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 Incident Reports in the top menu for the right profile.
- Find the IR in the list.
- Click the PDF icon on that row (or open the report and export from there if your role shows that option).
- 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 the report's details, formatted cleanly:
- Profile name and basic details.
- Incident type(s), date, time, location.
- Full narrative description.
- Witnesses.
- Injuries (with body diagram).
- Follow-up actions.
- Photos (shown inline). Videos are not included — a PDF can't play video, so only photos appear.
- Reviewer signatures and notes.
- A signature audit trail (when it was created, submitted, reviewed, and by whom).
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 if the report has changed since you last exported it, exporting again gives you the up-to-date version.
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.
- Can I export many IRs into a spreadsheet? — Three different paths, depending on what you need:
- Full report (narrative, injuries, reviewers): use PDF from the Incident Reports list — one file per report. There is no “export all IRs as PDF” in one click.
- Same timeline as the audit log: open Analyze → Audit Log, set filters if you want (leave categories alone to include everything), then Export XLS and pick the months. Incident reports are included the same way they appear in the log — one row per report on the All Data + Comments sheet, with incident type in Category and status lines in Note. If you turn off the Incident Reports category chip before exporting, those rows are omitted. This is not every IR field in its own column; it matches the audit log, not the PDF.
- Organization totals: Managers and Billing users can use Admin Reports → IR Summary → Export XLS for an Excel file of counts by staff and profile (draft, pending review, completed, restricted).
- Compliance Log → Export CSV lists account events (for example, that a report was submitted), not the report narrative.