Incident register

The incident register lists every incident in the clinic: the incident reports filed on patients' charts, staff incidents that involve no patient (such as a staff injury or a visitor's fall) and patient incidents that happen outside an episode of care (such as a fall in the parking lot before intake). It is where supervisors and administrators review incidents, assign follow-up tasks and see which ones are late.

Opening the register#

Open Documentation > Incidents. Filing an incident needs the Clinical: Incident Report permission. Every built-in role except Read-only Auditor has it, so everyone else can file one unless your clinic gives them a custom role without it (see Custom roles). Without the Clinical: Incident View permission you see only the incidents you filed, and only while you still have Clinical: Incident Report. With Clinical: Incident View you see the whole register: a role limited to its caseload sees the patient incidents of its caseload and every staff incident.

Someone with neither permission does not see Incidents in the menu or the New Incident buttons. They can still open an incident from a follow-up notification when they own one of its follow-ups.

The Clinical: Incident Manage permission lets you review and close incidents, reopen closed ones and add or change follow-ups. Clinic admins and the Clinical Supervisor and Behavior Analyst roles have both permissions.

The list follows the location picked at the top of the menu. Each row shows when the incident happened, the patient (or Staff incident), the type, severity and state, who reported it and its open and overdue follow-ups.

Narrow the list with:

• the date range (the day each incident happened),
• Kind: patient or staff incidents,
• Type, Severity and State,
• Overdue follow-ups, to see only incidents with a follow-up past its due date.

Click when an incident happened to open it: an incident report opens on the patient's chart, any other incident opens here.

Filing an incident#

1. Click New Incident.
2. If a patient was involved but no episode of care applies, turn on Involves a patient and pick the patient. For an incident during care, file an incident report on the chart instead.
3. Fill in what happened, where, who was involved and what was done. The guardian or caregiver notice appears only when a patient is named.
4. Click Create Draft.

You can also file a patient incident from the chart: open the patient's Incidents page and click New Incident under Incidents outside an episode. The patient is filled in for you, and the incident shows in that list.

While it is a draft, you (or anyone who manages incidents) can click Edit Details to change it, as long as you still have Clinical: Incident Report. When it is complete, click Submit. Submitting needs the date and time, type, severity, description and actions taken, plus the details any yes answer asks for. Once submitted, the details never change.

An incident in the register moves through the same states as a patient incident report: Draft, Submitted, Under review (after Start Review) and Closed (after Close Incident with a review summary). It has no signers. Starting the review and closing need the Clinical: Incident Manage permission.

Reopening a closed incident#

When something comes up after an incident is closed, open it and click Reopen. Enter the reason and click Reopen. The incident goes back to Under review with you as the reviewer, and its details show when and why it was reopened. The last review summary stays visible until it closes again. Every close and reopen is kept in the clinic's audit log.

Reopening needs the Clinical: Incident Manage permission. Incident reports filed on a chart are not reopened here: an addendum reopens them.

Follow-ups#

A follow-up is a task that must happen because of an incident: replace a mat, retrain a team, call a family back. Each has a description, an owner, a due date and notes.

1. Open the incident: from the register, or an incident report from the chart.
2. In Follow-ups, click Add Follow-up.
3. Describe the task, choose its Owner and Due date, and click Save.

The owner gets a notification as soon as the follow-up is assigned to them, and another on the due date. Changing the owner tells the new owner; changing the due date tells the owner again when it comes. A follow-up still open after its due date shows as Overdue here and in the register.

Everyone with the Clinical: Incident Manage permission gets one notification a day while a follow-up they can see is overdue, saying how many are late. The count covers only the incidents their own register shows: a caseload role counts the patient incidents of its caseload, and a person limited to certain locations counts only those locations. Someone with nothing overdue in their register gets no notification. It opens the register filtered to incidents with overdue follow-ups. Notifications never include patient names or incident details.

When the task is finished, open it and turn on Done, adding notes about what was done. The owner can open the incident and mark their own follow-up done even without access to the register; changing the description, owner or due date, or removing a follow-up, needs the Clinical: Incident Manage permission.

Exporting#

Click Export CSV to download the register with the filters you picked. You need the Clinical: Incident View permission. The file lists patient names, so every export is recorded in the clinic's PHI access log.