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Management of Accidents, Incidents, and Near Misses Policy

1. Introduction

Our Home Care business is committed to ensuring the safety, well-being, and protection of all service users, staff, and visitors. We recognise that accidents, incidents, and near misses must be effectively reported, investigated, and acted upon to prevent recurrence and to maintain the highest standards of care in compliance with Care Inspectorate Wales (CIW) regulations, the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR), and the Health and Safety at Work Act 1974.

This policy applies to all employees, including Care Assistants, Senior Carers, Coordinators, Managers, and Directors, and provides clear procedures for recording, reporting, and learning from accidents, incidents, and near misses. It also serves as a compliance guide for CIW inspectors assessing our management systems.

2. Key Principles of Accident, Incident, and Near Miss Management

• Prevention First: Risks are assessed, and preventive measures are implemented to minimise the likelihood of accidents or incidents occurring.
• Clear Reporting Procedures: All accidents, incidents, and near misses must be recorded and reported promptly using the Incident Reporting System (IRS).
• Thorough Investigation and Root Cause Analysis: Each event is investigated to determine causes and prevent recurrence.
• Duty of Candour: Full transparency is maintained when incidents occur, and affected individuals are informed appropriately.
• Staff Training and Competency: Employees are trained in accident and incident management procedures, ensuring compliance with CIW standards.
• Continuous Learning and Improvement: Lessons learned from incidents are used to improve care quality and safety practices.

3. How We Manage Accidents, Incidents, and Near Misses Efficiently

A. Definitions and Examples

To ensure clarity, the following terms are defined:

• Accident: Any unexpected event that results in injury, illness, or harm to a service user, staff member, or visitor. (e.g., a fall resulting in a fracture)
• Incident: Any event that disrupts care delivery or has the potential to cause harm but may not have resulted in injury. (e.g., a medication administration error)
• Near Miss: A situation where an accident or incident was narrowly avoided. (e.g., a trip hazard identified but no fall occurred)

For Staff: Understand the difference between accidents, incidents, and near misses, ensuring that each type is reported appropriately.

For CIW Inspectors: Incident logs and audits demonstrate that all events are categorised correctly and reported in accordance with regulations.

B. Reporting and Recording Procedures

All accidents, incidents, and near misses must be recorded and reported immediately using the Incident Reporting System (IRS) to ensure prompt action.

For Staff:

• Step 1: Ensure the immediate safety of the service user or staff involved.
• Step 2: Provide first aid or medical assistance if required.
• Step 3: Complete an Incident Report Form (IRF) via the IRS system, detailing the event, individuals involved, and any immediate actions taken.
• Step 4: Report serious incidents to the Registered Manager or Duty Supervisor.
• Step 5: Record the incident in the service user’s Care Management System (CMS) if it involves a service user.

For CIW Inspectors: IRS records confirm that all accidents, incidents, and near misses are logged, investigated, and followed up appropriately.

C. Investigating Accidents and Incidents

All reported incidents undergo a thorough investigation to identify causes and implement corrective actions.

For Staff:

• Managers conduct a Root Cause Analysis (RCA) to determine contributing factors.
• Interview any witnesses and review CCTV footage (if applicable).
• Document all findings in an Investigation Report (IR).
• Implement corrective actions such as training, process changes, or additional safety measures.

For CIW Inspectors: Investigation reports demonstrate that robust investigations take place, corrective actions are implemented, and lessons are learned.

D. Notifiable Incidents and External Reporting

Certain incidents must be reported to Care Inspectorate Wales (CIW), the Health and Safety Executive (HSE), and other relevant authorities.

For Staff:

• Serious injuries, deaths, safeguarding concerns, and outbreaks of infectious diseases must be reported to CIW within 24 hours.
• RIDDOR-reportable incidents, including major injuries, dangerous occurrences, and work-related illnesses, must be reported to HSE.
• Medication errors leading to hospitalisation or harm must be reported to the Local Authority and CIW.

For CIW Inspectors: Notifiable incident logs confirm that all required reports are submitted within legal timeframes.

E. Learning from Incidents and Continuous Improvement

We use incident data to improve service quality and reduce future risks.

For Staff:

• Participate in monthly Incident Review Meetings (IRM) where trends and patterns are analysed.
• Take part in reflective practice sessions following incidents to improve care practices.
• Contribute to the development of new policies and procedures where needed.

For CIW Inspectors: Audit reports and training records show that lessons learned from incidents lead to tangible service improvements.

F. Supporting Service Users, Families, and Staff

Following an accident or incident, it is crucial to support those affected and communicate openly.

For Staff:

• Inform service users and their families with honesty and sensitivity, following Duty of Candour regulations.
• Provide emotional and psychological support to affected individuals.
• Offer debriefing sessions for staff involved in serious incidents.

For CIW Inspectors: Complaints logs and feedback surveys confirm that service users and staff receive appropriate support following incidents.

4. Governance and Continuous Monitoring

We maintain strong governance and oversight to ensure all accident, incident, and near-miss management procedures comply with regulatory standards.

What We Do:

• Conduct Quarterly Safety Audits (QSA) to monitor trends in accidents and incidents.
• Review and update risk assessments every 6 months.
• Hold Annual Health & Safety Reviews (AHSR) to assess compliance with RIDDOR and CIW regulations.

For CIW Inspectors: Documentation confirms that monitoring, learning, and improvements take place regularly.

5. Compliance Monitoring and Audit Procedures

• Internal Audits: Conducted quarterly to assess compliance with incident reporting and investigation procedures.
• Annual Reviews: Full compliance check against CIW, RIDDOR, and Health & Safety Executive (HSE) regulations.
• Staff Supervisions & Appraisals: Conducted every six months to ensure all staff understand incident management protocols.

6. Conclusion

We are committed to ensuring that accidents, incidents, and near misses are reported, investigated, and acted upon efficiently in compliance with CIW, RIDDOR, and health & safety standards. This policy ensures that service users, staff, and visitors remain safe, risks are minimised, and lessons are continuously learned to improve the quality of care.

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