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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Incident and Accident Reporting Policy

{{org_field_name}}

1. Purpose

The purpose of this Incident and Accident Reporting Policy is to ensure that all incidents and accidents involving staff, service users, or third parties are reported, recorded, investigated, and managed effectively and consistently by {{org_field_name}}. This policy is designed to comply with the requirements of the Health and Safety at Work etc. Act 1974, the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR), the Care Quality Commission (CQC) Fundamental Standards, and other relevant legislation. The aim is to promote a culture of openness, transparency, and continuous learning, ensuring that lessons are learnt from all incidents to prevent recurrence and maintain high standards of health, safety, and care quality. This policy provides detailed guidance for all staff, including registered nurses, healthcare assistants (HCAs), temporary workers, and agency staff engaged by {{org_field_name}}, on their duties in relation to reporting and managing incidents and accidents occurring during the course of their duties.

2. Scope

This policy applies to:

• All temporary staff employed or engaged by {{org_field_name}}, including registered nurses, HCAs, and other agency workers on zero-hours contracts
• All staff working within care homes, nursing homes, and other client settings where {{org_field_name}} supplies workers
• Directors, supervisors, and administrative staff involved in incident management
• All incidents occurring during placements, including but not limited to clinical incidents, health and safety incidents, safeguarding concerns, and near misses

3. Related Policies

• Health and Safety Policy
• Whistleblowing Policy
• Safeguarding Adults and Children Policy
• Complaints Policy
• Clinical Governance and Quality Assurance Policy
• Code of Conduct

4. Policy Statement

{{org_field_name}} is committed to the safety and wellbeing of its staff, clients, and service users. All incidents and accidents, including near misses, must be reported promptly and managed professionally to ensure compliance with legal and regulatory requirements, to promote a learning culture, and to prevent recurrence. Incident reporting is essential for:

• Ensuring appropriate support and intervention for those affected
• Protecting service users, staff, and the public from harm
• Ensuring compliance with the CQC Fundamental Standards, the Health and Safety at Work etc. Act 1974, and RIDDOR 2013
• Facilitating learning and continuous improvement
• Maintaining accurate records for legal, regulatory, and quality assurance purposes

5. Definitions

An incident is any unplanned event which causes, or has the potential to cause, injury, harm, damage, loss, or disruption. Incidents may involve staff, service users, visitors, or property.
An accident is a specific type of incident that results in actual injury or damage.
A near miss is an unplanned event that did not result in injury, damage, or loss but had the potential to do so.
A serious incident is an event which results in serious harm or death, or where there is significant risk to safety or wellbeing.
Examples include:

• Medication errors
• Slips, trips, and falls
• Aggression or violence
• Safeguarding concerns
• Clinical incidents, including errors in treatment or care
• Health and safety breaches
• Equipment failure
• Road traffic accidents whilst on duty

6. Responsibilities

Directors
Since {{org_field_name}} does not have a registered manager, the Director will:

• Assume full responsibility for the implementation, monitoring, and annual review of this policy
• Ensure that systems for incident reporting, investigation, and analysis are effective and maintained
• Review all reported incidents, including trends and patterns, as part of Clinical Governance
• Report RIDDOR-notifiable incidents to the Health and Safety Executive (HSE) where applicable
• Inform relevant bodies, including CQC, Safeguarding Boards, and clients when appropriate
• Promote a learning culture where staff are encouraged to report incidents without fear of blame

All Staff
All staff are required to:

• Report all incidents, accidents, and near misses immediately, regardless of perceived severity
• Follow local procedures within the client organisation as well as {{org_field_name}}’s reporting procedure
• Complete all required documentation accurately and truthfully
• Participate in investigations when required
• Cooperate with Directors and client organisations during the incident management process

7. Reporting Procedure

Immediate Action

• Ensure the safety of the injured party and others
• Seek medical attention where necessary
• Remove or control any immediate hazards
• Inform the senior person on duty at the client setting immediately

Internal Reporting

• Notify {{org_field_name}} as soon as possible by phone, followed by a written report using the Incident Reporting Form within 24 hours
• Submit the completed form to the Director for review

External Reporting

• Follow the client’s incident reporting procedures as applicable
• Where applicable, notify relevant bodies such as Safeguarding Adults Board, CQC, or the police
• Incidents falling under RIDDOR must be reported to the HSE by the Director

RIDDOR Reportable Incidents include:

• Deaths at work
• Specified injuries (e.g., fractures, amputations, serious burns)
• Dangerous occurrences (e.g., collapse of lifting equipment)
• Over-seven-day absences due to work-related injuries
• Certain occupational diseases (e.g., occupational dermatitis, asthma)

8. Recording of Incidents

Incident records must include:

• Date, time, and location of the incident
• Names and roles of those involved
• Detailed description of what happened
• Immediate action taken
• Witness statements where available
• Outcomes or injuries sustained
• Whether external bodies were informed
• Signature of the person reporting
  All records must be legible, factual, signed, and dated. Records will be retained securely in line with the Data Protection Act 2018 and UK GDPR.

9. Investigation Process

All incidents will be investigated by the Director or an appointed investigator to:

• Establish the facts and sequence of events
• Determine immediate causes and contributory factors
• Identify whether policies, procedures, or training were followed
• Assess the effectiveness of immediate responses
• Identify any learning and recommend actions to prevent recurrence
• Produce a written investigation report which will be reviewed by the Director
  Staff are expected to cooperate fully and provide honest, factual accounts.

10. Learning, Feedback, and Continuous Improvement

Following each incident, {{org_field_name}} will:

• Implement any necessary immediate remedial actions
• Share learning with staff through briefings, supervision, or training
• Update policies, risk assessments, or procedures as needed
• Monitor trends and patterns through regular review of incident data
• Use findings to continuously improve service delivery and staff safety

11. Confidentiality

All information relating to incidents will be treated as confidential and shared only on a need-to-know basis. This is in accordance with the Data Protection Act 2018, UK GDPR, and the principles of information governance.

12. Whistleblowing

All staff have the right and responsibility to report incidents, unsafe practices, or concerns without fear of detriment. The Whistleblowing Policy must be used where staff feel unable to report through normal channels. The Director will ensure that all concerns raised in good faith are treated seriously and investigated appropriately.

13. Supporting Staff after Incidents

{{org_field_name}} recognises the potential emotional impact of incidents on staff and will provide support, including:

• Formal or informal debriefing sessions
• Access to further supervision
• Referral to counselling or occupational health services (where available)
• Ongoing support during any investigation process

14. Director’s Role in Governance

The Director is responsible for:

• Ensuring full implementation of this policy
• Reviewing all incidents quarterly as part of governance reporting
• Auditing the quality of incident reporting and investigation records
• Ensuring staff receive feedback and lessons learnt
• Reporting serious incidents to the CQC, Safeguarding Authorities, and other relevant bodies as required
• Ensuring all staff receive relevant training on incident and accident reporting during induction and via annual updates

15. Training

All staff will receive training during induction and annual refresher training on:

• The importance of incident and accident reporting
• How to recognise and respond to incidents
• How to complete incident forms correctly
• The RIDDOR reporting requirements
• Their roles and responsibilities under this policy

16. Policy Review

This policy will be reviewed annually by the Director or earlier in response to changes in legislation, best practice guidance, serious incidents, or other operational needs.

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