Transmission of Client Incident Reports using the web-based Client Incident Submission form
Information for managers

Introduction

From 4 July 2016, service providers will be able to transmit Client Incident Reports to the Department of Health and Human Services (the department) in two ways:

•faxing the Client Incident Report to 1300 734 633 or

•uploading and transmitting the client Incident Report via the web based Client Incident Submission form.

This information sheet provides an overview of the transmission of Client Incident Reports to the department using the web-based Client Incident Submission form.

This includes an overview of the requirements for the web-based Client Incident Submission form and the basic steps involved in submitting a Client Incident Reportusing the web-based Client Incident Submission form.

The primary audience for this document is managers of service providers who provide disability, families and children and/or housing services funded by the department, including services directly delivered by the department.

Client Incident Submission form

The Client Incident Submission form enables service providers to upload a completed Client Incident Report and to submit the report securely to the department via the internet. If an email address is provided on the Client Incident Submission form a verification email is sent to the service provider when the form is submitted.

The link to the Client Incident Submission form can be found on the Funded Agency Channel and for internal department delivered services via the Client incident management and reportingpage on the Human Services Hubintranet.dhs.vic.gov.au/resources-and-tools/policies-and-standards/incident-reporting-departmental-instruction>.

Requirements for Client Incident Submission form

Internet access

The recommended web browser for accessing the Client Incident Submission form is Google Chrome, however Internet Explorer may also be used.

Client Incident Report form saved in PDF format

Completed Client Incident Reports must be provided to the department as a PDF document. This can be achieved in three ways:

  1. From Microsoft Word 2010 onward, Save as PDF is provided as a standard feature when saving a Word document. The user selects File then Save As then Save as type and selects PDF.

However this feature is not supported in prior standard versions of Microsoft Word. The following are alternatives provided to users for versions prior to Microsoft Word 2010.

  1. For users of Microsoft Word 2007, Microsoft has created an add-in that can be installed on the user’s computer. This add-in can be downloaded from the following site

For users of Microsoft Word 2003, there is no Microsoft add-in available. Instead an open source add-in can be used to convert a Word file to PDF. The add-in is downloaded and installed on the user’s computer. Commonly used add-ins include ‘CutePDF’ or ‘PDF Forge’.

  1. Alternatively, the user can use a multi-function device or standalone scanner can be used to scan the document. The document will be saved as default to a PDF file and most multi-function devices or scanners allow the user to email the PDF. The file can then be saved from the email and uploaded to the Client Incident Submission form.

The PDF file size must be no bigger than 5MB.

Records management

All service providers are required to adhere to the privacy provisions established in legislation. Service providers must ensure personal and sensitive client information, including Client Incident Reports, are securely stored and transmitted.

How to submit a Client Incident Report using the Client Incident Submission form

The Client Incident Report form (parts1–5) will need to be completed and saved in a secure location as a PDF document by the service provider prior to completing the steps below.

Step 1: Access the Client Incident Submission form

The link to the Client Incident Submission form can be accessed online via theFunded Agency Channel department delivered services can also access the link to the Client Incident Submission form via the Human Services Hubintranet.dhs.vic.gov.au/resources-and-tools/policies-and-standards/incident-reporting-departmental-instruction>.

Each Client Incident Submission form hasa unique reference number as circled below.

Figure 1: Client Incident Submission form

Step 2: Complete fields in the Client Incident Submission form and attach the Client Incident Report

There are four mandatory fields that must be entered to submit a Client Incident Submission form and three optional fields. The mandatory fields are indicated by a red asterix on the Client Incident Submission form. Service providers are encouraged to complete all the fields provided as follows:

•*Reporting organisation– enter you organisation’s full name.

•Contact name – record the name of the staff member who has submitted the Client Incident Report or the person the department should contact to seek further information.

•Contact telephone – provide the staff member’s contact telephone number.

•Contact email – provide the staff member’s contact email address.

•*Category– indicate whether the Client Incident Report being submitted involves a Category 1 or Category 2 incident as indicated on the Client Incident Report.

•*DHHS division– select the department division your organisation is located in from the drop down box.

•*Attachment– attach the Client Incident Report by clicking on Select file, Browse to find the appropriate Client Incident Report (in PDF format) and then click Open to attach it.

If you would like a confirmation email, a contact email address must be provided.

Step 3: Submit Client Incident Submission form

Once the required fields on the Client Incident Submission form are completed and the Client Incident Report has been attached, click on the Submit button.

A pop up box will appear on the screen saying ‘Your data has been successfully submitted’ confirming submission as shown in Figure 2.

Figure 2. Pop up box ‘Your data has been successfully submitted’

Step 4:Confirmation email sent by the department

If a contact email address was provided, a confirmation email will be sent tothis email address. The confirmation email will include the unique reference number of the Client Incident Submission form as shown in Figure 3 below.

Figure 3.Confirmation email.

Technical assistance

If you require technical assistance, phone the IT Service Centre on 131765.

Further information

Further information is available on the Funded Agency Channel and the Client incident management and reportingpage on the Human Services Hubintranet.dhs.vic.gov.au/resources-and-tools/policies-and-standards/incident-reporting-departmental-instruction>.

To receive this publication in an accessible format email
Authorised and published by the Victorian Government, 1 Treasury Place, Melbourne.© State of Victoria, Department of Health and Human ServicesJune 2016. ISBN 978-0-7311-6984-9 (pdf/online). Available at

Transmission of client Incident Reports using the web based client Incident Submission form: Information for managers1