Incidents

Learn how to record and manage Incidents within an Appointment or Shift on the Mobile App

What is an Incident?

An Incident is an action in Maica that allows you to record and report any issues that occurred during an Appointment or Shift. These records ensure your organisation is kept informed of any issues that may impact the participant, worker, or service delivery.

How do I create an Incident?

To create a new incident:

1. Tap New Incident.

2. Complete the following fields:

• Incident Information: These fields capture the key details of the event.

  • Participant – Select the participant linked to the incident.

  • Incident Type – Choose Incident, Near Miss, or Hazard.

  • Incident Date & Time – Record the exact date and time the incident occurred.

  • Location – Briefly describe where the incident took place (e.g., “participant’s home”, “community centre”).

  • Reported By – This is the logged in Care Worker and will be Read Only.

  • Appointment – This will be the associated Appointment and will be Read Only.

• Incident Details: These fields help you describe what occurred.

  • Subject – A short summary that will be used as the incident title.

  • Description – A factual description of what happened, in sequence.

  • Immediate Actions – Any first aid, support, or steps taken immediately after the event.

  • Attachments – Add photos or documents (available after saving).

• Impact and Harm: Use these fields to record whether any harm occurred.

  • Participant Harmed – Select Yes or No.

  • Harm Detail – Appears only if harm was recorded. Describe the nature of the harm.

• Actions Taken: Record who was notified and whether any external agencies were involved.

  • Family Notified – Whether a family member or guardian was informed.

  • External Agency Notified – Select Yes if any external services were contacted.

  • External Agencies Contacted – Choose from Police, Ambulance, Fire Services, Hospital, Coroner, or Other.

  • Other External Agencies – Appears if “Other” is selected.

  • External Agency Reference – Record any case or reference numbers provided.

• Additional Details:

  • Witnesses – Record names, roles, or contact details of anyone who witnessed the event.

Once finished, tap Save to record the incident.

You can re-enter a saved incident at any time to view or update its details. Additional actions such as Attaching Files will also become available once the incident has been saved.

You can search for Incidents using any of the following:

• Subject

• Participant

• Date

• Type

• Worker involved

Validation Matrix

Below is the full visibility matrix for all fields on the Incident form.

Field	Always Visible	Conditionally Visible	Condition
Participant	✔	–	–
Incident Type	✔	–	–
Incident Status	Automatically managed	–	Managed through Status Path
Care Worker Involved	✔	–	–
Other Care Workers Involved	✔	–	–
Incident Date & Time	✔	–	–
Incident Location	✔	–	–
Subject	✔	–	–
Description	✔	–	–
Immediate Actions	✔	–	–
Attachments	Appears after saving	✔	Only shown once the record exists
Participant Harmed	✔	–	–
Harm Detail	–	✔	Shown only if Participant Harmed = Yes
Family Notified	✔	–	–
External Agency Notified	✔	–	–
External Agencies Contacted	–	✔	Shown if External Agency Notified = Yes
Other External Agencies	–	✔	Shown if “Other” selected in External Agencies Contacted
External Agency Reference	–	✔	Shown if External Agency Notified = Yes
Witnesses	✔	–	–
Review Concluded Date	–	✔	Office/Coordinator use only
Review Conducted By	–	✔	Office/Coordinator use only
Review Disclosure	–	✔	Office/Coordinator use only
Review Conclusions / Actions	–	✔	Office/Coordinator use only