Client Incident Record Registration

This page provides an outline on the creation and management of incident records through the Brevity Self Service application.

These are the topics on this page:

Introduction

An incident is an unplanned event that results in, or has the potential for injury, damage or loss of life this also includes near misses. NDIS service providers have an responsibility to manage all incidents that are reported either by a participant or support worker in accordance with their obligations as listed per the NDIS Code of Conduct.

Additional information on incident management can be found in the following legislation: National Disability Insurance Scheme (Incident Management and Reportable Incidents) Rules 2018.

The My Form module within the Brevity Self-Service portal your nominated staff members to add Incident records as well as to review incident records that have been created either through the Incident module within the Brevity Care web application, via the Brevity Care mobile application or the Brevity Self Service portal.

The following is a summary of default record types that are available for categorising incident records, additional incident classifications can be assigned into the incident module through the Brevity Care web application.

`Incident`	`This is an unexpected occurrence or event that does not result in either injury, illness or harm to the client or damage to the client’s property`
`Accident`	`This is an unexpected event that results in either injury, illness or harm to the client or damage to the client’s property`
`Near-Miss`	`This is a narrowly avoided accident.`
`Complaint`	`This is a grievance from the client in relation to a particular aspect of the service that they have received.`
`Suggestion`	`This is a recommendation or pitch from the client about enhancing a particular aspect of the service that they have received.`
`Medical Incident`	`This is a broad definition that may be treated in the same fashion as an Accident, may include for example reporting the occurrence of medication abuse, some form of abuse, hospitalisation or the contraction of a communicable disease`
`Medication refusal`	`This is a refusal of the client to take scheduled medication.`

Navigating the Incident Registration page

The following are renderings of the Incident Record listing page and and incident input screen.

Click to expand and preview the elements that comprise the Myforms Panel:

Edit: This is used to edit the incident record. Selecting the edit link will open the incident page.
Records: This lists all open incident records applicable only with the user that has an active session within the portal. Incidents listed are those that have been added either through the Brevity Self-Service Portal, Brevity Care mobile application or the Brevity Care web application.
Navigation: This is a breadcrumb that allows you to used to navigate back to the dashboard.
New: This button provides you with access to the incident page.
Record View: It allows you to set the record listing view . The range is 10/25/50/100 record per page.
List Navigation: It is used to navigate to the next/ or previous page of record listing.

Click to expand and preview the elements that comprise the Incident Registration page:

Type: This is a drop down field that defines the incident types that can be assigned to the record.
Client Name: This is a drop down field that defines the name of the client for which the incident relates.
Name: This is a non-editable system field which lists the client name.
Employee: This is a drop down field that defines the name of employee that raised the incident relates.
Support Coordination Service Provider: This is a drop down field that defines the name of the service provider that is delivering support services for a Plan Managed Client.
Reported By: This field is used to define the particulars of the individual that reported the incident, this may be a witness or third-party who has knowledge of the events, the client or the support worker.
Phone: This field is used to define the phone number of the individual as listed in the Reported By field that reported the incident.
Date Received: This field is used to define the occurrence date when the incident was registered. The date can be specified as free text or by using the calendar picker.
Time: This field is used to define the occurrence time when the incident was registered.
Severity: This is a drop down field that defines the severity of the incident and is a subjective assessment.
Status: This is a drop down field that defines the status of the incident record. An incident registered through the Brevity Self-Service portal will be assigned the default status of OPEN.
Description: This field is used to define a detailed narrative of incident.
Location: This field is used to define a where the incident occurred.
Date Signed: This field is used to define the date that the incident report was signed. The date can be specified as free text or by using the calendar picker.
What Happened Before: This field is used to define a detailed narrative of the events that occurred and the actions of the client prior to the occurrence of the incident.
What Happened During: This field is used to define a detailed narrative of the events that occurred and actions taken during the incident.
What Happened After: This field is used to define a detailed narrative of the events that occurred and actions taken after the incident.
Notified Management: This field is used advise that management have been notified. There are two options available, YES/NO, the Default value is NO.
Notified Staff: This field is used advise that staff have been notified. There are two options available, YES/NO, a default value is not set for this field.
Notified Guardian: This field is used advise that clients guardian has been notified. There are two options available,YES/NO, a default value is not set for this field.
Notified Police: This field is used advise that the Police have been notified. There are two options available, YES/NO, a default value is not set for this field.
Notified Insurance: This field is used advise that the relevant insurer has been notified. There are two options available, YES/NO, the Default value is NO.
Witnesses: This field is used to define the names of the persons who were a witness to the incident.
Examined By Doctor?: This field is used advise whether the client was reviewed by a doctor in connection with the incident. There are two options available, YES/NO, a default value is not set for this field.
Doctor: This is a drop down field that defines the name of the doctor associated with the treatment of the client. Mandatory input if the client was examined by a doctor.
Doctor Report: This field is used define a narrative of the doctors report. Mandatory input if the client was examined by a doctor.
Expected Recovery Date: This field is used to define the date that the client will recover from any injuries associated the incident. The date can be specified as free text or by using the calendar picker. Mandatory input if the client was examined by a doctor.
Hospitalised: This field is used advise whether the client was hospitalised in connection with the incident. There are two options available, YES/NO, a default value is not set for this field.
Hospital Treatment: This field is used to define a detailed narrative of the hospital treatment if applicable as received by the client. Mandatory data only if the client received hospital treatment.
Action Date: This field is used to define the date that action was taken in relation to the incident. The date can be specified as free text or by using the calendar picker.
Action Taken: This field is define a detailed narrative of the action taken. This field is mandatory only when an action date has been specified.
Further Action Required: This field is used advise whether there is any additional actions required in relation to the incident. There are two options available, YES/NO, a default value is not set for this field.
Further Action Date: This field is used to define the date by which follow up actions in relation to the incident must be completed by. The date can be specified as free text or by using the calendar picker.
Further Actions Required: This field is define a detailed narrative of any additional actions that are required in connection with the incident. The witness to the incident is also specified through the mobile app.
Attachment: This field is used to upload pictures/ any file against the incident reported.

