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
- Open the Incident Reports tab.
- Find the IR you want to export.
- Open it.
- Click Export PDF (or Download PDF).
- 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:
- Profile name and basic details.
- Incident type, date, time, location.
- Full narrative description.
- Witnesses.
- Injuries (with body diagram).
- Notifications log.
- Follow-up actions.
- Photos and videos (photos shown inline; videos as a "video attached" reference, since PDFs can't play video).
- Reviewer signatures and notes.
- Audit trail (when it was created, submitted, reviewed, by whom).
Submitted IRs include a "Submitted" stamp; reviewed IRs include a "Reviewed" stamp.
Common uses
- Clinician handover — email to GP, psychiatrist, behavior analyst.
- Family communication — share with parents/guardians who don't have BEHCA access.
- Regulatory reporting — submit to NDIS, state department, etc.
- Internal records — print and file in paper records if your organization requires.
- Insurance / legal — keep alongside other care records.
Sending a PDF securely
PDFs can contain sensitive information (medical, legal, identifying). When you share:
- Email: use your organization's normal secure-email policy.
- Printing: don't leave printed IRs in shared spaces.
- 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?
- Photos missing or sideways: check the photo orientation in the IR. The PDF preserves orientation.
- Missing fields: confirm the IR has those fields filled in. Empty fields are skipped.
- 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
- Can I customize the PDF layout / template? — Not currently. The layout is standardized.
- Can I export multiple IRs at once into a single PDF? — Not currently. Export each IR individually.
- Will the PDF include sensitive data? — Yes, by design — that's the point. Treat it as a confidential document.
- Can a family Guest export the PDF? — Yes if they have access to view the IR. Permissions follow viewability.
- 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.