Reviewing, Finalizing, and State Reporting Incidents

Overview

Every incident report moves through a lifecycle: it is created in Pending status, submitted for review to move to Review, and then finalized to become Final. This article covers the reviewer's side — checking a submitted report, recording review notes, confirming state reporting, and finalizing the record. Once finalized, a report is locked and can no longer be edited, so it captures who reviewed it and when it was submitted. For creating a report and submitting it for review, see Documenting Incidents.

Before You Begin

• You must be logged into Seniorverse with access to the Care module and permission to review incidents
• The incident must be in Review status (already submitted for review by the reporter)
• Understand your organization's state reporting requirements

Steps

Screenshots not available for this article. This demo center currently has exactly one incident report in total, and it is in Pending status (see Documenting Incidents) — there are zero reports in Review, Finalized, or Canceled status. Every screenshot below requires a report that has already left Pending status (the Reviewed By, Review Notes, and Submit Final controls only appear then). Moving the existing report into Review would require selecting Submit for Review and confirming, which persists a real change to shared demo data — outside what capture is allowed to do. Once a report naturally reaches Review status in this demo (or an incident is deliberately advanced for capture purposes), this article's screenshots can be captured.

Step 1: Open an Incident in Review

Go to Care → Incidents and select a report in Review status. The Incident Report opens with the reporter's entries. Opening a report for review records you as the reviewer in the Reviewed By field.

Step 2: Verify the Reported Details

Review the report for completeness and accuracy: Type, Members Involved, Staff Involved, Location, Notes, Immediate Response Actions, Family Notification, Outcome, Additional Outcome, and Vitals. Confirm the immediate response and family notification were appropriate and documented.

Step 3: Add Review Notes

In the Review Notes field, record any administrative review comments — for example, follow-up performed, corrections requested, or a note that the report was verified. The Reviewed By field is filled automatically with your name and cannot be edited.

Step 4: Confirm State Reporting

If the incident is reportable to a state agency, turn on the State Reportable toggle. Use the State Report Submission date field to record the date the state report was submitted. Confirm the Family Notification entry is accurate before finalizing.

Step 5: Submit Final

When the review is complete, select Submit Final and confirm. The report is marked Final, its Submission Date is recorded automatically, and it can no longer be edited. If a report should not proceed, use Cancel instead to mark it Canceled — this is available while a report is Pending or Review.

Tips

• Finalizing locks the report permanently, so verify every field before you select Submit Final
• The reviewer is captured automatically in Reviewed By when the report is opened for review — there is no manual selection
• Set State Report Submission to the date the report was actually filed with the agency, which may differ from the incident date
• Use Cancel (not finalize) for reports created in error; it marks the report Canceled and stops it from being edited

Troubleshooting

Related Articles

• Documenting Incidents
• Writing Nurse Notes
• Recording Member Vitals
• Managing Advance Directives