Most regulators, GPs, and family members want a clean printed or emailed PDF of an IR. BEHCA generates one on demand.
Where to export
On the web
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Open the Incident Reports tab.
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Find the IR you want to export.
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Open it.
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Click Export PDF (or Download PDF).
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The PDF opens in a new tab and downloads to your device.
On mobile
PDF export is web-only for now. If you need a PDF urgently, sign in to the website on your phone's browser.
What's in the PDF
The PDF includes everything from the IR form, formatted cleanly:
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Profile name and basic details.
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Incident type, date, time, location.
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Full narrative description.
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Witnesses.
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Injuries (with body diagram).
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Notifications log.
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Follow-up actions.
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Photos and videos (photos shown inline; videos as a "video attached" reference, since PDFs can't play video).
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Reviewer signatures and notes.
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Audit trail (when it was created, submitted, reviewed, by whom).
Submitted IRs include a "Submitted" stamp; reviewed IRs include a "Reviewed" stamp.
Common uses
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Clinician handover — email to GP, psychiatrist, behavior analyst.
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Family communication — share with parents/guardians who don't have BEHCA access.
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Regulatory reporting — submit to NDIS, state department, etc.
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Internal records — print and file in paper records if your organization requires.
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Insurance / legal — keep alongside other care records.
Sending a PDF securely
PDFs can contain sensitive information (medical, legal, identifying). When you share:
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Email: use your organization's normal secure-email policy.
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Printing: don't leave printed IRs in shared spaces.
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Storing: keep on encrypted devices, under access control.
BEHCA's role ends when the PDF leaves the system — onward handling is your responsibility.
What if the PDF looks wrong?
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Photos missing or sideways: check the photo orientation in the IR. The PDF preserves orientation.
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Missing fields: confirm the IR has those fields filled in. Empty fields are skipped.
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Wrong layout: PDFs are laid out responsively. If a layout problem persists, contact support.
Re-exporting after changes
Each export is generated on the fly, so re-exporting after an amendment gives you the new version. The audit trail in the PDF shows when amendments were made.
Common questions
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Can I customize the PDF layout / template? — Not currently. The layout is standardized.
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Can I export multiple IRs at once into a single PDF? — Not currently. Export each IR individually.
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Will the PDF include sensitive data? — Yes, by design — that's the point. Treat it as a confidential document.
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Can a family Guest export the PDF? — Yes if they have access to view the IR. Permissions follow viewability.
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What about a CSV export of all IRs? — Yes, see CSV exports. The CSV is high-level (one row per IR) and doesn't include photos.