# Incidents

### 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.

{% hint style="success" %}
You can search for Incidents using any of the following:

* Subject
* Participant
* Date
* Type
* Worker involved
  {% endhint %}

### **Validation Matrix**

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

<table><thead><tr><th>Field</th><th>Always Visible </th><th width="181.00390625">Conditionally Visible</th><th>Condition</th></tr></thead><tbody><tr><td>Participant</td><td>✔</td><td>–</td><td>–</td></tr><tr><td>Incident Type</td><td>✔</td><td>–</td><td>–</td></tr><tr><td>Incident Status</td><td>Automatically managed</td><td>–</td><td>Managed through Status Path</td></tr><tr><td>Care Worker Involved</td><td>✔</td><td>–</td><td>–</td></tr><tr><td>Other Care Workers Involved</td><td>✔</td><td>–</td><td>–</td></tr><tr><td>Incident Date &#x26; Time</td><td>✔</td><td>–</td><td>–</td></tr><tr><td>Incident Location</td><td>✔</td><td>–</td><td>–</td></tr><tr><td>Subject</td><td>✔</td><td>–</td><td>–</td></tr><tr><td>Description</td><td>✔</td><td>–</td><td>–</td></tr><tr><td>Immediate Actions</td><td>✔</td><td>–</td><td>–</td></tr><tr><td>Attachments</td><td>Appears <strong>after saving</strong></td><td>✔</td><td>Only shown once the record exists</td></tr><tr><td>Participant Harmed</td><td>✔</td><td>–</td><td>–</td></tr><tr><td>Harm Detail</td><td>–</td><td>✔</td><td>Shown only if <em>Participant Harmed = Yes</em></td></tr><tr><td>Family Notified</td><td>✔</td><td>–</td><td>–</td></tr><tr><td>External Agency Notified</td><td>✔</td><td>–</td><td>–</td></tr><tr><td>External Agencies Contacted</td><td>–</td><td>✔</td><td>Shown if <em>External Agency Notified = Yes</em></td></tr><tr><td>Other External Agencies</td><td>–</td><td>✔</td><td>Shown if “Other” selected in External Agencies Contacted</td></tr><tr><td>External Agency Reference</td><td>–</td><td>✔</td><td>Shown if <em>External Agency Notified = Yes</em></td></tr><tr><td>Witnesses</td><td>✔</td><td>–</td><td>–</td></tr><tr><td>Review Concluded Date</td><td>–</td><td>✔</td><td>Office/Coordinator use only</td></tr><tr><td>Review Conducted By</td><td>–</td><td>✔</td><td>Office/Coordinator use only</td></tr><tr><td>Review Disclosure</td><td>–</td><td>✔</td><td>Office/Coordinator use only</td></tr><tr><td>Review Conclusions / Actions</td><td>–</td><td>✔</td><td>Office/Coordinator use only</td></tr></tbody></table>