Create an Incident Record

To register an Incident record through the Brevity Self-Service Portal observe the following steps:

Access the Brevity Self Service portal using your allocated login credentials.
Click the My Forms Menu.
Select the Client Accident/Complaint sub-menu to present the incident record list.
Select the new button to open the incident registration page.
Within the Type field select from the drop down list the appropriate record type.
Within the Client field either input text or select from the drop down list the client name
Within the Employee field either input text or select from the drop down list the employee name.
Within the Support Coordination Service Provider field input the particulars of the applicable service coordinator.
Within the Reported By field input the full name of the individual that reported the incident.
Within the Phone field input the phone number, of known of the individual that reported the incident.
Within the Date Received field specify the date that organisation was notified of the incident. The date can be specified as free text or by using the calendar picker. The time will be default , so it will need to be updated.
Within the severity field select from the drop down list the appropriate severity type.
Within the Status field select from the drop down list the appropriate status type. For all new incidents the status would be set as "open".
Within the Description field input a narrative as to the circumstances or purpose of the incident record.
Within the Date of signed field specify the date that the incident signed/reported. The date can be specified as free text or by using the calendar picker.
Update the fields listed under the Notified Panel
Update the Notified Staff field set as either Yes or No
Update the Notified Guardian field set as either Yes or No
Update the Notified Police field set as either Yes or No
Update the Wirness field with the particulars of witnesses to the incident
Update the Examined By Doctor field set as either Yes or No
if the field value is Yes input data into the following fields
Click within the Doctor field to select a service provider from the drop down list
Input a detailed narrative based upon the doctors report
Input an expected recovery date.
Update the Hospitalised field set as either Yes or No
if the field value is Yes input a detailed narrative of the Hospital treatment that was or is being recieved by the client.
Update the Actions Date if required
If an Action date has been specified a narrative will need to input into the Action Taken field.
Update the Further Action Required field set as either Yes or No
if the field value is Yes input data into the following fields
Input a date for further actions
Input a detailed narrative that relate with the actions required.
Update the optional fields with data
Input a detailed narrative into the individual fields listed within the What Happened panel as well as inputing data with regards to the location at which the incident occurred.
To attach files against the incident record select the Upload link, Selected files will list within the Attachments panel.
Select the SAVE button to create the incident record.

View an Incident Record

To view an Incident record through the Brevity Self-Service Portal observe the following steps:

Access the Brevity Self Service portal using your allocated login credentials.
Click the My Forms Menu.
Select the Client Accident/Complaint sub-menu to present the incident record list.
Click the link within the Name column the corresponds with the Incident record that is to be reviewed.

Edit an Incident Record

To edit an incident record through the Brevity Self-Service Portal observe the following steps:

Refer to steps 1 - 4 as outlined under the topic View an Incident Record.
To update the Incident record observe the following notes.
To update the incident status, click into the status field and select the applicable status from the drop down list that will be assigned to the record.

Either add or update the particulars registered into the What Happened ? fields

To update the notification values, set the access value on the corresponding field to YES or NO.

If hospitalisation was set to YES, provide a narrative of the treatment that the client recieved.
If an Action date is specified, ensure a narrative of the required actions to be taken has been specified.

Update the Further Actions Required. Set the value to YES or NO, depending on whether additional actions are required. If Further Actions are required then allocate a Action Date and a narrative the Actions still required.
Select Save to update the incident record.
Select Close to return back to the record list page.

Complete and Lock the Incident Record

To complete and lock an incident record through the Brevity Self-Service Portal observe the following steps:

Refer to steps 1 - 4 as outlined under the topic View an Incident Record.
Select the Complete an Lock link to disable the incident record.
Select Close to return back to the record list page.