Create IRs is the permission to file a report. Managers and Billing users have it automatically. For Staff and Guests, a Manager turns it on under Manage Team → open the person → Create IRs.
You also need a plan that includes incident reporting and access to that profile (through a Group or guest share). Review MAR/IRs is separate — it does not let you create a report; it is for reviewing others’ IRs.
New reports start in Draft — you can save and come back before submitting.
Where to start
On the web
- Sign in at
app.behca.com(US) orau.behca.com(Australia). - Pick the right profile in the profile switcher (top bar).
- Click Incident Reports in the top menu (same area as Track and Analyze). You'll be on
/ir/{profile-id}— the heading reads Incident Reporting. - Click Create New IR (opens the editor).
On mobile
- Open the IR tab.
- Go to the New Report subtab to start a new incident report.
Filling in the report
The web editor uses the same sections on every report. Work through them top to bottom. Type of Incident is the only part that varies by profile — those choices come from that profile’s Types of Incidents list (see Configuring incident types).
Incident details
- Time and Date — when the incident happened, not when you're writing the report.
- Duration (min) — how long it lasted, if relevant.
- Location Address — where it occurred.
- Type of Incident — open the multiselect (Select incident types…) and tick at least one label that applies. Selecting injury shows a reminder on the Health tracking page afterward.
- Relationship to individual — your relationship to the person the report is about.
People involved
- Persons involved in incident — names of people directly involved.
- Other individuals involved — anyone else present; note who is staff and who is the client/resident.
- Was incident witnessed? — turn this on and enter witness names if someone saw what happened.
What happened
- What happened just prior to the incident? — context leading up to the event.
- Description of incident — what happened, in plain factual language.
- Specific action(s) taken by staff — what staff did in response.
Outcome & injuries
- Outcome for (profile name) — how things ended for the person.
- Was anyone injured? — turn this on and name who was hurt.
- Description of injuries — type, severity, and treatment in your own words.
- Mark and describe any areas injured — draw on the body diagram to show where injuries occurred.
Follow-up & prevention
- What could be done differently? — ideas to improve care or prevent a repeat.
Attachments
- Upload documents, photos, or supporting evidence — add PDFs, images, or videos. See Adding photos and videos.
Before you submit, choose Responsible Parties (reviewers) on the right and use Restrict Access if abuse, neglect, or exploitation is suspected.
Saving as a draft
You don't have to finish everything in one sitting. On the web, most fields save automatically as you edit — keep the tab open while working. Finish critical sections before you submit; after submit, changes go through the review workflow again.
Drafts appear on Incident Reporting with a Draft status until you submit.
Submitting
When the IR is complete:
- Ensure Type of Incident has at least one selection (otherwise the web form will stop you when you try to submit).
- On the web, scroll to Signature, type your name in the Sign field, and tick I agree to electronically sign this form. Until both are done, Submit For Review stays disabled.
- Click Submit For Review.
- If you didn’t choose any Responsible Parties (reviewers), BEHCA will warn you — you may confirm anyway or go back and add reviewers.
- A confirmation popup may appear; confirm when you’re sure.
Managers, Billing users, and people with Review MAR/IRs receive notice that the IR was filed; Responsible Parties are the people who must complete their review on the report. See Submitting and the review workflow for the full lifecycle.
If the button stays gray or submitting fails unexpectedly, see Incident report won’t submit (Submit For Review).
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. — If you have Create IRs, add it on the profile’s Incident Report Templates tab. Otherwise ask a Manager or teammate who can edit that list. See Configuring incident types.
- Can I copy details from a previous IR? — No, each IR is its own record.
- What if I'm not sure the event warrants an IR? — File one. If you don't need it, you can archive the draft.
- Can a Guest file an IR? — Guests are view-only by default. They can only file one if your organization turns on Create IRs for them.
- Submit For Review is disabled or submitting says I need an incident type. — On the web, enable submit with Sign + I agree. You must also pick at least one Type of Incident before submission succeeds — see Incident report won’t submit (Submit For Review).