Record an incident – Lumary DC Help Centre

Lumary DC - This article explains how to launch the incident reporting form and use it to report an incident.

With Lumary's Submit an Incident or Feedback features, you can capture, manage and monitor incidents. To help streamline the process, we've included several dynamic capture and management tools. These tools help you make sure you get all the details, and show you where you're up to in the process.

This article explains how to:

launch the incident form
capture basic information
select an incident type and sub-category
add incident details
describe the initial response
add persons involved, and
include attachments and finalise.

Launch the incident form

There are multiple ways to launch the incident management features to capture incident information.

If the incident involved a client:

Go to the client's record.
Click on the Submit Incident / Feedback button at the top of the record. You may need to click on the drop-down arrow to find this option.

If the incident did not involve a client:

Click on the App Launcher nine dot icon.
Search for submit an incident.
Click on the Submit an Incident or Feedback option.

This will launch the Submit Incident / Feedback form or take you to the Submit an Incident or Feedback page. The rest of the steps are the same for both views. A progress bar at the top of the form shows you where you're up to in the process.

Avoid using your browser navigation, especially the back button, while working through the form. Using the back button may take you out of the form and remove any information you've added.

Back to links

Capture basic information

Once you've opened the incident reporting form:

Under Recording an Incident or Feedback select Incident.
This will reveal the Incident Occurred During the Provision of Service under which Funding Program drop-down list. If known, select the relevant funding program. The options available will depend on which funding programs are set up in your environment.
Click on the Next button.

Incident and funding management selections

This will take you to a screen that captures information under fields listed in the following table. Mandatory fields are marked with an asterisk. Some responses may open additional mandatory fields.

Field	Purpose and use
* User who reported or captured this Incident / Feedback?	This will auto-fill with your name. To capture an incident for another user: click on the cross to remove your name, and search for and select the name of the staff member who reported the incident.
* Date and time that the Incident Occurred	Add the date and time the incident occurred using the: calendar popup field to select the date, and list of times to select the time.
* Date/Time the Incident was reported	Add the date and time that the incident was reported using the: calendar popup field to select the date, and list of times to select the time.
* Is the time recorded Actual or Estimated?	Use the radio buttons to select whether the time recorded for when the incident occurred was: actual, or estimated.

Once you've filled in all of the mandatory fields, click on the Next button.

Back to links

Select an incident type and sub-category

Once you've added basic information, the next screen captures details of the incident. Select a primary incident type to categorise the incident. This will reveal the Client Incident Sub-Category drop-down list.

The standard category types and their sub-categories are listed in the following table. These may be different depending on what's been set up in your environment.

* Please select Primary Incident Type	* Client Incident Sub-Category
Serious Incident	Serious Injury / Illness that required Hospitalisation Death Unexplained absence from care Other Unauthorised use of a restrictive practice
Incident	Minor Injury / Illness - minor remedy Absconding Refused support Communication Fall Behaviour - known/regular Behaviour - new/change Behaviour - inappropriate Other Accident resulting in an injury which did not require medical attention/hospitalisation
Allegation	Selecting one of the following options from the Allegation sub-category reveals the * Please select who the alleged perpetrator was and who the alleged victim was drop-down list. Alleged Unlawful physical contact or assault (unreasonable use of force) Alleged Neglect Alleged Psychological Abuse Alleged Emotional/Verbal Abuse Alleged unlawful or inappropriate sexual contact/assault Other Alleged Financial Abuse, Stealing or Financial Coercion
Medication Errors	Refused medication Missed medication Dropped medication Incorrect/broken webster pack Incorrect administration Incorrect documentation Other
Near Miss	The sub-category field will remain hidden.

Back to links

Add incident details

Once you've set the type of incident, the next section captures details about the location of the incident, a summary of the incident and whether property was damaged. The following table explains the purpose and requirements of these fields. Some fields appear based on other selections.

Field	Use and purpose
* Location Of Incident	Select a type of location. Additional fields will appear based on what you select. Home uses the client's home address as the location. Community reveals a Location Details text entry field. Site reveals a site search field where you can search for and add the site. Other reveals a Location Details text entry field.
* Summarise the Incident	Add text, links and images to describe the incident.
* Was any property damaged?	If you select Yes, you'll need to fill in the Describe what property damage occurred field.
*Describe what property damage occurred	Appears if you select Yes for Was any property damaged? Add text, links and images to describe the damage.
* Was a restrictive practice used?	This field only captures whether or not a restrictive practice was used during the incident. It doesn't present any additional fields.

Once you've filled in all of the mandatory fields, click on the Next button to continue.

