Auto Authorization Setup
Purpose Statement
This guide explains how to configure incident authorization requirements within Fire Incident Setup. The authorization settings determine which incident types require supervisory review and approval before being finalized, and which types can be automatically authorized upon completion. Proper configuration streamlines the incident reporting workflow by eliminating unnecessary review steps for routine incidents while maintaining oversight for complex or significant events.
Background Information
Fire incident authorization is a quality control mechanism that ensures accuracy and completeness of incident reports before they are submitted for official record-keeping and NERIS reporting. By default, completed incident reports enter a "Pending Authorization" status where they await review and approval by authorized personnel.
However, not all incident types require the same level of review. Routine incidents such as false alarms, service calls, or minor medical assists may not warrant supervisory authorization, while structure fires, hazmat incidents, or multiple-alarm events typically benefit from thorough review before finalization. The authorization configuration allows departments to customize which incident types bypass the authorization workflow and move directly to "Authorized" status upon completion.
Required Permissions
Users configuring incident authorization settings must have:
- Access to Fire Incident Setup module
- Administrative permissions for incident configuration
- Authority to modify incident workflow settings
- General section access within Fire Incident Setup
Contact your system administrator if you cannot access the Fire Incident Setup or Authorization configuration options.
Video
Instructions
- Access the Fire Incident Setup module from the main navigation
- Locate the General section
- Click on the Authorization sub-section to open the configuration options
- Locate the incident type dropdown or selection field
- Use the dropdown to browse available incident types
- Use the search function to quickly find specific incident types
- Select incident types that will require review or authorization
When an incident type is NOT selected :
- Completed reports of that incident type will automatically move to "Authorized" status
- The report will skip the "Pending Authorization" queue
- No supervisory review will be required before the report is finalized
- The incident will be immediately available for official reporting and record-keeping
- Review all selected incident types to ensure accuracy.
- Click Save to apply the authorization configuration.
- Verify the settings have been saved successfully.
- Important: Always save after making any changes to prevent configuration loss.
Best Practices
Incident Type Selection Strategy
- Review incident volume by type to identify candidates for automatic authorization
- Consider which incident types are routine and well-documented
- Keep authorization requirements for high-risk or complex incident types
- Balance workflow efficiency with quality control needs
Documentation Standards
- Document the rationale for authorization bypass decisions
- Maintain written policies about which incidents require review
- Train personnel on incident types that bypass authorization
- Communicate expectations for report quality regardless of authorization status
Quality Control Measures
Even for auto-authorized incidents:
- Establish quality standards for report completion
- Conduct periodic audits of auto-authorized reports
- Monitor for data quality issues or patterns
- Provide feedback to reporting personnel
- Adjust authorization settings based on performance
Troubleshooting & FAQs
Q: What happens to incidents already in "Pending Authorization" when I change these settings? A: Configuration changes typically apply to new incidents created after the change. Existing pending incidents will need to be processed under the previous rules. Check with your system administrator for specific behavior in your system.
Q: Can individual incidents be manually authorized even if the type is set to bypass authorization? A: Incidents that automatically receive "Authorized" status do not require manual authorization. However, they can still be edited if corrections are needed, depending on your system's edit permissions.
Q: Who should have access to change authorization settings? A: Only personnel with administrative authority over incident reporting workflows should modify these settings.
Q: How do I know which incident types are currently set to bypass authorization? A: Review the selected incident types in the Authorization configuration screen. Those that are not selected will automatically authorize. Maintain documentation of your configuration for reference.
Q: What if we need to temporarily require authorization for a normally auto-authorized incident type? A: You can modify the configuration to add that incident type back to the authorization requirement. Remember to save changes and communicate the temporary policy to reporting personnel.
Q: Does bypassing authorization affect NERIS reporting? A: No, the authorization status affects internal workflow only. All completed incidents, whether authorized automatically or manually, are included in NFIRS reporting according to federal requirements.
Q: Can we set authorization requirements based on incident complexity rather than just type? A: The authorization configuration typically works at the incident type level. For complexity-based requirements, consider keeping those incident types in the authorization workflow and having supervisors make decisions during review.
Q: Should we bypass authorization for all incident types to speed up workflow? A: No, authorization provides important quality control. Reserve automatic authorization for truly routine incidents where the risk of errors is low and the consequences minimal.
Additional Considerations
Workflow Impact
Authorization configuration affects:
- Time to complete incident reporting cycle
- Supervisor workload and review queue volume
- Report quality and accuracy metrics
- Personnel training requirements
- Department response time calculations
Training Requirements
Personnel should understand:
- Which incident types bypass authorization
- Quality expectations for all reports regardless of authorization
- How to request corrections on auto-authorized reports
- Department policies on report accuracy and completeness
- Consequences of poor data quality
System Integration
Authorization settings integrate with:
- Incident status tracking and reporting
- NERIS submission workflows
- Department dashboard and metrics
- Audit trails and compliance documentation
- Performance evaluation systems
Compliance Considerations
Maintain oversight by:
- Documenting authorization bypass policies in writing
- Establishing minimum data quality standards
- Conducting regular audits of auto-authorized incidents
- Tracking error rates by incident type
- Adjusting configuration based on performance data
Change Management
When modifying authorization settings:
- Notify all affected personnel of changes
- Update department policies and procedures
- Provide training on new expectations
- Monitor impact on report quality
- Solicit feedback from reporting personnel and supervisors
- Document reasons for configuration changes
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