Logging incidents accurately and efficiently is a critical part of maintaining safety, compliance, and accountability in care settings. Access Care Compliance provides a structured digital workflow for recording all types of incidents including those involving residents, staff, or data breaches. This ensures transparency and traceability. This process not only supports effective incident management but also helps organisations meet regulatory requirements.
You'll need the correct user permissions to add new incidents. If you don't, please contact your system administrator.
Step one: Add the incident
From the left menu, click Incident Management.
Click Incidents.
Click Add New Incident.
Use the Home drop-down to select the location where the incident happened.
Use the Residents drop-down to select the resident that was involved or tick the This incident is not related to a resident box.
Click Create new incident report.
Step two: Add incident details
If the incident was a near miss, tick the This was a near miss box.
Enter the incident date under Date of incident or click the calendar icon
Enter the incident time under Time of incident or click the clock icon
Enter the date the incident was reported under Date reported or click the calendar icon
Use the Location drop-down to select whether the incident occurred On site or Off site.
Click Next to go to the next section.
Step three: Add the incident type
Use the Type of incident drop-down to select the incident type. Depending on the type selected, you'll be prompted to fill in more detail.
Behaviour: Enter the incident length in the Duration in minutes box provided.
Data Breach: Use the Data breach drop-down to select the type of data breach it was.
Tick the appropriate boxes to reflect the detail of the breach it was.
Health and safety: Use the Type of health and safety drop-down to select the type of issue it was.
Use the Health and safety details drop-down to select the detail of the issue it was.
Safeguarding: Use the Type of safeguarding drop-down to select the type of issue it was.
Use the drop-down boxes and tick-boxes that appear to fill in more details.
Click the Next button to move to the next tab.
Step four: Register the people involved
At any point when filling in this tab, you can use the Add resident or Add other professionals, family/friends and visitors buttons to add information required.
Use the appropriate drop-down boxes to select the People involved.
Use the appropriate drop-down boxes to select the People affected.
Use the appropriate drop-down boxes to select the Witnesses.
Use the appropriate drop-down boxes to select who the incident was Reported by.
Click the Next button to move to the next tab.
Step five: Add a description
Enter a description of the incident into the Description box. This will have to be at least 75 characters to be accepted.
Use the tick-boxes in the Were any injuries sustained for those involved section to report injuries.
Click the Body map button to open the injuries window.
Use the drop-down boxes, or the body maps to indicate the areas of injury.
Use the +Injury details button to add the injury to the list.
Select the Level of medical attention given at time of incident using the drop-down box.
Enter any further information in the Description of injuries box.
Click the Save button to return to the previous screen.
Click the Next button to move to the next tab.
Step six: Behaviour - Setting Event
Use the tick-boxes to indicate the conditions leading to the event.
Enter the Description in the box provided. This must be at least 75 characters.
Click the Next button to move to the next tab.
Step seven: Behaviour - Antecedent
Use the tick-boxes to indicate the triggers for the event.
Enter the Description in the box provided. This must be at least 75 characters.
Click the Next button to move to the next tab.
Step eight: Behaviour - Behaviour
Use the tick-boxes to indicate the behaviour being exhibited.
Enter the Description in the box provided. This must be at least 75 characters.
Click the Next button to move to the next tab.
Step 9: Behaviour - De-escalation
Use the tick-boxes to indicate the types of de-escalation used.
Enter the Description in the box provided. This must be at least 75 characters.
Click the Next button to move to the next tab.
Step 10: Behaviour - Restrictions
Use the radio buttons to answer if there were restrictions required.
Use the tick-boxes to indicate the Restriction put in place.
Enter the Duration of the restriction in Hours, Minutes and Seconds into the boxes.
Use the radio buttons to answer Is this restriction part of the person's behaviour support plan?
Select the Location from the drop-down box.
Select Who monitored the condition of the resident during the restriction from the drop-down box.
Alternatively, enter the Description of restriction into the box provided.
Use the drop-down boxes for the various body types to indicate which team member supported.
Enter a description of the intervention into the box provided. This must be at least 75 characters.
Click the Next button to move to the next tab.
📌Note: The comments box does require a comment, regardless of whether there are restrictions in place or not. If you don't have any restrictions to add, please write a comment into this box to this effect.
Step 11: Data Breach - Data breach incident
Use the radio buttons to indicate the amount of individuals involved in the breach.
Click the Next button to move to the next tab.
Step 12: Data Breach - Sensitivity factors
Use the tick-boxes to select one or more Sensitivity factors.
Enter a Description into the box provided. This must be at least 75 characters.
Click the Next button to move to the next tab.
Step 13: Level
Use the radio buttons to indicate the Level of severity for the incident.
Use the radio buttons to indicate if the Media are aware of the incident.
Enter a Description into the box provided. This must be at least 75 characters.
Use the radio buttons to indicate if the Police are aware of the incident.
Enter a Description into the box provided. This must be at least 75 characters.
Use the radio buttons to indicate if the Next of Kin have been informed of the incident.
Click the Next button to move to the next tab.
Step 14: Submit
Check the Error list for any errors that have to be rectified. Click the Fix errors button to be taken to the tab in question.
Use the radio buttons to indicate if an Update to the support plan is required.
Enter the Comments into the box provided.
Use the left-hand menu to add any Additional comments to the incident report.
Use the Download pdf button to download a copy of the report if required.
Use the View history link to see the change log for the incident.
Click the Submit button to submit the completed incident report.