Incidents Reference Guide

ALIS Incidents offers a streamlined documentation workflow for reporting incidents. Once all forms and tasks are completed for an incident event, the report details are stored and easily accessed on a resident's profile and in the Incident Center.

Customize your Incidents workflow

ALIS includes default incident types and a standard incident form to get started. You can further customize the workflow to match your operational and regulatory needs.

All Incident Settings are configured in Incident Settings and can be managed per community or applied across communities using Apply Community Settings. 

For customization assistance, contact your Account Manager or our ALIS Customer Success Team. 

Customization Options

Types 

You can rename, disable, or create incident types. These types determine the options staff select when reporting a new incident and can be unique per community.

Forms 

The default ALIS Incident Report Form can be used as-is or customized with additional fields such as text inputs or signature lines. You may also upload state-specific or company-specific forms.

• Forms can be assigned by Incident Type and managed at the community level 
• Forms can be required or optional before completing the report 
• Multiple forms can be assigned to a single Incident Type

For example, a Post-Fall Evaluation form can be required for fall-related incidents but not for medication errors.

To add or modify forms, submit a PDF version to your Onboarding Specialist, Account Manager, or our ALIS Customer Success Team for digitization and uploading. 

Tasks

Tasks help ensure accountability for required follow-up actions and can be assigned by Incident Type.

• Common examples include contacting an Emergency Contact/POA, notifying a physician, or reviewing the resident’s Care Plan.

• You can enable Display Care Plan Link on tasks to provide direct access to the resident’s Care Plan from the task.

Locations

You can modify the list of available incident locations by disabling existing options or creating new ones. These options populate the Location dropdown when reporting a new incident and apply to all Incident Types.

Dropdowns

Custom dropdowns can be added to the initial reporting pane and the Basic Information section. Custom dropdowns will apply to all Incident Types. 

• Dropdown Name defines the field label (e.g., “Emergency Contact Notified?”).
• Dropdown Options define selectable responses (comma-separated).
• Fields can be required or optional.
• Options can be single-select or multi-select.

Start a New Incident Report

ALIS Incidents supports collaboration across staff roles, including initial reporters, nurses, and administrators. Access to different parts of the workflow depends on your security role.

You can start a new incident from:

• Dashboard: Click the Report Incident icon.
• Incident Center: Click +Report New Incident.
• Resident's profile page: Click +Incident under the resident photo. 

Add Initial Incident Details 

Each option opens a panel on the right side of the screen to enter initial details. 

Incident Type

Select the type of incident. This determines which forms and tasks are required.

Resident Involved

Select the name of the resident directly involved in the incident.

Other Residents Involved (Optional)

Select additional residents indirectly involved. This adds the summary to their Indirectly Related Incident Reports section of that resident's profile.

 Date & Time of Incident

• Auto-populates based on when reporting begins 
• Update to reflect when the incident actually occurred

Incident Summary

Add a brief and objective description to describe what occurred, the severity of the event, and the current status. The description created here will automatically populate in the associated Incident Form (if applicable).  

Speech-to-Text Transcription (Optional)

You can use speech-to-text to dictate the Incident Summary instead of typing.

• Select the microphone option and begin speaking
• Speak clearly and at a steady pace
• Your speech will be transcribed directly into the text field

⚠️Important: Transcription may not accurately capture punctuation (e.g., commas, periods). It is always recommended to review and edit the transcribed text before saving.

Create Observation (Optional)

Select this option to generate an Observation note using the Incident Summary. Confirm the Observation Type, Severity, and Keep Active For settings.

You may also enable a setting to include Incident details within the Observation note. When enabled, the note will include the Incident Type and identifying language. This setting is managed in Company Settings and requires specific permissions.

Contact your company administrator who can reach out to your Account Manager or our ALIS Customer Success Team for further assistance if needed. 

Create Incident Report

Click Create Incident Report to save the initial details.

• If you have further access, you will be redirected to the Incident Report page.
• If not, you will remain on the Dashboard, and the report can be accessed later from the Resident Profile or Incident Center.
• Incomplete reports remain accessible for continued work.

Incident Report Forms and Tasks

At the top of the Incident Report page (depending on permissions), you may see:

• Go Back: Returns to the Incident Center.
• Export: Downloads a PDF of the report and forms.
• Complete: Locks the report once all forms and tasks are finished.

The Incident Report page includes three main sections: Basic Information, Incident Report Forms, and Incident Report Tasks. Read below more more information.

Basic Information

The following fields cannot be edited: Resident Name, Incident Type, Reported By, Created Date.  If these are incorrect, the incident must be deleted and re-created. 

Users with permission can edit:

• Date and Time
• Other Residents Involved
• Incident Summary

Be sure to click Save after making changes.

Incident Report Forms

This section displays all forms associated with the selected Incident Type.

• Use Fill Online (Recommended) to complete digitized forms.
• Use Choose File to upload completed paper forms.
• Use Options to print blank or pre-filled forms.

Fill Out a Form

1. Click Fill Online > New Form.
2. Complete required fields based on your role.
3. Click Save and Close if the form is not yet complete.
   • Status will then display as Fill Online in Progress.
   • Click Edit to continue editing the form.
   • Do not click Complete until all required sections are finished.

Complete a Form (Admin only)

• Click Complete to lock the form as a PDF with a timestamp.
• Use Fill Online > Previous Form to edit completed forms (admin only).

Incident Report Tasks

This section includes required follow-up actions and optional monitoring.

Tasks

• Tasks are assigned based on Incident Type and community settings.
• Click Mark Complete and enter a note describing the action taken. 

Resident Monitoring (Optional)

• Click Monitor Resident to initiate monitoring.
• Refer to the Resident Monitoring Reference Guide for detailed instructions.

Complete the full Incident Report

Once all forms and tasks are complete:

• Click Complete (administrator access typically required).
• This locks the report and updates its status to Complete in the Incident Center.

All incident reports remain accessible in ALIS indefinitely and can be viewed or printed at any time.

The Incident Center

The Incident Center displays all incidents in a centralized table. Access this center via the Dashboard icon which will show a notification badge for new incidents. 

Filter and Manage Incidents

By default, the page filters incidents from the past week. Use filters to locate specific incidents by Resident, Incident Type, Date Range, and more. 

From this page, you can:

• Review report status, completed forms, and outstanding tasks.
• Click Edit to continue incomplete reports.
• Click Delete to remove incorrect reports.
• Click Print to download a full report PDF.

'Create Incident' via Quarantine Scheduling

When adding or editing a quarantine schedule in the Immunizations Center or resident profile, you can select Create Incident to automatically generate an Incident Report.

• Users with the Create Incident permission will see Submit.
• Users with the Manage Incident permission will see Submit and Go To. 

The generated report will include quarantine details and any entered notes: 

Reporting on Incidents

Your best options for reporting on incidents is within your ALIS Reports and ALIS HQ Dashboards. 

ALIS Reports

Navigate to Reports > Resident Reports > Incident Report. 

• View incidents in a table format.
• Adjust filters as needed. This report defaults to the current month. 
• Print or Export to Excel.
• Includes task completion details and a summary by Incident Type.

ALIS HQ Dashboards

Navigate to HQ Dashboards > Risk Analysis > Incidents.

• View KPIs, trends, and visualizations.
• Analyze patterns by type, time, resident, and staff involvement.

Contact your Account Manager or ALIS Customer Success Team for assistance with access if needed.

Related Articles: 

• How to Complete an Incident Report
• Resident Monitoring Reference Guide
• Video: Incident Reporting
• ALIS Guide for Survey Preparedness

For more assistance: 888.404.ALIS (2547)  |  support@go-alis.com