Incident Reporting. Objectives Defining Incidents The importance of reporting incidents Timeliness of incident reporting Understanding the types of incidents

Incident Reporting

Objectives

• Defining Incidents• The importance of reporting incidents• Timeliness of incident reporting• Understanding the types of incidents

that should be reported

What is an incident?

An incident is any event that puts or has the potential to put the client, personnel or company at risk.

Why does an incident have to be reported?

• Incident reporting is a method of taking accountability and ownership of a risk event.

• It allows the company to take appropriate remedial action when necessary.

• It is a method of identifying common issues or risk events within a location or facility, so that plans and processes can be developed to reduce these types of risk events.

• It allows the company to mitigate situations that could result in litigation and impact on the company’s financial stability and reputation.

When should an incident be reported?

An incident should be reported typically between 24-48 hours of the event.

Depending on the level of severity and the outcome of the event, incidents can be categorized as minor, major or sometimes catastrophic.

What types of incidents need to be reported?

1. Client Falls • Client falls down, with or without injury• The fall may or may not be witnessed by others• Falls may be due to incorrect use of equipment or poor

supervision during exercise prescription/progression.

Client/Caregiver Safety Incidents


2. Medical Injury/ Client injury• This relates to any type of injury to the client that is

not related to a fall incident.• This may include burns, allergic reactions, chest pains

or being struck by an object.



3. Medication Error• Any improper administration of medication which may or

may not result in harm to the client.• This could include administering too little or too much of

a medication, administering the wrong medication or expired medication.

• It may also include administering contradictory medication (based on the client’s current medication or medication history)



4. Use/misuse or possession of licit or illicit substances

• This may include a client or caregiver being intoxicated (due to drug/alcohol abuse) during treatment.



5. Infection/Disease• Communicable disease within the clinic (such as pink eye,

H1N1, chicken pox etc.)• This could occur due to CBI personnel not properly disposing

of bio-hazardous waste, or do not follow infection control/health & safety protocol.

6. Wandering or Elopement• Clients unexpectedly leave during scheduled treatment or

cannot be located during treatment. • Client may not return to appointment after lunch, walk or

activity.



7. Alleged Abuse• Physical, sexual or verbal abuse towards the client or

caregiver by CBI personnel or caregiver



Other client/caregiver safety incidents may include:8. Alleged Theft

• The client alleges that a CBI personnel or another client has stolen an item or money from them.

9. Improper Procedures carried out• Therapist mistakenly uses incorrect treatment procedure with client, which

may or may not result in harming the client.

10. Suicidal Ideation• Client talks about committing suicide with CBI Personnel

11. Unexpected Death• Client passes away unexpectedly when they arrive for their appointment at

the clinic. • OT arrives at the client’s home for an assessment, only to realize that the

client has deceased unexpectedly.



Privacy and Security• Client information is lost, stolen or accidentally or

purposefully released. For example: • Client file charts are lost or stolen• A fax or email with client information is mistakenly sent to the wrong

person• Stolen or lost laptop that has not been encrypted.

• Client information should only be made accessible to authorized personnel who are part of the service delivery to the client

Breach of Privacy


1. Emergency Plan Event• An event that occurs where staff execute

emergency plans/protocols• This type of incident may include a fire within the

clinic or a utility failure. • It may also include more drastic events such as

natural disasters or bomb threats and police lockdowns.

Unforeseen or unplanned dangers at the clinic


2. Property Damage• CBI property is damaged accidentally or on

purpose, by a known or unknown individual.

Unforeseen or unplanned dangers at the clinic


Personnel Safety• Incidents involving CBI personnel being injured or

coming close to injury (ex. Falling down). This may result from an environmental danger, or abuse/ harm inflicted by another person (such as the client). Example: Personnel drops a weight on their foot, which then requires medical attention.

Safety of Staff


• Code of Conduct • Any action that goes against the company’s code of

conduct must be reported as an incident. Example: workplace harassment, bullying, deliberately working against CBI Health group etc.

Inappropriate behaviour by staff


• If a piece of equipment is malfunctioning, is late in being delivered or picked up or is not installed properly, it must be reported as an incident. Malfunctioning equipment can lead to client complaints or a client being injured.

Equipment Issues


Compliment/Complaint• Positive or negative feedback from client, family,

funder or others that reflect the services provided, must be reported. It is important to capture these events as they help to improve overall service.

Client feedback


• Transportation incidents that occur during work hours/activity should be reported. This may include a vehicle breakdown while driving to a client’s home, or a more severe incident such as an accident while conducting a driving assessment.

Transportation


Incidents that affect the delivery of service from personnel to client should be reported. These include:

• CBI personnel misses a visit (OT misses visit to client’s home without rescheduling or notifying client)

• CBI personnel declines services to a client• Client wishes to terminate treatment with

therapist/facility due to inappropriate conduct and treatment at the clinic.

Service Delivered

Additional Resources

• If you are unsure as to whether an event should be reported, please check with your manager/supervisor.

• Refer to the CBI Policies and Procedures available on the CBI intranet for further feedback and guidance on incident reporting and procedures to follow when faced with certain risk events.

Documents

Incident Reporting. Objectives Defining Incidents The importance of reporting incidents Timeliness of incident reporting Understanding the types of incidents