was done straight away.

Step 1: What happened

1. Go to Quality → Incidents and select Log incident. The Log an incident page opens with five steps.
2. Choose the Participant involved, or tick No participant involved (e.g. worker injury, property). If no participant is involved and the incident was not at a house, choose the Branch.
3. Choose the House, or leave Community / not at a house.
4. Set Date and time, choose the Incident type and choose Where exactly.
5. Add everyone on shift under Workers involved or on shift.
6. Write a one-line Summary and describe events in order in What happened (at least 20 characters). Use the participant’s words where they told you something.
7. Tick every Immediate actions taken that applies, for example Made the area and people safe or Gave first aid. If you tick Something else, say what.
8. Add Witnesses (names separated by commas), attach photos with Attach photo or file, tick Near miss if nobody was harmed, and leave Severity (initial) on the default unless you know better. Select Continue.

Steps 2 to 5: injuries, reportable check, notify and submit

1. On Injuries and first aid, answer Was anyone injured?. If Yes, choose Who was injured, Treatment needed, Body location, describe the Injury and the First aid given (or none required), and choose who it was Given by. Answer Were police called or should they be?.
2. On Reportable check, answer every question with No, Yes or Unsure, and set When did a manager first become aware?. See Deciding whether an incident is reportable.
3. On Notify people, check who will be told automatically and add anyone else under Also tell.
4. On Review and submit, read the summary and select Submit incident.
5. The confirmation shows the incident number, whether it is reportable and any Commission due time, with Open the incident, Incident register and Log another.

Report from the support worker app

1. Open Report an incident from the home screen, the Incident button on your shift, the participant’s screen, or by ticking Possible incident on a progress note. At clock-out you can also choose I reported an incident under Anything happen on shift?.
2. Choose the incident type, then fill in In one line and What happened, in order.
3. Choose How serious, check the time under When and where (select Change to fix it) and choose the location.
4. Under Who was involved, tap the participants. Add Others who saw it (optional) and describe any injury.
5. Tap everything under What you did straight away, switch on Police were involved if needed and add photos.
6. Tap Submit report. You see Incident reported · your team leader has been told. Your last five reports show under Your recent reports.

Without signal, the report waits in the app and sends when you reconnect.

Start from another record

1. From a progress note in the review queue, select Escalate to incident.
2. From a complaint that needs an incident, select Log an incident in its panel.
3. The form opens prefilled from the source record and says so at the top. Check every step before you submit; the source is linked to the incident.

Tips

• Stick to facts: who, where, when and what you saw or were told.
• Choosing a house or branch lets CompanionAxis work out the deadline and the right people to notify before you submit.
• Reporters can correct their report for 24 hours after it is received; after that, changes are added as notes.

If something goes wrong

Check this step: Choose the participant involved, or tick No participant involved.

Pick a participant or tick the box. Some incident types need a participant and show This type of incident needs a participant.

Describe what happened in at least a sentence (20 characters).

Add more detail to What happened.

Record the immediate actions taken to keep people safe.

Tick at least one option under Immediate actions taken.

The incident time cannot be in the future.

Check Date and time. In the app, a time later than now is moved to the previous day.