Record health and safety details

Maya's incident was filed in a hurry and the first aid was left out. Or the paramedics came after the report was submitted. This page is for adding or correcting what was done for a child on an incident that already exists: first aid, emergency medication, EMS, and whether BGCA has been told.

Who can do this

• Front-line staff
• Site director
• Organisation admin
• Super admin

The menu does not hide Incidents from other roles, so a regional director, an OCCL auditor or a read-only account can open the page and watch it fail to load.

What you need

• The incident exists. It can be in any status. This is one of the few things you can still change after submission.
• If you are recording emergency medication, have the specifics to hand: what was given, how much, where, and when. The details box is required, and it is the record.

Steps

1. Open Incidents and find the incident. If you cannot see it, set the status filter to All. The Active filter does not show filed incidents.

2. Open the incident and press Edit Report in the header. A dialog opens headed Edit Health & Safety. It contains four fields and nothing else, whatever the button's label suggests.

3. Fill in what applies.

   Field	What to enter
   First Aid Provided	What was actually done, such as "ice applied to left knee, 10 minutes". Up to 2,000 characters.
   Emergency Medication Administered	Tick if emergency medication was given. A details box appears and must be filled in.
   EMS Called	Tick if emergency medical services were called. A date and time box appears and must be filled in.
   BGCA Critical Incident Reported	Tick once the event has been reported to Boys and Girls Clubs of America.

4. Press Save Changes.

What PTRS records

• The four fields on the incident are updated.
• A timeline entry appears reading "Health fields updated:" followed by what changed, under your name. If your account is not linked to a staff record, the entry is under the name System.
• An entry goes into the audit trail.
• If you ticked BGCA Critical Incident Reported and the incident's BGCA status was Pending, it moves to Reported. If it was anything else, it stays as it was. Ticking the box does not turn a Not Required incident into a reportable one.

When PTRS refuses

What you see	What it means	What to do
Emergency medication details are required when medication was administered.	The tick is on and the details box is empty.	Fill in the details, or untick.
EMS called timestamp is required when EMS was called.	The tick is on and no date and time were entered.	Enter when EMS was called.
BGCA reported timestamp is required when BGCA was reported.	The dialog always supplies this for you, so seeing it means something other than the dialog sent the change.	Try again from the dialog, and tell whoever looks after PTRS.
Incident not found.	The incident belongs to another organisation, or the page is stale.	Reopen it from the incident log.
Conflict detected, please refresh and try again	Someone else saved between your opening the dialog and your pressing save.	Refresh the page and redo the edit.

Unticking clears the details

Unticking Emergency Medication Administered and saving clears the details text with it. Unticking EMS Called clears the EMS time. If you meant to correct the text rather than withdraw the fact, keep the tick on and edit the box.

Related

• Incident fields and limits, the exact limits on each field
• Advance an OCCL notification
• How reporting deadlines are triggered, why ticking BGCA does not by itself create a BGCA duty