Submitting an Incident Report (IR) sends it for review. The flow is simple: a report goes from draft → waiting for reviews → completed. Your selected reviewers (Responsible Parties) submit their reviews, and once they've all done so, the report is complete.
Before submitting
Make sure you've covered the basics:
- ✅ Date and time are correct (when it actually happened).
- ✅ At least one Type of Incident is selected — if the multiselect is empty, the web form stops you when you try to submit.
- ✅ What happened sections are complete and factual.
- ✅ People involved and Outcome & injuries are filled in when they apply.
- ✅ Photos / videos are uploaded and finished processing (for videos).
- ✅ Responsible Parties (reviewers) are selected — without them, no one can review the report.
If you're unsure whether something belongs, keep editing until you're ready — most fields autosave — and consult your Manager before you Submit For Review.
Submitting on the web
- Open the IR (from Incident Reporting or the link that created it).
- Confirm Type of Incident lists at least one selected category — open Select incident types… if you have not picked any yet.
- Scroll to the bottom signature section: enter your typed Sign name where asked and tick I agree to electronically sign this form. The Submit For Review button remains disabled until both are complete.
- Click Submit For Review.
- If Responsible Parties are missing, BEHCA may warn you — add reviewers from the Responsible Parties checklist, or confirm you still want to submit without them.
If the button stays disabled or submitting fails immediately, see Incident report won’t submit (Submit For Review).
The IR moves from Draft to Waiting for Reviews. Once all your reviewers have submitted their reviews, it becomes Completed (shown with the date and reviewer).
You can't start another incident report for a profile until the current one has been submitted. Finish and submit your draft first.
Submitting on mobile
On mobile, submitting an IR takes you through several screens (the report's steps) before the final submit. Work through them and confirm at the end.
Who gets notified on submission
When you submit, BEHCA notifies:
- Managers, Billing users, and Staff or Guests with Review MAR/IRs — the same submission alert (email, push, and in-app bell). Managers and Billing users are notified for every profile in the organization. Staff and Guests only if they can access that profile.
- The Responsible Parties you selected — a separate review required alert. If someone is both on that list and has Review MAR/IRs, they get the review alert only, not both.
BEHCA does not notify external parties (family, GP, regulators) — that's handled outside the app.
The review workflow
After Submit For Review:
- Each Responsible Party gets a review required alert. The report also shows under Needs your review on Incident Reporting for that person.
- They open the IR and read the narrative, attachments, injury images, and so on.
- They submit their review, or use Return to author to send it back with feedback for the creator to fix.
When every Responsible Party has submitted their review, BEHCA marks the IR Completed. If no reviewers were selected, there's no one to review it, so it stays in Waiting for Reviews.
Remember the creator can also be a reviewer — there's no rule preventing it.
Tracking status on Incident Reporting
On Incident Reporting (/ir/{profile-id}):
- Click Archived to switch between active and archived reports.
- Narrow the list with the Status filter (Draft, Returned to Author, Waiting For Review, Completed, Restricted) or the Author filter.
- Reports waiting on you appear under Needs your review.
Each row shows date/time, type, a description preview, author, and status. Action icons on the row let you View, Edit, Review, download a PDF (when completed), or Archive / Unarchive.
Corrections after submission
There's no separate "amendment" mode — an IR can be edited rather than re-versioned. Who can edit depends on the report's state and your role: the creator and reviewers can open it for editing, and a reviewer can use Return to author to send it back with feedback for the creator to correct.
IRs can't be deleted in the app (even drafts). If a report shouldn't be on your active board, archive it instead — the record is kept.
Common questions
- I submitted an IR by mistake. — Ask a reviewer to Return to author so it can be corrected, or archive it. IRs aren't deleted.
- My Manager hasn't reviewed an IR I submitted. — Send them a direct message. The notification isn't a substitute for human follow-up.
- Can I add a comment to a submitted IR? — Yes. Comments are for clarifications and don't change the report's state.
- Will the family see the IR? — Only if they have Guest access to the profile and your organization's settings allow it. Talk to your Manager.