Documenting an Exposure - Associated Records

Documenting an Exposure - Associated Records

Purpose Statement

  1. The Associated Records section enables users to link relevant incidents to exposure documentation, creating comprehensive records that connect exposures to their originating emergency responses. This feature ensures complete documentation by establishing clear relationships between exposure events and the incidents that caused them, supporting better tracking, analysis, and reporting for compliance and safety management purposes.

Background Information

  1. Associated Records functionality is essential for maintaining accurate exposure documentation that reflects the full context of how and when exposures occurred. By linking incidents to exposures, departments can track patterns, analyze risk factors, and ensure comprehensive documentation for workers' compensation, medical monitoring, and regulatory compliance purposes.
  2. This feature supports linking multiple incidents to a single exposure event when appropriate, such as multi-unit responses or extended operations where personnel may have been exposed across different incident components. The system maintains these relationships while preserving the integrity of both incident and exposure records.

Required Permissions

To link incidents to exposures and access the Associated Records section, users must have the following permissions:
    Exposures
    • Read
    • Update
    • Create
    Exposures - Manage Own
    • Allow
    Incident Reporting - View and search incident records for linking purposes
    Incidents
    1. Read
    Note: Contact your system administrator if you cannot access incident linking features or need additional permissions.

    Video



    Step-by-Step Guide

    1. Access Associated Records Section
    1. From the Associated Records section when documenting an exposure, you can link relevant incidents to the exposure record.


    From the Associated Records section when documenting allows you to link an incident to the Exposure.



    2. Begin Adding Associated Records
    1. To link an incident to the exposure, select the + Add button to open the incident selection interface.





    3. Search for Incidents
    1. Within the Add Associated Records modal, locate the correct incident by:
      • Scrolling through the available incident list
      • Using the search bar to filter results
    1. When searching, you can search by:
      • Incident Number
      • Address
      • Complaint type
      • Station


    Within the Add Associated Records modal search for the incident by scrolling or utilizing the search bar.



    4. Select and Add Incidents
    1. Select the checkbox next to the correct incident, then click Add to link it to the exposure record.

    Additional Options:

    • Use the Eye icon in the Actions column to view incident details before linking
    • Link multiple incidents if the exposure involved multiple related emergency responses


    Select the checkbox next to the correct incident then select Add.



    Managing Linked Records

    5. View Associated Records

    1. Once an incident has been linked, it will appear in the Associated Records section. From the Actions column, you can:

      • Eye icon - View the linked incident details
      • Chain link icon - Unlink the incident from the exposure


    Once an incident has been linked it will appear in the Associated Records.



    6. Bulk Unlink Multiple Records
    1. To unlink multiple incidents simultaneously:
      • Select the checkboxes next to the incidents you want to remove
      • Click the chain link button next to the + Add button to initiate bulk unlinking





    7. Confirm Unlinking Process
    1. When selecting to unlink an incident, a confirmation modal will appear requiring you to confirm the unlinking process before the relationship is removed.


    After selecting to unlink an incident a modal will populate having you confirm the process.


    Finalizing the Exposure

    8. Complete or Save the Exposure
    1. After entering all Associated Records, you can:
      • Save - Preserves your work and allows continued editing later
      • Complete - Finalizes the exposure record
    Alert
    Important Note: Once you select Complete, the exposure becomes locked and is no longer editable without appropriate authorization permissions.


    Once all Associated Records has been entered you are now able to Save or Complete the Exposure.

    Best Practices

  • Link all relevant incidents that contributed to or are related to the exposure event
  • Verify incident details using the Eye icon before linking to ensure accuracy
  • Use descriptive search terms when looking for incidents to ensure you find all related records
  • Review all linked incidents before completing the exposure to ensure comprehensive documentation
  • When dealing with multi-unit responses, consider linking all related incident components that may have contributed to exposure
  • Save your work frequently, especially when linking multiple incidents
  • Double-check incident numbers and details to prevent linking incorrect incidents
  • Use bulk unlinking carefully and verify your selections before confirming removal

    • Troubleshooting & FAQs

    Q: Can I link multiple incidents to one exposure record?
    A: Yes, the system supports linking multiple incidents to a single exposure when relevant, such as during extended operations or multi-unit responses where personnel were exposed across different incident components.
    ​
    Q: What happens if I accidentally link the wrong incident?
    A: Use the chain link icon in the Actions column to unlink individual incidents, or use the bulk unlink feature with checkboxes for multiple incidents. A confirmation modal will appear before unlinking is completed.
    ​
    Q: Can I view incident details before linking them?
    A: Yes, use the Eye icon in the Actions column to view incident details before adding them to the exposure record.
    ​
    Q: What search criteria can I use to find incidents?
    A: You can search by Incident Number, Address, Complaint type, or Station to locate the appropriate incidents for linking.
    ​
    Q: Can I edit the exposure after I've completed it?
    A: No, once you select Complete, the exposure becomes locked and is no longer editable. Use Save if you need to continue editing later, or contact users with authorization permissions if changes are needed after completion.
    ​
    Q: What if I can't find the incident I need to link?
    A: Verify your search criteria and try different search terms. Ensure the incident exists in the system and that you have appropriate permissions to view it. Contact your system administrator if incidents are still not accessible.

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