CHW25-Notification of Other Incidents Policy

Registration Number: {{org_field_registration_no}}

Notification of Other Incidents Policy

1. Purpose

The purpose of this policy is to ensure that {{org_field_name}} complies with the Regulation and Inspection of Social Care (Wales) Act 2016 and the Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, which require care providers to report specific incidents to Care Inspectorate Wales (CIW), relevant authorities, and key stakeholders. This policy ensures that all notifiable incidents are promptly recorded, investigated, and reported, maintaining transparency and safeguarding the well-being of residents and staff.

2. Scope

This policy applies to:

All staff members, including care staff, management, support staff, and contractors.
Residents and their families, ensuring that they are informed of relevant incidents.
External agencies, including CIW, local authorities, emergency services, and public health bodies.
The Registered Manager and Responsible Individual, who are responsible for ensuring compliance with incident notification regulations.

3. Compliance with CIW Regulations and Legal Framework

Our incident notification procedures comply with:

Regulation 60 of the Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, which requires providers to notify CIW of specific events that may impact the safety or well-being of residents.
The Social Services and Well-being (Wales) Act 2014, which mandates safeguarding referrals and risk management.
The Health and Safety at Work Act 1974, ensuring workplace incidents are reported to relevant authorities.
The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 2013, requiring notification of serious workplace accidents and injuries.

4. Types of Notifiable Incidents

{{org_field_name}} ensures that the following incidents are reported in accordance with CIW guidelines:

Serious Injury or Death of a Resident or Staff Member
Allegations or Suspicions of Abuse
Outbreak of an Infectious Disease (e.g., COVID-19, Norovirus, Flu)
Serious Medication Errors
Absence Without Authorisation (Missing Resident)
Serious Accidents or Injuries (Falls, fractures, burns, head injuries, hospitalisations)
Fire or Major Property Damage
Significant Staffing Shortages Impacting Care
Security Breaches or Intrusions
Safeguarding Concerns Requiring Police or Local Authority Involvement

5. Incident Reporting Procedures

5.1 Immediate Response and Containment

Ensure Safety First: Staff must prioritise the safety and well-being of all individuals affected.
Seek Medical Assistance: If required, emergency services should be contacted immediately.
Isolate the Incident: If an environmental hazard is involved (e.g., fire, chemical spill), the area should be secured.

5.2 Recording the Incident

Complete an Incident Report Form: All incidents must be recorded in detail, including time, location, individuals involved, actions taken, and witnesses.
Notify the Registered Manager: The Registered Manager must be informed immediately to assess the severity of the incident.
Gather Evidence: Where appropriate, photos, CCTV footage, and witness statements should be collected.

5.3 Notifying Relevant Authorities

CIW Notification: If the incident meets CIW’s reporting criteria, a Regulation 60 Notification Form must be submitted within 24 hours.
Safeguarding Authorities: If abuse or neglect is suspected, the Local Authority Safeguarding Team must be contacted immediately.
Public Health Wales: For infectious disease outbreaks, the Local Health Protection Team must be notified.
HSE (Health and Safety Executive): For workplace injuries meeting RIDDOR criteria, HSE must be informed.
Family Notification: The resident’s next of kin must be informed in line with the resident’s consent and confidentiality policies.

6. Monitoring and Investigation of Incidents

Internal Investigation: The Registered Manager must lead an investigation, reviewing contributing factors and root causes.
Corrective Actions: Any failures or procedural weaknesses must be addressed through updated training, policies, or corrective measures.
Lessons Learned Meetings: Staff are debriefed on incidents to prevent future occurrences.
Trend Analysis: Incident trends are reviewed quarterly to identify recurring issues and implement strategic improvements.

7. Training and Staff Responsibilities

All staff receive training on incident reporting procedures and regulatory requirements during induction and through annual refresher courses.
Managers and senior staff are trained in root cause analysis and risk mitigation to improve incident response.
Staff accountability is reinforced through supervision and audits, ensuring timely and accurate reporting of incidents.

8. Continuous Improvement and Compliance

To maintain high standards of safety and regulatory compliance, {{org_field_name}} implements:

Regular audits of incident records to verify accuracy and completeness.
Annual reviews of this policy to reflect legislative updates and best practices.
Resident and staff feedback mechanisms to identify potential risks and areas for improvement.
Collaboration with CIW and external agencies to enhance safeguarding and risk management.

9. Related Policies

This policy should be read alongside:

CHW11 – Safe Care and Treatment Policy
CHW13 – Safeguarding Adults from Abuse and Improper Treatment Policy
CHW16 – Health and Safety at Work Policy
CHW18 – Risk Management and Assessment Policy
CHW24 – Management of Accidents, Incidents, and Near Misses Policy

10. Policy Review

This policy will be reviewed annually or sooner if regulatory changes occur or following a significant incident requiring procedural updates. The Registered Manager and Responsible Individual will oversee compliance and effectiveness.

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}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.