In this tutorial we will cover how to add incident forms, for incidents that occur within your school or setting. These forms can be sent directly to parents and carers, and can be signed off by them either digitally, or in person (depending on the preferences chosen by your setting).
Incident forms are automatically included as part of the Care Diary, but can be enabled by themselves, as part of the Accidents & Medication feature, if the wider functions of the Care Diary are not needed. You can manage which is enabled by going to Configuration > Features. Alternatively, take a look at our tutorials for enabling the whole Care Diary or for enabling Accidents & Medication only.
In this tutorial we’ll look at this feature from the browser, but you can also add incident form via the Tapestry app. For information on accessing this feature via our app please take a look at this tutorial.
Start by logging into Tapestry, and heading over to the Care Diary in the left hand menu, or Accidents & Medication, depending on which feature your school or setting has enabled.
Choose the child from the list you wish to add an incident for. A modal will appear showing you the options you have available. For this example, we are using the Accidents & Medication only version of the feature.
If you have the Care Diary enabled, you will have more options to choose from. In both instances, select the Incident option to continue.
Adding an individual incident
When you click to add an incident from an individual child’s record, Tapestry will open up a blank incident form for you to fill out. The Staff Involved box will autofill with the name of your user, but you can change this if you need to:
You will be able to provide not only the details of the incident itself, but also the events leading up to the incident for a fuller picture. You can also include what actions were taken, and any additional information. When you’re done, click Create.
The form will now appear on the screen, and you will see a label saying ‘Not shared with relatives yet‘.
Adding multiple incidents
Tapestry allows you to add an incident form for multiple children at the same time, so that when something happens involving multiple children, you can include specific notes per child. It works in a similar way to bulk-adding Care Diary entries in that you fill in the main details, then can modify them per child as needed.
Start by heading to the Care Diary / Accidents & Medication main page, then use the tick boxes to select more than one child. From the menu that appears at the bottom, choose ‘Incident’.
This example is using the Accidents & Medication only feature. If you are using the Care Diary, you will see more options from the drop down in the bottom menu.
The form works in exactly the same way for multiple children as it does for an individual child. Fill in the details as you need to, and remember you can change the staff involved if appropriate.
As you fill in the details from the top Main Control part of the form, they will be automatically copied into the individual records for the children, who will be displayed at the bottom of the form. You can then expand each one using the dropdown arrow to the right, to modify their form or add specific details relevant to just that child.
Parents and carers will only be able to see the form relevant to their child. They will not see the details of any other child involved in the incident, unless you have referenced them specifically in the content of the incident form.
In the example above, Ben has been mentioned by name in the incident content, so Alfie’s mum will be able to see it. However, Ben’s name can be removed from Alfie’s form by editing it via the drop down to the right of his name.
Sharing incident forms with relatives
Incident forms will require signing off by a parent or carer. It’s important to note that only relatives on Tapestry who have been given parental responsibility for the child will be able to sign the forms and view the incidents from their account.
If you have chosen not to enable the Care Diary/Accidents & Medication feature for relatives, then you will only see the option to collect a signature in person. If the feature is enabled for relatives, then they will be able to either sign the forms digitally on their device, or do a ‘quick-sign off’ from their device.
Which sign-off option relatives can use will have been set by a manager when this feature was first enabled. A manager can change them at any time by going to Features > Care Diary Settings OR Features > Accidents & Medication Settings, depending on which feature is active.
All forms added to this feature will live in one of two tabs on the main page. Navigate back to the Care Diary or to Accidents & Medication and you’ll see the three tabs at the top.
If staff at your setting don’t have permission to sign off their own forms, their forms will appear in the middle tab Forms requiring approval, where a manager can check and approve them. You can change permissions for all or some staff members at any time by going to Configuration > Staff > Staff User Permissions > Care Diary/Accidents & Medication.
When forms are ready for sign-off by a relative, they will appear in the last tab, Forms requiring sign off:
In this screen, you’ll be able to share forms with relatives if you haven’t already. Do this by clicking the button to the right of each entry. After forms have been shared, you’ll see a green label telling you it has been shared successfully.
Now it’s over to the relatives! They will be able to see incident forms that have been added for their child in both the web browser and app versions of Tapestry, and sign them off. They will either be presented with a digital signing box for a signature, or a button to sign off the accident (depending on what your setting has chosen as a preference):
Once the forms are signed, they will disappear from the Forms requiring sign-off tab, and will instead be stored in the child’s entries list for that day.
You can view and export all incident forms through the monitoring screen. This tutorial will run you through it.
Did you know you can also add accident forms for both accidents in your setting, and at home on Tapestry? Use the buttons below to explore more tutorials.