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How do I record and report on incidents?

Lodge incidents on a computer or phone, find them, report on them and notify managers with automations.

Key Points

  • Incidents, accidents and near misses are recorded in the Incident / Accident / Near Miss Section.

  • Every FlowLogic system comes with a standard incident Form. It can be adjusted for your organisation, so the fields and incident types you see may differ from the examples here.

  • An incident you lodge also shows on the client's and staff member's records, usually on an Incidents tab.

  • Use the built-in Incident / Accident / Near miss report to review and export incidents for a date range.

  • Automations can email managers when a new incident is lodged.

Lodging an incident

  1. Open Incident / Accident / Near Miss from the left-hand menu.

  2. Click Add Incident / Accident / Near Miss Record.

  3. Choose the incident type. Depending on the type you pick, extra questions appear for you to answer.

  4. Fill in who was involved, such as the staff and participants, and who is reporting it.

  5. Attach any photos or documents as files.

  6. Save the record.

If you can't pick yourself or another staff member in the staff fields, you may not have access to their Area. Ask your FlowLogic administrator.

Lodging an incident on a phone

Staff can also lodge incidents from their phone. In the FlowLogic Workforce app, open the menu and select Incidents. Finish and save the report in one go, because switching to another app part-way through can lose what you've entered.

Finding incidents

  • The Incident / Accident / Near Miss list shows every incident you have access to. Use the search and filters to narrow it down.

  • Incidents also show on the client's and staff member's records, so you can see a person's incident history in one place.

  • The Author column shows the last person to save the record, not always the person who lodged it.

Reporting on incidents

  1. Open Reports and find the Incident / Accident / Near miss report.

  2. Edit the report and set the date range under the filters.

  3. Group the results if you need to, for example by primary incident type.

  4. Export to CSV or open it as a PDF.

You can also build your own incident report by choosing the columns you need. If a report with lots of columns won't open, remove some columns. Dashboard charts of incidents are built for you by FlowLogic Support.

Telling managers about a new incident

Set up a record automation that sends an email when a new incident record is created. Use Insert Field to add a link to the record in the email. You can add a condition, for example to email only when a staff member was injured. An automation for new records doesn't run when a record is edited, so create a separate one if you need that. See How do I create a record automation?

Linking follow-up records

Many incident Forms let you link follow-up records, such as a Continuous Improvement Log or an investigation. Linked records show inside the incident and can be reported on with it.

Reportable incidents

FlowLogic doesn't submit reportable incidents to the NDIS Quality and Safeguards Commission for you. Your incident Form can include questions to flag a reportable incident, so you can follow your own reporting process.

Changing your incident Form

The standard incident Form is already in your system, so you don't need to build your own. To add incident types, change questions or update the Form, contact FlowLogic Support. Changing existing categories doesn't change incidents that were already recorded.

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