Incident reports can be closed off at the first stage of the workflow by an approval officer, if no further action is required.
However, the approval officer can also decide that additional work is required and can assign an Incident task to an action officer. This is covered in the article, How to manage an incident (see 'Assign task to a staff member').
In this particular article we will discuss reviewing and approving all actions taken on an Incident task and then closing off the Incident report.
Approving a completed incident task
Once all the required actions have been completed on an Incident task, the task is sent to the approval officer for final review before closing. The task type will be 'Approval'.
To open, click on the title of the incident report.
Approving an Incident task
- When you open the incident report, the form will open at the task options screen.
- Select the appropriate task options and complete the required fields
- Select 'Save'
The approval officer has the option to approve the actions already taken and close, assign further additional actions, or approve and create a related item, such as an Improvement.
Note: To view the details of the incident report, scroll up to the 'Incident details form'. An approving officer, can adjust the settings in the details form to ensure the viewing permissions set are appropriate, the related work area and meeting to monitor the task are correct and all other fields have been filled out correctly.
Task options explained
Approve actions and close off
Select if you are satisfied with the work done by the action officer. (Click on 'See actions taken' to review the work carried out - see demonstration below)
Assign additional action
Select if you require further work done on this task.
After saving, the task will be sent to the assigned action officer.
- Instructions for additional action
- Action officer
- Due date for additional action
- 'Select the risk relevant to this incident' (This is only relevant and will appear if the incident is linked to an identified risk, otherwise this option won't appear)
Approve actions and create system improvement
Select if you want to approve and close the item and create a related improvement or non-conformance report.
After saving, the item will move to the 'Closed' tab and a new Improvement item will be created with a link to the Incident report.
Closing off an incident report
It is important to note, closing off an incident report closes the record, so it is important to ensure all the details in the incident details form are correct and any actions taken have been recorded accurately. So before any actions that will close the task are saved, the approval officer should have a final review of the incident report and all actions taken, as outlined in the steps above.
If you select 'Approve actions and close off', the incident report is closed off and cannot be changed.
If the approval officer has requested additional action, the item will be passed on to the assigned action officer to complete. Once they have completed the actions and the approval officer is satisfied with all actions, taken, they can approve and close. Once the report is closed, it cannot be changed
Approving actions and creating a system improvement also closes the Incident report and the record cannot be changed.