Review an incident

Steps

The screenshots show a demonstration organisation with made-up names. Your own screens show your organisation's details. Select a screenshot to open it full size.

1. Go to Registers > Incidents and find the incident

   1 In the left menu, under Registers, choose Incidents. The Incidents page opens, with four tiles (Total, Open, Follow-up and High risk) above the register. The register lists the newest incident date first.

   2 To narrow the list, type in Search incidents.... The list updates as you type.

   3 To list one status only, choose it in the status list, which starts on All statuses.

   4 To list one severity only, choose it in the severity list, which starts on All severities.

   5 To include incidents that have been deleted from the active register, tick Include inactive.

   6 Find the incident's row. Choose the incident's summary, shown in bold in the Incident column, to open it in the next step.

   Fields in step 1

   Field	What it means
   Search incidents...	Looks for what you type in the incident number, the summary, the description, the client's name and the site's name. If nothing matches, the register says No matches for followed by what you typed, with a Clear search button.
   Status list	Starts on All statuses. Choose Open, In review, Follow-up required, Closed or Cancelled to list only the incidents in that status.
   Severity list	Starts on All severities. Choose Low, Medium, High or Critical to list only incidents of that severity.
   Include inactive	Starts unticked. When ticked, incidents that were deleted from the active register are listed as well, with the label Inactive.

   Permissions: If your access is limited to certain sites, the register and the four tiles only count incidents linked to your own sites.

   

2. Read the register

   The register has one row for each incident. Read across a row to see what it holds.

   Fields in step 2

   Field	What it means
   Incident column	The incident's summary, which opens the Review incident window when chosen. Under it are the incident number and, when a follow-up is set, Follow-up due and the date.
   Incident type column	The type chosen when the incident was recorded, such as Medication or Fall.
   Record column	The Client the incident is about (shown by their preferred name when they have one) and the Site where it happened. An incident with no client shows its Site or Location instead, and Not available when it has neither.
   Date column	The date the incident happened.
   Status column	Shows Active or Inactive and the severity. It does not show whether the incident is open or closed.
   Three dots menu	At the end of each row. It lists Review, and, if you can edit incidents, Edit and Delete.

   Note: The Status column answers a different question from the status list. Active means the incident is on the active register. Open, In review, Follow-up required, Closed and Cancelled are the incident's progress, shown in the status list and in the Review incident window.

3. Open the Review incident window

   Choose the incident's summary in the Incident column. You can also open the three dots menu at the end of the row and choose Review. The Review incident window opens.

   1 If you can edit incidents, the first section of the window is Review action, with the Incident status list. The next steps use it.

   2 Below it, the Incident section holds the key facts about the incident.

   3 Choose Close at the top right of the window to leave it without changing anything.

   Fields in step 3

   Field	What it means
   Incident status	Only shown if you can edit incidents. A list that starts on the incident's current status. See the next steps for what each status means.
   Incident number	The number BondiByte gave the incident, or the reference that was typed when it was recorded. It starts with INC- when BondiByte numbered it.
   Severity	Low, Medium, High or Critical, as chosen when the incident was recorded or last edited.
   Incident type	Medication, Behaviour, Fall, Injury, Safeguarding, Complaint or Other.
   Status	The incident's current status, for example Open.
   Date and time	When the incident happened, shown as day, month and year with the time, for example 01/10/2026 2:30 pm.
   Follow-up due	The date the follow-up is due. Shows - when no follow-up date was set.

   Permissions: A role that can view incidents but cannot edit them sees the same facts, but the window has no Review action section and no Save status or Close incident buttons. The window description then reads Review incident details.

   

4. Read the rest of the record

   1 Scroll down inside the Review incident window. The People and place section shows who and where.

   2 The What happened section shows the Summary and the Description.

   3 The Immediate response and follow-up section shows what was done straight away and who owns any follow-up.

   A field that was left empty shows -, or a plain phrase such as No client, No location, No shift, No staff selected or No follow-up owner.

   Fields in step 4

   Field	What it means
   Client	The client the incident is about, by preferred name when they have one, or No client.
   Location	The site where it happened, or the place that was typed in, or No location.
   Shift	The title of the linked shift, Custom shift: followed by the date and time when a custom shift was entered, or No shift.
   Staff involved	The names of the staff linked to the incident, separated by commas, or No staff selected.
   Summary	The one line title of the incident.
   Description	The detail of what happened, in the words of the person who recorded it.
   Immediate action taken	What was done straight away.
   Follow-up required	Yes or No.
   Follow-up owner	The staff member who owns the follow-up (by preferred name when they have one), or No follow-up owner.

   Note: When an incident was started from a draft prepared from a shift report, a line at the top of the window says Source: AI-assisted draft from a shift report followed by the report's date. The draft only became an incident when a person chose Create incident.

   

5. Change the status

   1 In the Review action section, open the Incident status list and choose the status that matches where the incident is up to. Then choose Save status, in the row of buttons at the bottom of the window. The buttons stay in view as you scroll, and the picture for the next step shows them.

   2 A message confirms Incident status updated. The Status field in the Incident section now shows the new status, and the window stays open.

   The status is saved only when you choose Save status. If you choose a status and then close the window, nothing changes.

