Purpose
To improve incident reporting, tracking and compliance, all incident reports must now be submitted through ShiftCare using the Tribe Incident Report 2026 form.
This process allows incidents to be reviewed promptly by management and ensures all required information is captured in a consistent format.
When Should I Complete an Incident Report?
Incident reports should be completed as soon as practicable following an incident.
Wherever possible, staff should complete the report during the support shift, immediately after the incident has been resolved and it is safe to do so. This helps ensure the information recorded is accurate, objective, and fresh in the staff member's mind.
At a minimum, any required Incident Report must be completed before signing off from the support shift. Where possible, staff should aim to conclude active support approximately 15 minutes before the end of their shift to allow sufficient time to complete incident reporting requirements thoroughly and accurately.
If completing an Incident Report is likely to cause you to be late for your next shift or commitment, please contact the office as soon as possible to advise of the potential delay. Office staff will discuss appropriate arrangements and, where required, communicate with the next participant, family member, carer, or relevant stakeholder regarding any changes to arrival times. If you are unsure whether an Incident Report is required, please contact the office for guidance.
An Incident Report should be completed whenever there is:
Injury or illness
Physical aggression
Verbal aggression
Property damage
Restrictive practice
Absconding or missing person event
Medication incident
Welfare concern
Behaviour of concern
Emergency services attendance
Any event that impacts the health, safety or wellbeing of a participant, staff member or member of the public
If you are unsure whether an incident report is required, please contact the office.
Writing an Incident Report in ShiftCare: Step-by-Step Instructions
Step 1
Open the Participant's Shift
Open the participant's shift in ShiftCare.
From the shift screen, select: Shift Related Forms
Step 2
Open the Incident Form
Select: Tribe Incident Report 2026
Then click: Respond
Step 3
Complete Questions
Staff are only required to complete:
Questions 1 – 15, Please complete all questions as accurately and objectively as possible.
Questions 16 – 30, are completed by Management as part of the incident review process and do not require staff input.
Important Information
Questions 4 and 5, Participant Name and Date of Birth are automatically populated from ShiftCare. If required, these fields can be manually updated or overridden.
Step 4
Submit the Form
Once Questions 1–15 have been completed:
Scroll to the bottom of the form
Do not complete Questions 16–30
Select Submit
How to Write Incident Reports
When completing an incident report;
DO ✔
Write factual observations.
Include relevant times where known.
Describe what you saw and heard.
Record actions taken.
Include exact quotes where relevant.
DO NOT ✘
Make assumptions.
Guess motives or intentions.
Use judgemental language.
Include opinions.
A good rule is: ‘Write what a CCTV camera would have seen and heard."
Example Responses
> What Happened Before The Incident? (Any Trigger Points)
Describe what occurred before the incident. Include:
Changes to routine
Requests made
Environmental factors
Interactions with others
Signs of distress
Escalation indicators
Good Example - Participant returned home from school at approximately 3:15pm. Staff observed the participant appeared tired and quiet. Participant was advised that their usual community outing would not be occurring due to wet weather. Participant stated, "That's not fair" and walked away. Staff offered alternative activities including a movie or board game. Participant declined and remained in their bedroom for approximately 15 minutes before the incident occurred.
Avoid - Participant was angry because they didn't get their own way.
> What Happened During The Incident?
Provide a factual description of the incident. Include:
What happened
Who was involved
Behaviours observed
Duration
Risks
Injuries
Property damage
Good Example - At approximately 3:35pm, the participant exited their bedroom and began shouting at staff. The participant threw a cushion across the room and knocked a dining chair over. Staff maintained a calm tone of voice, provided space, and reminded the participant of coping strategies. The participant continued yelling for approximately 5 minutes before moving to the backyard. No injuries occurred and no property was damaged.
Avoid - Participant had a meltdown and became aggressive.
> What Happened After The Incident? (Actions Taken by Staff or Tribe)
Describe the actions taken by staff and the outcome. Include:
De-escalation strategies
Support provided
First aid or medical treatment
Notifications made
Participant presentation after the incident
Good Example - Staff provided the participant with space and remained nearby to monitor safety. After approximately 10 minutes, the participant returned inside and engaged in conversation with staff. Staff completed a wellbeing check and offered a drink of water. The participant appeared calm and participated in a card game for the remainder of the shift. Participant's mother was notified via phone at 4:00pm.
Avoid - Participant calmed down and everything was fine.
What Happens Next?
Once submitted:
The report is automatically sent to Management.
Management will review the incident.
Any required follow-up actions, risk assessments or investigations will be completed.
Staff may be contacted if additional information is required.
Urgent Incidents
Submitting the form does not replace the requirement to notify the office.
If an incident involves:
Injury requiring medical treatment
Emergency services attendance
Abuse or neglect allegations
Restrictive practices
Missing person incidents
Immediate health or safety concerns
Please contact the office as soon as practicable after the incident occurs.