DC24-Management of Accidents, Incidents, and Near Misses Policy

Registration Number: {{org_field_registration_no}}

Management of Accidents, Incidents, and Near Misses Policy

1. Purpose

The purpose of this policy is to establish a structured and efficient approach to the management, reporting, investigation, and prevention of accidents, incidents, and near misses within {{org_field_name}}. By implementing a clear reporting system and proactive safety measures, we ensure the health, safety, and well-being of service users, staff, and visitors while complying with Care Quality Commission (CQC) regulations and Health and Safety Executive (HSE) guidelines.

This policy ensures that all accidents, incidents, and near misses are appropriately recorded, investigated, and used to implement preventative measures, fostering a culture of continuous improvement and risk reduction.

2. Scope

This policy applies to:

All employees, including care workers, administrative staff, and management.
Service users and their families, ensuring a safe care environment.
Visitors, contractors, and third-party service providers.
Regulatory bodies, including CQC and local health authorities, ensuring compliance.

It covers:

Definitions of accidents, incidents, and near misses.
Reporting and documentation procedures.
Investigation and root cause analysis.
Preventative and corrective actions.
Staff training and responsibilities.
Compliance monitoring and continuous improvement.

3. Legal and Regulatory Framework

This policy aligns with the following legal and regulatory requirements:

Health and Safety at Work Act 1974 – Duty of care to prevent harm.
Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 2013 – Legal obligations for incident reporting.
The Care Act 2014 – Ensuring high-quality, person-centred care.
Management of Health and Safety at Work Regulations 1999 – Risk assessment and control measures.
General Data Protection Regulation (GDPR) 2018 – Confidentiality in incident reporting.
Care Quality Commission (CQC) Fundamental Standards – Ensuring service safety and transparency.

4. Definitions

Accident: An unplanned event resulting in injury, illness, or damage.
Incident: An unexpected event that disrupts normal operations but may not cause injury.
Near Miss: An event that could have resulted in an accident but was avoided.
Serious Incident: Any event requiring urgent medical intervention, hospitalisation, or regulatory notification.

5. Reporting and Documentation Procedures

To ensure accountability and transparency, all accidents, incidents, and near misses must be:

Reported immediately to a supervisor, manager, or designated safety officer.
Recorded in the Incident Report Log with details including date, time, location, individuals involved, and nature of the event.
Escalated to external authorities (e.g., RIDDOR, CQC) if required by law.
Reviewed within 24 hours to determine further action.

6. Investigation and Root Cause Analysis

Every reported event undergoes an immediate risk assessment and investigation, following these steps:

Step 1: Gather Information
- Collect witness statements and photographic evidence (if appropriate).
- Interview affected individuals to understand the context.
Step 2: Analyse Causes
- Identify direct and underlying causes of the event.
- Determine whether failure of equipment, human error, or environmental factors contributed.
Step 3: Implement Corrective Actions
- Immediate control measures to prevent recurrence.
- Long-term improvements such as staff training or policy revisions.
Step 4: Documentation and Review
- Maintain records for compliance audits and safety improvements.
- Share findings with staff to enhance safety awareness.

7. Preventative and Corrective Actions

To reduce the likelihood of recurrence, preventative actions include:

Staff training on safety protocols and risk awareness.
Regular risk assessments and safety audits in domiciliary settings.
Equipment maintenance and safety checks for assistive devices.
Encouraging open reporting culture to identify potential hazards before they escalate.

Corrective actions following an incident may involve:

Policy or procedural changes to enhance workplace safety.
Environmental modifications (e.g., improved lighting, slip-resistant flooring).
Additional supervision or refresher training for staff.

8. Staff Training and Responsibilities

All employees are required to:

Attend mandatory health and safety training covering accident prevention and response.
Understand their role in incident reporting and documentation.
Follow emergency protocols and cooperate with investigations.
Participate in post-incident debriefings and feedback sessions.

The Registered Manager is responsible for:

Ensuring that all incidents are reported and investigated.
Implementing safety improvements and policy updates.
Reporting serious incidents to RIDDOR, CQC, or local authorities.

9. Compliance Monitoring and Continuous Improvement

To maintain high safety standards, {{org_field_name}}:

Conducts quarterly reviews of incident reports to identify trends and areas for improvement.
Implements corrective measures based on investigation findings.
Engages with staff and service users for safety feedback and improvement suggestions.
Regularly updates this policy in response to regulatory changes and best practices.

10. Policy Review and Updates

This policy is reviewed annually or sooner if:

New legislation or regulations require amendments.
Incident data suggests policy improvements are needed.

CQC or HSE audits recommend changes to current practices.

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.