Initial Report

submitting a new occurrence

Step by Step Guidance - submitting a new occurrence

Select "Add New Occurrence" to start a new report.

The initial report page automatically opens up in a new window.

Start entering information into all the fields
Required fields are highlighted with an asteric
Action options for the initial report:
- Save as Draft: Initial report information can be saved prior to completing the initial report. Save as Draft will save all information that has been entered, but will not submit the initial report to the department.
  - Any draft reports will show up in workbench folder 002 (initial draft reports) until successfully submitted.
  - These cases DO NOT have an occurrence ID# assigned yet.
- Save & Submit: When the initial report information is complete, Save & Submit will upload the initial report to the department and generate an occurrence ID.
  - Report will move to workbench category 003 (Pending for final report).
- Validation Error (s): Information that does not meet a field's parameters will trigger a validation error. A message will appear that identifies what information is required before the report can be successfully submitted.
Check the messages section for historical action notes confirming if the system received the report successfully.

Required Fields (*):

Occurrence Date/Time - should reflect when the actual event happened.
First known date/time - date/time of when the first staff member became aware of the event (either witnessed, consumer/other told a staff member, and not when administration first became aware).
Describe the event and immediate outcome - provide enough details to describe what happened under the selected category AND provide details about immediate outcome to the consumer (s) as a result.
Provide details on the immediate actions taken to keep current consumer and others safe during the investigation.

Information awareness:

If we do not receive adequate information with the initial report details, the intake coordinator will reach out through the message section of the report requesting an immediate reply to follow up questions.
Police notification expected per statute on all reportable elements of abuse
Check message section for historical notes and/or messages.
Communication with the department can occur once an initial draft and/or report has been started.
The final report is due within 5 calendar days after the submission date of the initial report

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