Step 1: Locating the Shift Caution
To begin the conversion process, navigate to the specific client’s profile and select the Overwatch tab.
Within the Overwatch tab, click on the AI Shift Cautions sub-tab.
Browse the list of cautions identified by the AI. Each caution includes a severity level (5-10), a category, and the specific shift notes that triggered the alert.
Step 2: Initiating the Conversion
Once you have identified a caution that requires a formal report:
Locate the caution in the table and click the three dots (Actions) button on the far right of the row.
Select Convert to incident from the dropdown menu.
The "Report New Incident" side panel will automatically slide out.
How the Data is Auto-Filled
When you use the "Convert to incident" feature, the system intelligentally maps data from the shift caution to the new incident report to ensure accuracy:
Title: The incident title is automatically set based on the caution's category (e.g., "Medication Compliance").
Description: The full text of the original shift note is inserted into the description field, providing the immediate context of why the report is being filed.
Priority: The AI's severity level (1-10) is converted into a priority rating:
Severity 8-10 becomes High priority.
Severity 5-7 becomes Medium priority.
Category: The caution's type is matched to the most relevant incident category (e.g., a "Behavioral Concern" caution is mapped to the "Behaviour" incident category).
Step 3: Reviewing Linked Information
One of the most important aspects of this conversion is the Appointment Linkage. The system carries over the specific Appointment ID associated with the shift note.
Because the incident is now linked to that specific shift, the following happens automatically once you save the report:
Client Association: Since you are reporting from the client's Overwatch tab, the incident is automatically tied to that client’s file.
Staff Association: The system identifies which staff member worked the shift and wrote the original note. This staff member is often automatically recorded as being involved or as the reporter of the underlying issue.
Step 4: Finalising the Report
Review the pre-filled information in the side panel.
You can edit any of the fields if you need to add more detail or adjust the priority.
Click Report Incident.
Upon successful submission, you will see a success message and be automatically redirected to the new Incident Detail page.
From here, you can begin adding further investigation notes, uploading supporting documents, and recording witness statements in the dedicated incident tabs.