Incident Reporting Policy

Introduction 

Home Care Heroes recognises that the health and safety of its employees and of Heroes (Contractors) is a priority and that if accidents or incidents do occur, they should be reported. Incidents should be investigated to ensure that the possibility of recurrence or further risk is minimised. 
Home Care Heroes understands the importance of incident reporting and investigation and has developed hasard inspection, hasard reporting and maintenance programs to minimise the workplace accidents or dangerous occurrences. 
This policy applies to all employees, volunteers, contractors and visitors under the control of Home Care Heroes. 
 
Purpose This policy has been developed to ensure that all employees, volunteers and contractors (Heroes) understand the processes to be taken in the event of a dangerous occurrence or accident. 
 
Definition Incident refers to any event which causes or could have caused injury, illness, damage to plant, equipment, vehicles, property, material, or the environment or public alarm.  
It also includes losses of containment, fire, explosion, non-compliance with environmental regulatory requirements, vehicle incidents and off-site incidents. 

Policy Home Care Heroes commits to preventing workplace accidents and minimising dangerous occurrences and will endeavour to achieve a zero accident rate. 
Home Care Heroes will:
● Provide a mechanism for reporting accidents, incidents, work-related illness and dangerous occurrences;
● Investigate accidents to determine the root cause with the objective of preventing a recurrence;
● Obtain statistical information about the accident or incidents;
● Meet legislative requirements for reporting accidents and incidents.

All accidents or incidents that result in an injury or work-related illness during the course of work must immediately be reported to Home Care Heroes. 

Any dangerous occurrence which has the potential to result in injury or damage to property must be reported in the same manner as an accident. 
In the event of a dangerous occurrence or accident Home Care Heroes must ensure the relevant state authority is notified and that a full investigation is undertaken to determine the root cause. 
The most appropriate corrective action will be taken to ensure the incident does not recur. 

Responsibilities 
 
It is the responsibility of the Chief Executive Officer (COO) to ensure that:
● Managers notify staff of all dangerous occurrences;
● Managers are aware and understand the principles of incident and accident reporting and investigation;
● All incidents and accidents that result in or have the potential to result in injury or damage are investigated and, where necessary, corrective or preventative action is taken;
● All matters relating to employee/contractor (Hero)/ volunteer welfare are dealt with in the most appropriate and timely manner. 
 
It is the responsibility of all employees, including volunteers or contractors (Heroes), to ensure that:
● Accidents and hazards are reported to Home Care Heroes at the earliest opportunity;
● All requirements and obligations under the relevant legislation are complied with. 
 
It is the responsibility of the Home Care Heroes Representative to:
● Help identify the causes of dangerous occurrences and accidents and develop corrective action;
● Ensure State Authorities are appropriately notified of all reportable occurrences or events. 
 
Procedures 
 
All accidents or incidents that result in an injury or illness at work must be reported to Home Care Heroes within 24 hours of the incident occurring.  
Any workplace accident or incident (dangerous occurrence) which has the potential to result in injury or damage to property must be reported in the same manner as an incident or accident that results in injury or damage. 

Immediate actions 
 
The following documents must be completed for all incidents and injuries involving employees, volunteers, agency staff, contractors, visitors or the general public:
● Home Care Heroes Accident/Incident Report Form; 
 
A copy of the completed incident report form must be retained and filed by Home Care Heroes. 

In the event of a death, advise Emergency Services on 000. If an incident results in a death, the site of the incident must not be disturbed until:
● an inspector arrives at the site of the incident; or
● an inspector directs otherwise at the time of notification. 
 
The above does not apply if the disturbance to the site is for the purpose of:
● protecting the health and safety of any person; or
● aiding an injured person involved in an incident; or
● taking essential action to make the scene safe or to prevent a further occurrence of an incident. 
 
Advise Home Care Heroes Representative immediately. 
The Home Care Heroes Representative will advise the CEO immediately. 

As an NDIS registered Provider Reportable incidents are serious incidents or allegations which result in harm to an NDIS participant and occur in connection with supports and services. 
Home Care Heroes must report to the NDIS Commission serious incidents (including allegations) arising in the context of NDIS supports or services, including: 
● the death of an NDIS participant
● serious injury of an NDIS participant
● abuse or neglect of an NDIS participant
● unlawful sexual or physical contact with, or assault of, an NDIS participant
● sexual misconduct committed against, or in the presence of, an NDIS participant, including grooming of the NDIS participant for sexual activity
● the unauthorised use of a restrictive practice in relation to an NDIS participant. This does not replace existing obligations to report suspected crimes to the police and other relevant authorities. 

Providers are responsible for preventing, responding to, and managing incidents. Registered providers must have in place internal management and reporting arrangements to ensure that all incidents (not just reportable incidents) are recorded, and that actions are taken to respond to them and prevent such incidents from happening again. 

The NDIS Commission will provide guidance to build the capacity of NDIS providers to prevent and respond to incidents. 

Timeframes and reports 
Most reportable incidents must be notified to the NDIS Commission within 24 hours of a provider’s key personnel being made aware of it, with a more detailed report about the incident and actions taken in response to it to be provided within 5 business days. 

The unauthorised use of restrictive practice must be notified to the NDIS Commission within 5 business days of a provider’s key personnel being made aware of it. If there is harm to a participant, it must be reported within 24 hours. A final report may also be required within 60 business days of submitting the five-day report. The NDIS Commission will advise providers whether a final report is required. 
 
In all cases, providers must assess: 
● the impact on the NDIS participant
● whether the incident could have been prevented
● how the incident was managed
● what, if any, changes are required to prevent further similar events occurring. 

As a registered providers must make their records available to auditors as part of their quality assurance process, and contribute to NDIS Commission investigations relating to incidents.
 
Forms for notifying the NDIS Commission of a reportable incident are provided below: 
● Reportable incident – Immediate notification form
● Reportable incident – 5 day notification form Once a form is completed, you can email it directly to the NDIS Commission at reportableincidents@ndiscommission.gov.au.

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