Incident reports allow agencies to document unexpected events, such as falls, behavioral incidents, medication issues, and other situations requiring follow-up. Giv allows agencies to customize incident report forms to collect information based on their internal processes, compliance standards, and state requirements.
Admins can configure incident types and email notifications, review submitted reports, verify incidents, add comments, and export report documentation through the Dashboard. Caregivers can submit incident reports through the Giv mobile app.
Setting Up Incident Types
Incident types are customizable forms that determine which questions caregivers must answer when submitting an incident report. Agencies can create different types for specific situations and customize the fields to collect the necessary information.
To create or manage incident types, navigate to Agency Settings > Incidents in the Dashboard. You can create a new incident type, copy an existing type, configure form fields, and save your changes. For detailed instructions, see Creating Incident Types.
Setting Up Incident Notifications
Agencies can configure which email addresses receive notifications when an incident report is submitted.
Click the Agency Settings icon in the the upper-right corner
Select the Incidents card
In the Emails section, click Manage
Enter an email address and click Add Email
Repeat for each email address you want to add
Click Save Changes
To stop an email address from receiving notifications, locate the email and click the trash can icon next to it.
Tip: Agencies with more complex reporting workflows may use email forwarding to distribute incident notifications to the appropriate parties. Giv sends notifications to the designated email addresses, and recipients can forward them based on the type of incident reported.
Submitting Incident Reports in the Mobile App
Caregivers can submit incident reports through the Giv mobile app during an active shift or after a shift, depending on the agency's settings. Each report is associated with the selected client and shift.
When an incident report is submitted, the designated email recipients receive a notification. Admins can also access submitted reports directly through the Giv Dashboard.
Viewing Incident Reports
Admins can access incident reports from the Reports section, an individual shift, or a client's profile in the Dashboard. Reports submitted by caregivers or administrators are available for review in these locations.
Accessing Reports from the Incidents Page
Click Reports in the left menu
Select Incidents from the slide-out menu
The Incidents page includes two tabs:
Analytics: Review incident trends and metrics, including total incidents, incidents by type, unverified incidents, and incidents by client or staff member. Analytics can be filtered by date range.
List View: Review individual incident reports and filter them by date range, status, or incident type.
To view an individual report, locate it in List View and click Details.
Accessing an Incident Report from a Shift
Find and open the relevant shift
Click the Charting card
Select the Incidents tab
Select an incident report to view its details.
Any incident reports associated with that shift will be available for review. Select the incident report to see its details.
Accessing Incident Reports from a Client Profile
Click Clients in the left menu
Search for and select the client
Click Dashboard in the slide-out menu
Select the Incidents tab
The Incidents tab provides access to the client's incident information and related analytics.
Alternatively, select Charting from the client's slide-out menu and open the Incidents tab. The client's Charting section contains submitted incident reports alongside other documentation, including notes, goals, medication records, and forms.
Managing Incident Reports
Administrators can review submitted reports, mark them as verified, and add comments to document the review process.
Verifying an Incident Report
Locate and open the incident report
Review the submitted information
Under Admin Actions, check Mark as Verified
Once a report is verified, Giv records the admin who verified it and the date and time of verification. The report's status will update to indicate that it has been reviewed.
Unverified incidents appear in the Unverified Incidents section on the Dashboard Home page and in the Incidents section.
Important: Verification confirms that an admin reviewed the report. Follow your agency's policies for investigating incidents, documenting corrective actions, and completing any required external reporting.
Adding Comments to an Incident Report
Admins can add comments to document additional information or follow-up related to an incident.
Locate and open the incident report
Review the submitted information
Under Admin Actions, enter your comment
Click Comment
Comments remain attached to the incident report for administrators to review. Each comment displays the name of the person who submitted it and a timestamp.
To edit a comment, click the pencil icon next to it, make your changes, and click Save.
Note: Comments cannot currently be deleted.
Exporting Incident Reports
Individual incident reports can be exported as PDF files for recordkeeping, internal reviews, or compliance documentation.
Locate and open the incident report
Click the Export icon in the top-right corner
The report will be saved to your computer as a PDF. The exported document includes the information submitted with the report, its verification status, and any comments.