Home Incident Reports 2. Creating an incident report

2. Creating an incident report

Last updated on Apr 28, 2026

Anyone with Track IRs permission can create an incident report. Reports start in Draft status — you can save and come back to it before submitting.

Where to start

On the web

  1. Sign in at app.behca.com (US) or au.behca.com (Australia).

  2. Pick the right profile in the top bar.

  3. Open Incident Reports from the main menu.

  4. Click New Incident Report.

On mobile

  1. Open the IR tab.

  2. Tap + (Add Incident Report).

Filling in the report

The fields you'll see depend on the incident types your organization has configured. The most common ones:

Basics

  • Incident type — pick from your organization's list (Fall, Aggression, Medication Error, etc.). See Configuring incident types.

  • Date and time of incident — when it actually happened, not when you're writing it now. Backdating is normal here.

  • Location — where the incident occurred (room, area, address).

Description

  • What happened — narrative of the event in plain language. Be factual, not interpretive. ("She yelled and pushed the chair over" rather than "She had a meltdown".)

  • What was happening immediately before — context that may have triggered the event.

  • What was done in response — staff actions, interventions, first aid.

  • Outcome — how it ended, current state.

Witnesses

Add the names of people present. Some configurations let you tag staff users from your team list (so the IR is linked to their record).

Injuries

If anyone was injured:

  • Body diagram — click on a body diagram to mark injury locations.

  • Injury type — bruise, cut, scratch, etc.

  • Severity — typically a scale (none / minor / moderate / serious / severe).

  • Treatment given — first aid, GP visit, A&E, etc.

  • Photos — see Adding photos and videos.

Notifications

A list of who was notified about the incident, when, and how:

  • Family / next of kin.

  • GP / clinician.

  • Manager / supervisor.

  • Regulator (NDIS, state department, etc.).

  • Police.

Some incident types require certain notifications by law — your organization will have configured these.

Follow-up actions

  • Immediate actions — what was done right away.

  • Planned actions — what's planned to prevent recurrence.

  • Review date — when the IR will be revisited.

Saving as a draft

You don't have to fill in everything at once. Click Save Draft to come back later. Drafts are visible to you and your Managers but not yet "live" — they don't trigger notifications.

Submitting

When the IR is complete, click Submit. See Submitting and the review workflow for what happens next.

Tips for good IRs

  • Write quickly while events are fresh. A draft started during your shift, finished afterwards, is much more accurate than a full report written days later.

  • Stick to facts. Save interpretations for the Outcome or follow-up sections. Most regulators want a clear factual account.

  • Quote, don't paraphrase. If someone said something significant, put it in quotes.

  • Use the body diagram. A picture really does say a thousand words for injury location and severity.

  • Don't blame. Frame staff actions in terms of what was done, not who was at fault. The review workflow is for that.

Common questions

  • The incident type I need isn't in the list. — Ask a Manager to add it. See Configuring incident types.

  • Can I copy details from a previous IR? — No, each IR is its own record. But you can refer to a previous IR by number in your description.

  • What if I'm not sure the event warrants an IR? — File one. Drafts can be discarded if not needed.

  • Can a Guest file an IR? — Only if their Track IRs permission is on. Most Guests are view-only.3