Back to links

Describe the initial response

Once you've added details about the incident, the next screen captures information about the initial action taken. The following table explains the purpose and requirements of these fields. Some fields appear based on other selections.

Field

Use and purpose

* Initial Actions Taken or Who Was Contacted?

Tick one or more checkboxes to indicate initial actions and/or who was contacted. Additional fields will appear based on what you select.

Police reveals the Police Report Number field.
Ambulance reveals the Ambulance Report Number field.
Other Emergency Services reveals the Other Report Numbers field.

The following checkbox options don't reveal any additional fields:

GP Assist
Parent/Guardian/Person Responsible
On Call
Program Manager / Team Leader / Program Coordinator
Senior Manager / General Manager
Other Service Provider

* Describe the Actions Taken / Initial Response

Add text, links and images to describe the actions taken and/or the initial response.

Before you move on, check what you've entered carefully. Once you click Next on this screen, an incident record will be created and you won't be able to come back to this step. Check the details you've added before proceeding. You can click Previous to go back and make changes, or click Next to add persons involved in the incident.

Back to links

Add persons involved

Once you've captured details of the initial action taken, the next screen captures information about the people involved in the incident. The following table explains the purpose and requirements of these fields. Some fields appear based on other selections. Once you've added details about the first person involved, you'll be able to add additional people from the next screen.

Field	Use and purpose
* Choose a type of person involved (M.O.P = Member of Public)	Select a type of person. Additional fields will appear based on what you select. Client - adds a * Client field. If you started from a client's record, their name will auto-fill this field. Employee - adds an * Employee field. Search for and add an employee. M.O.P - stands for member of the public. This option adds name and contact information fields for the MOP.
* The Persons Involvement Type	Use the radio buttons to show how the person was involved. This will reveal a text field where you can provide additional details about the person's involvement.
Provide details about the involvement (if applicable)	Add text, links and images to describe any extra details about how the person was involved, if relevant.
*Was this Person Injured or Sick?	Use the radio buttons to indicate whether the person was injured or sick. Additional fields will appear based on what you select. Physical Injury - additional fields will appear as listed in the Physical Injury Details section below Illness / Disease / Other - an additional field appears as listed in the Illness / Disease / Other Details section below No - no additional fields appear
Physical Injury Details	Fields in this section appear when Physical Injury is selected for Was this Person Injured or Sick?
Type of Physical Injury (select the main injury)	Use the drop-down list to select an option. If Other is selected, the Other Injury text entry field appears.
* Other Injury	If Other is selected as the Type of Physical Injury, the Other Injury text field appears.
* What is the nature of the illness, disease or other injury sustained?	Add text, links and images to describe the injury.
* Indicate Area of Body Affected	This list allows for multiple selections. Click on one option to select it. Click on an option, hold down the Shift key and click on another option to select a group of consecutive options. Click on an option, hold down the Ctrl or Cmd key and click on other options to select multiple non-consecutive options.
* Did the injury involve immediate medical intervention for any of the following injuries? Select multiples where applicable.	This list allows for multiple selections. Select No - not applicable if the injury did not require immediate medical intervention. Click on one option to select it. Click on an option, hold down the Shift key and click on another option to select a group of consecutive options. Click on an option, hold down the Ctrl or Cmd key and click on other options to select multiple non-consecutive options.
* Was First Aid Treatment Given?	If Yes is selected, the Person Who Gave First Aid field appears.
* Person Who Gave First Aid	Appears if Yes is selected for Was First Aid Treatment Given?
* What was the highest level of treatment received as a consequence of the injury?	Use the drop-down list to select the highest level of treatment.
Illness / Disease / Other Details	The field in this section appears when Illness / Disease / Other is selected for Was this Person Injured or Sick?
* What is the nature of the illness, disease or other injury sustained?	Add text, links and images to describe the illness, disease or other harm.

Check the details you've added before proceeding. You can click Previous to go back and make changes, or click Next to add this person to the incident record.
The next screen shows a list of people linked to the incident. For Link another Person to this Incident, if you select Yes and click Next, this will take you back to the person involved section of the form.

If you go back to the Person Involved Details section and decide not to add another person, put a tick in the NOT REQUIRED checkbox and click on the Next button to go to the attachments step.

When you've finished adding people, set Link another Person to this Incident to No and click on the Next button.

Persons involved list

Back to links

Include attachments and finalise

The last screen enables you to include any attachments that have been provided to support the feedback.

Click on the Upload Files button or drop files on the hit area to add attachments.
Click on the Next button.

Uploaded files can be found on the incident management record by going to the Communication And Attachments tab and clicking on the Attachments tab.

Back to links

The incident will be saved in an incident management record for investigation, continuous improvement and corrective actions.

Related articles