   Fields in step 5

   Field	What it means
   Open	Where a new incident starts. It has been recorded and has not been picked up yet.
   In review	Someone is looking into the incident.
   Follow-up required	Actions from the incident are still to be done. This is a status. It is separate from the Follow-up required tick box on the incident form, which holds the follow-up owner and due date.
   Closed	The incident is finished. It no longer counts in the Open, Follow-up or High risk tiles.
   Cancelled	The incident is closed without further work, for example because it was recorded by mistake. It no longer counts in the Open, Follow-up or High risk tiles.
   Save status	Saves the status shown in the Incident status list. It is switched off while the status is saving.

   Note: The statuses do not have to be used in order. You can choose any status from the list, and you can change it again later by choosing another status and Save status.

   Important: Choosing a status does not change the follow-up owner or the follow-up due date, and ticking Follow-up required on the form does not change the status. Check both when you review an incident.

   

6. Close the incident

   1 When the incident needs no more work, choose Close incident, the red button at the bottom right of the window.

   2 BondiByte sets the status to Closed. The Status field in the Incident section now shows Closed, a message confirms Incident status updated. and the Close incident button is switched off, because the incident is already closed.

   Close incident does not ask you to confirm. To reopen an incident, choose Open (or another status) in the Incident status list and choose Save status.

   To close an incident without further work, for example because it was recorded by mistake, choose Cancelled in the Incident status list and choose Save status instead.

   Warning: Close an incident only when its follow-up is finished. A closed incident leaves the Open, Follow-up and High risk tiles, so nobody looking at those tiles sees it any more.

   

7. Open the row menu to correct a detail

   1 At the end of the incident's row, open the three dots menu. If the Review incident window is still open, choose Close first.

   2 Choose Edit. It opens the Edit incident window, described in the next step. Edit only appears if you can edit incidents.

   3 Review opens the Review incident window you used in the earlier steps.

   4 Delete removes the incident from the active register. It only appears if you can edit incidents, and only while the incident is on the active register. See step 9, Delete an incident you no longer need.

   

8. Change the details and choose Save incident

   1 The Edit incident window opens with the details already entered. Its fields are the same as in the Add incident window, described in Record an incident: Incident Details, People Involved, What Happened, Immediate Response, Notifications and Follow-up.

   2 Change what needs correcting. The saved values sit in the same fields as when the incident was recorded, for example Date and time.

   3 The staff members already linked appear under Staff involved after a moment. Choose Remove beside a name to take that person off.

   When you have finished, choose Save incident at the bottom of the window. A message confirms Incident updated. and the register shows the new details. Choose Cancel instead to close the window without saving.

   The Edit incident window has no status list. Change the status from the Review incident window, as in the earlier steps. Under the form, a line starting Current description: repeats the description as it was saved.

   Note: If you tick Follow-up required, Who should follow up and Follow-up due date must both be filled in, as when the incident was recorded.

   

9. Delete an incident you no longer need on the active register

   Open the three dots menu at the end of the incident's row and choose Delete. The Delete incident? window opens and says This removes the incident from the active incident register. Read the incident number in the message to check it is the right incident.

   1 Choose Delete incident to confirm. A message says Incident deleted from the active register. and the incident leaves the list.

   2 Choose Cancel to keep the incident.

   3 Choose Keep incident at the top right of the window to keep the incident as well.

   To see a deleted incident again, tick Include inactive above the register. It is listed with the label Inactive. Its three dots menu then offers Review and Edit, but not Delete.

   Warning: There is no button to put a deleted incident back on the active register. Use Delete only for a record that should not be on the register. If an incident was recorded by mistake, consider setting its status to Cancelled instead, so the record stays visible in the register.

   

What happens next

A status change takes effect as soon as you choose Save status or Close incident. The Open, Follow-up and High risk tiles on the Incidents page change to match. An incident that is Closed or Cancelled no longer counts in those three tiles, and it still counts in Total.

A closed incident stays on the register. To find it, choose Closed (or Cancelled) in the status list above the register.

If you changed a detail with Edit, the register shows the new details straight away.

A deleted incident leaves the active register but is not erased. Tick Include inactive to list it.

Reviewing or closing an incident in BondiByte does not report it to the NDIS Commission, to the police or to anyone else outside your organisation. Your organisation decides whether an incident has to be reported and makes any report itself. See The incident workflow.

Important notes

Good practice

• Open an incident with Review when you only need to read it. The Review incident window shows the full record and cannot change the details by accident. Use Edit only when a detail has to be corrected.
• Keep the status honest as the work moves along. Choose In review when someone starts looking into it and Follow-up required while actions are still to be done, so the status list above the register shows where every incident is up to.
• Once a week, use the status list to look at Open, In review and Follow-up required in turn, and check that someone is working on every incident listed.
• Check the High risk tile first. Choose High or Critical in the severity list to see the incidents that need a decision soonest.
• Before you choose Close incident, read Follow-up required, Follow-up owner and Follow-up due in the Immediate response and follow-up and Incident sections. If a follow-up is still due, leave the incident open.
• The status list has no box for a reason. If you want the outcome written down, use Edit to add it to Description or Immediate action taken before you close the incident.
• Do not delete an incident to tidy the register. Deleting hides it from the active register, and there is no button to bring it back. Use the status list to close or cancel it, so it stays visible.

Troubleshooting