Completing an Incident Report - Completing and Authorizing

Completing an Incident Report - Completing and Authorizing

Purpose Statement 

This article guides you through the final steps of completing and authorizing an incident report in First Due. The completion and authorization process ensures all required information has been entered accurately, errors are corrected, and reports receive proper supervisory review before finalization. This workflow maintains data integrity, supports compliance with reporting standards, and establishes a clear chain of accountability for incident documentation.

Background Information


Completing and authorizing an incident report is a two-stage process that involves both the report creator and a supervisor or authorized reviewer. The completion stage validates that all required fields are filled and data meets system requirements, while the authorization stage provides supervisory oversight and final approval.
This multi-step verification process helps prevent incomplete or inaccurate reports from entering your agency's permanent records. The system's built-in error checking highlights missing or incorrect information, guiding users to resolve issues before submission. Once completed and signed, reports move to an authorization queue where designated personnel can review and finalize them.
This article is part of a comprehensive series on incident reporting and should be used in conjunction with the related articles listed below for the complete reporting workflow.

Required Permissions


For Completing Reports:
  1. Incident Report Creation/Edit permissions - Required to create and modify incident reports
  2. Incident Report Completion permissions - Required to mark reports as complete
  3. Electronic Signature permissions - Required to sign completed reports
For Authorizing Reports:
  1. Incident Report Authorization permissions - Required to authorize or mark reports as incomplete
  2. Supervisor/Reviewer role - Typically assigned to officers, chiefs, or designated reviewers

Video


Step-by-Step Guide



1. Select the Complete button.

Notes
Ensure all sections of your incident report are filled out (Response, Size-up, People Involved, Operations, and Information)

Select the Complete button.



2. Look for any sections highlighted in RED.

Notes
Red highlighting indicates errors that must be corrected before the report can be completed.

Look for any sections highlighted in RED Red highlighting indicates errors that must be corrected before the report can be completed



3. Navigate to each red-highlighted section.

Info
Read the red text carefully - it describes exactly what needs to be corrected Make the necessary corrections to the flagged fields.


Navigate to each red-highlighted section Read the red text carefully - it describes exactly what needs to be corrected Make the necessary corrections to the flagged fields



4. Complete the report by adding your signature. Select Edit to begin.


Wrap up the report by completing your signature. Click on Edit



5. Click on Draw again.


Click on Draw again



6. Resubmit for Completion. Click on Complete button.

After correcting all errors, select the Complete button again
Verify that:
  1. All red annotations have disappeared
  2. Each section now shows a green checkmark
  3. All sections display "all green, all good"


Resubmit for Completion. Click on Complete button.



AUTHORIZING THE REPORT
7. Locate the Report for Authorization
Info

Navigate to the incident list

Use the advanced search features at the top of the page





8. Once you locate the report click on the edit pencil icon. 





9. Review each section systematically and "Authorize" or "Mark Incomplete"


Info

Option A: Authorize the Report

Option B: Mark as Incomplete







10. Option A: If the Report is Satisfactory Select the Authorize button.

Notes
The report is now finalized and enters the permanent record Process complete




11. Option B: If the Report Needs Revision Select the Mark Incomplete button.




12. Document the specific reasons for marking it incomplete.

  1. Provide clear feedback to the report creator about what needs correction and Click "Send".
  2. The original author of the report will receive an email that the report needs correcting.
  3. Once they save and complete again, the report will return to Pending Authorization status.




Best Practices

Do:
  1. Complete all sections thoroughly before selecting the Complete button to minimize error corrections
  2. Address all red-highlighted errors systematically, section by section
  3. Review your own report carefully before signing to catch any issues early
  4. Ensure your signature is current and stored in your profile for faster completion
  5. Use advanced search filters effectively when locating reports for authorization
  6. Document any concerns or required corrections when marking a report incomplete
  7. Authorize reports promptly to maintain workflow efficiency
  8. Review reports within your agency's established timeframes

Don't:
  1. Ignore red error annotations - they indicate required corrections
  2. Sign a report before all green checkmarks appear
  3. Rush through the completion process without verifying accuracy
  4. Authorize reports without thorough review
  5. Mark reports incomplete without providing feedback to the report creator
  6. Allow completed reports to sit in the authorization queue unnecessarily
  7. Skip sections during your review - check every component

Troubleshooting & FAQs

Q: What if I can't find the error described in the red text?
A: Red error messages typically indicate the specific field or data element requiring attention. If the error description is unclear, check for missing required fields (marked with *), invalid data formats (dates, times, numbers), or dropdown selections that haven't been made.

Q: Can I save my progress without completing the report?
A: Yes, you can save incomplete reports and return to them later. Use the Save function rather than the Complete button. The report will remain in incomplete status until you successfully complete it.

Q: What happens if I don't have a signature stored in my profile?
A: You'll need to use the electronic signature option each time you sign a report. Contact your system administrator to add a stored signature to your profile for more efficient signing in the future.

Q: Can I edit a report after I've signed it but before it's authorized?
A: Once signed and completed, reports typically cannot be edited without being marked incomplete by an authorized reviewer. Check with your system administrator about your agency's specific workflow rules.

Q: Who receives notifications when a report is ready for authorization?
A: Notification settings vary by agency configuration. Typically, supervisors and users with authorization permissions receive alerts when reports are ready for review. Check your notification preferences or contact your system administrator.

Q: What if I mark a report incomplete but the original creator doesn't revise it?
A: Follow your agency's standard procedures for incomplete reports. You may need to contact the report creator directly or escalate through your chain of command if reports remain unrevised beyond established timeframes.

Q: Can I authorize my own reports?
A: This depends on your agency's configuration and policies. Many agencies require a separate reviewer to authorize reports to maintain oversight and quality control. Check with your system administrator about authorization workflows.

Q: What should I do if I notice an error after authorizing a report?
A: Contact your system administrator immediately. Depending on your system configuration and agency policies, corrections to authorized reports may require special permissions or a formal amendment process.

Q: How do I know which advanced search features to use when locating reports?
A: Common search filters include date range, incident type, report status, unit/apparatus, address, and report creator. Combine multiple filters to narrow results efficiently.









    • Related Articles

    • Performing a QA/QI Review

      Purpose Statement The EMS QA/QI Review Process enables supervisors and quality assurance reviewers to systematically evaluate patient care reports for accuracy, completeness, and compliance with organizational standards. This structured workflow ...

    • Completing an Incident Report - Wrap-Up

      Purpose Statement The Incident Wrap-Up section enables emergency services personnel to document comprehensive incident narratives, designate the officer in charge, and finalize incident reports with proper attribution. This feature ensures complete ...

    • Inspections: "Ready for Review"

      Purpose Statement The "Ready for Review" inspection status enables a structured review workflow for fire prevention inspections by allowing users without completion permissions to submit their work for supervisor approval. This feature ensures ...

    • Creating an Error Validation Workflow within NERIS

      Purpose Statement The purpose of this article is to demonstrate how to create an Error Validation Workflow for fire reports. This workflow helps ensure that required data is completed accurately before a report can be submitted. Background ...

    • Completing an Incident Report - Size Up

      Purpose Statement The Size-up section of the Incident Report captures critical scene details, environmental conditions, and initial assessment information that occurred upon arrival at an incident. This section helps document the conditions first ...