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Management of Accidents, Incidents, and Near Misses Policy

1. Purpose

The purpose of this policy is to ensure that all accidents, incidents, and near misses are managed effectively, transparently, and in compliance with CIW regulations. This policy ensures that:

• Service users, staff, and visitors are protected from harm through proactive risk management.
• Accidents and incidents are reported, investigated, and recorded accurately.
• Preventative measures are taken to reduce recurrence.
• Legal and regulatory requirements are met, including The Regulation and Inspection of Social Care (Wales) Act 2016 and The Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017.

2. Scope

This policy applies to:

• All staff members, including care staff, maintenance teams, and administrative staff.
• Registered Manager and Responsible Individual, ensuring compliance with CIW regulations.
• Service users and their families, ensuring they are informed and involved in incident resolution.
• External agencies, including Care Inspectorate Wales (CIW), health professionals, and emergency services where required.

3. Related Policies

This policy should be read in conjunction with:

• Safe Care and Treatment Policy (CHW11)
• Health and Safety at Work Policy (CHW16)
• Risk Management and Assessment Policy (CHW18)
• Emergency and Business Continuity Plan (CHW19)
• Fire Safety and Evacuation Procedures (CHW20)
• Safeguarding Adults from Abuse and Improper Treatment Policy (CHW13)
• Notification of Other Incidents Policy (CHW25)
• Duty of Candour Policy (CHW35).

4. Policy Statement

{{org_field_name}} is committed to ensuring a safe environment for all service users, staff, and visitors. A proactive and systematic approach is in place to manage all accidents, incidents, and near misses, ensuring lessons are learned and improvements are made.

The policy follows a no-blame culture, encouraging staff to report incidents without fear of repercussions, focusing on continuous improvement and risk prevention.

5. Implementation and Management

5.1 Governance and Leadership

• The Responsible Individual (RI) has overall accountability for ensuring compliance with CIW regulations.
• The Registered Manager oversees the incident reporting process, investigations, and corrective actions.
• A Health and Safety Lead is responsible for ensuring risk assessments are conducted and reviewed following incidents.

5.2 Definitions of Accidents, Incidents, and Near Misses

• Accident: Any unexpected event that results in harm or injury to a service user, staff member, or visitor.
• Incident: An event that causes or has the potential to cause harm, such as medication errors, falls, or security breaches.
• Near Miss: An event that could have led to harm but was prevented before any injury or damage occurred.

5.3 Incident Reporting Procedure

1. Immediate Response and First Aid
   • Staff must immediately assess the situation and provide first aid as necessary.
   • If required, emergency services are contacted, and families or next of kin are informed.
2. Incident Documentation
   • The staff member involved must complete an Incident Report Form immediately after the event.
   • Reports should include:
     • Date, time, and location of the incident.
     • Names of individuals involved.
     • Description of what happened.
     • Actions taken immediately (first aid, security measures, etc.).
     • Witness statements if applicable.
3. Investigation and Root Cause Analysis
   • All incidents are investigated by the Registered Manager or appointed investigator.
   • Root cause analysis (RCA) is conducted for serious incidents to identify contributing factors.
   • Findings are documented, and corrective actions are implemented.
4. Notification to CIW and Other Authorities
   • CIW must be notified of serious incidents in line with The Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017.
   • Other agencies such as local safeguarding teams, police, or public health authorities may also be notified where appropriate.

5.4 Managing Different Types of Incidents

Falls and Physical Injuries

• A falls risk assessment is conducted for all service users.
• Care plans are adjusted to incorporate fall prevention strategies.
• Post-fall monitoring ensures early detection of complications such as head injuries.

Medication Errors

• Errors must be reported immediately, even if no harm occurs.
• A pharmacist review is conducted, and training is provided to prevent recurrence.

Safeguarding Incidents

• Any concerns about abuse or neglect are immediately reported to the Safeguarding Lead and local safeguarding authorities.
• A confidential and supportive approach is taken to protect service users.

Infection Control Incidents

• Outbreaks of infectious diseases are reported to Public Health Wales.
• Enhanced infection control measures are implemented immediately.

5.5 Learning from Incidents and Prevention Strategies

• Quarterly incident audits identify trends and areas for improvement.
• Findings from serious incidents are discussed in staff meetings to improve practice.
• Lessons learned are incorporated into policies, procedures, and staff training.

5.6 Staff Training and Competency

• All staff receive training on incident reporting, risk assessment, and emergency response.
• Refresher training is provided following significant incidents to address gaps in knowledge.
• Simulation exercises (e.g., fire drills, emergency response drills) ensure staff are prepared for real-life situations.

5.7 Compliance Monitoring and Continuous Improvement

• The Registered Manager conducts monthly compliance checks to ensure reporting procedures are followed.
• Annual policy reviews ensure compliance with CIW standards and evolving best practices.
• Feedback from service users, families, and staff informs continuous improvements.

6. Compliance with Legislation and Regulations

This policy ensures compliance with:

• The Regulation and Inspection of Social Care (Wales) Act 2016.
• The Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017.
• The Social Services and Well-being (Wales) Act 2014.
• Health and Safety at Work Act 1974.
• CIW standards on incident management and reporting.

7. Policy Review

This policy will be reviewed annually or sooner if legislative requirements change. The Registered Manager is responsible for ensuring this policy remains current and effective.

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Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
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