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Image zone. Incident Reporting instruction March 2008 – Child Protection and Out of Home Care. Focus of today’s session The purpose of today’s session is to: • Explain incident reporting – what it is and why we do it.

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Image zone

Incident Reporting instruction March 2008 – Child Protection and Out of Home Care

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Focus of today’s session

The purpose of today’s session is to:

• Explain incident reporting – what it is and why we do it.

• Provide an overview of the incident reporting requirements, including when an incident report is required.

• Explain incident types and categories.

• Demonstrate how to complete the incident report form.

• Illustrate how we care learn and improve our service delivery through good incident reporting and analysis.

slide3

The benefit of incident reporting

Incident reporting is part of quality improvement and safety.

The key reason for reporting incidents is to learn from them and if possible, prevent their repetition.

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Without a detailed analysis of incidents and near misses, we may fail to uncover problems that are potential hazards to clients and staff.

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When is an incident report required?

Incident reports are required for all

incidents that occur for statutory child protection, out of home care and/or youth justice clients irrespective of the location of the incident.

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When to consider an extra report?

Incident reports are also required for all

incidents that have a direct and obvious relationship to and impact on the delivery of service.

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Incident Types and Categories

  • A descriptor or incident type is selected for each incident.
  • Incidents are graded or categorised according to the actual impact or the potential risk
    • Category One Most serious outcome
    • Category Two Serious threat to well being of clients and staff
    • Category Three Local impact
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Category One incidents

These are the most serious incidents.

All Category One incidents must be reported within one working day.

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Category One incidents

  • Examples include:
  • The death of, or serious injury to, a client or staff member
  • Allegations of, or actual, serious sexual or physical assault of a client (such as rape, assaults with a weapon, assaults resulting in hospitalisation)
  • All assaults of a client by a staff member or volunteer carer regardless of injury or type of assault
  • Prostitution by a client under the age of 18 years
  • An incident that has the potential to involve high levels of public or legal scrutiny.
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Abuse in Care

Abuse in care refers to alleged or actual physical or sexual assault where a client in care is the victim, and the perpetrator is either a carer, member of the carer’s household, or a client in the same placement.

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Category Two incidents

  • Events that seriously threaten clients or staff.
  • Examples include:
  • Incidents that did not lead to significant client or staff injury or death, but very nearly did (near misses).
  • Client behaviour that could result in potential risk to clients or others.
  • Must be reported as soon as possible, at the latest within
  • two working days.
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Category Three incidents

  • Normal work and routine is interrupted, but the significance of the incident does not extend beyond the workplace or facility.
  • Examples include:
  • Minor property damage
  • Injury not requiring medical attention
  • Shoving, pushing between clients that doesn’t cause harm
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For Category Two and Three incidents where a behaviour is clearly identified in a client care plan or support plan and occurs multiple times in a single work day or shift the incidents may be summarised in one incident report.

Frequently Recurring Behaviours

‘Frequent behaviour’ is reportable behaviour of the same incident type and subtype by a client that occurs more than once in a shift or workday.

  • For example incident type ‘behaviour' and subtype ‘verbal abuse’.
  • Separate incident reports for each occurrence are not required.
  • The incident report must clearly describe the number of episodes of the behaviour outlined.
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Immediate response and reporting requirements

Respond to immediate safety concerns

Take remedial action to re-establish a safe environment

Most senior staff member reports using IR form

The manager, CEO,

supervisor or manager

records response to

the incident and action taken

to prevent recurrence

Allegations of physical and

sexual assault for child

protection and out-of-home care

clients must be reported

to Police

Category One

Must be reported

within one working day

Category Two

Must be reported

within two working days

Category Three

Must be reported

within two working days

slide16

Completing an incident report form

  • Incident report form - electronic or printable version *
  • How to Complete an Incident Report Form
  • Writing Effective Incident Reports
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Example scenarios

  • Example A
  • A child protection client’s health deteriorated and she was hospitalised on Friday 1 February at 4.45pm. A phone call was received by the service at 6.55pm from the hospital to advise the client had died.
  • Example B
  • On 5 January at approximately 10.30am an out-of-home care client discloses to you that their carer had pushed her with enough force for her to fall and receive a blood nose.
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Organisational Learning

  • Incidents must be reviewed to learn from events and improve future service quality and safety.
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What does incident reporting data tell us?

Category 1 Incidents by Incident Type

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More information?

Contact your Program And Service Advisor

{Region name} Incident Reporting Fax Number:

{Fax number}

  • Websites:
    • Funded Agency Channel
    • www.fac.dhs.vic.gov.au
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More information?

Contact your supervisor, team leader or manager

{Region name} Incident Reporting Fax Number:

{Fax number}

  • Websites:
    • Funded Agency Channel
    • www.fac.dhs.vic.gov.au
    • KnowledgeNet (DHS staff only)
    • www.knowledgenet.csv.au
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Summary

  • Incident reporting is part of quality improvement and safety.
  • The key reason for reporting incidents is to learn from them and if possible, prevent their repetition.
  • Incident reports are required for all incidents that occur for statutory child protection, out of home care and/or youth justice clients irrespective of the location of the incident.
  • A descriptor or incident type is selected for each incident.
  • Incidents are graded or categorised according to the actual impact or the potential risk.
  • Incidents must be reviewed to learn from events and improve future service quality and safety.