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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Notification of Other Incidents Policy

1. Purpose

The purpose of this policy is to ensure that {{org_field_name}} complies with the statutory and regulatory requirements for reporting significant incidents to the Care Quality Commission (CQC), in accordance with Regulation 18 of the Care Quality Commission (Registration) Regulations 2009. This policy outlines how we efficiently manage, report, and respond to incidents, ensuring transparency, compliance, and continuous improvement.

2. Scope

This policy applies to all staff, including the Registered Manager, Safeguarding Lead, and Health and Safety Lead. It covers the notification and reporting of incidents that impact the safety, health, and well-being of the people we support, staff, and others associated with our service. These include, but are not limited to:

• Serious injuries sustained by individuals we support.
• Allegations of abuse, harm, or neglect.
• Police involvement in relation to an incident at the service.
• Deaths that occur while receiving care.
• Outbreaks of infectious diseases.
• Significant equipment failure or damage to premises.
• Unauthorised absence of individuals we support.
• Any event that may disrupt service delivery.

3. Principles of Incident Notification and Management

{{org_field_name}} is committed to ensuring timely and accurate reporting of incidents to relevant authorities, as required under CQC regulations. The following principles guide our approach:

Timely Reporting of Incidents

• All reportable incidents must be notified to CQC as soon as possible, and no later than the legally required timeframe.
• Staff must immediately inform the Registered Manager of any incident that may require external notification.
• Serious incidents involving safeguarding concerns must be reported to the Local Authority Safeguarding Team and CQC within 24 hours.
• Deaths of individuals receiving care must be reported to CQC without delay, as per Regulation 16 (Notification of Deaths).

Types of Notifiable Incidents and Reporting Requirements

• Serious Injuries: Any injury requiring medical attention beyond basic first aid (e.g., fractures, burns, or hospitalisation) must be reported to CQC and RIDDOR (where applicable).
• Allegations of Abuse or Neglect: All concerns relating to abuse, including physical, financial, sexual, or emotional abuse, must be reported to CQC and the Local Safeguarding Authority.
• Police Involvement: If the police are called to the premises for any reason, including an incident involving the people we support or staff, a notification must be sent to CQC.
• Infectious Disease Outbreaks: If an outbreak of a notifiable disease occurs, Public Health England (PHE) must be informed, and a notification sent to CQC.
• Fire, Flood, or Significant Property Damage: Any significant damage that disrupts the provision of care must be reported to CQC, as well as local emergency services if necessary.
• Absconding or Missing Persons: If an individual receiving care goes missing for an extended period or there is a safeguarding concern, a report must be made to CQC and local authorities.
• Service Disruptions: Any incidents that prevent the normal operation of the service, such as power failures, IT system breakdowns, or staff shortages, should be reported if they significantly impact care delivery.

Duty of Candour and Open Communication

• In line with Regulation 20 (Duty of Candour), we maintain an open and transparent approach when reporting incidents.
• Families, advocates, and relevant stakeholders are informed of any incidents that affect individuals in our care.
• A formal apology and explanation is provided to the affected individual or their representative where harm has occurred.

Incident Investigation and Root Cause Analysis

• All notifiable incidents are investigated thoroughly by the Registered Manager, Health and Safety Lead, or Safeguarding Lead, as applicable.
• Root Cause Analysis (RCA) is conducted for all major incidents to determine the underlying causes and prevent recurrence.
• Findings are documented, and lessons learned are shared with staff to enhance service safety and quality.

Record-Keeping and Documentation

• All incidents must be recorded in an Incident Log, detailing the nature of the incident, actions taken, and notifications made.
• Copies of notifications submitted to CQC must be retained for compliance and audit purposes.
• Staff are required to complete detailed incident reports within 24 hours of the event occurring.

Training and Staff Responsibilities

• All staff receive mandatory training on incident recognition, reporting, and duty of candour.
• The Registered Manager is responsible for ensuring all CQC notifications are made in a timely and accurate manner.
• The Safeguarding Lead ensures that all safeguarding-related incidents are reported to local authorities and CQC.
• The Health and Safety Lead oversees the investigation of workplace injuries and environmental hazards.

Monitoring and Continuous Improvement

• Regular audits of incident reporting are conducted to ensure compliance with CQC regulations.
• Lessons learned from incidents are used to inform policy updates, staff training, and risk management strategies.
• Trends and patterns in incident data are analysed to identify areas for service improvement.
• A quarterly review of all incidents is conducted by management to ensure best practices are maintained.

4. Roles and Responsibilities

• Registered Manager: Ensures all notifiable incidents are reported to CQC and relevant authorities in a timely manner.
• Safeguarding Lead: Oversees reporting of safeguarding incidents and ensures appropriate referrals are made.
• Health and Safety Lead: Manages incident investigations related to workplace safety and risk management.
• All Staff: Responsible for recognising, documenting, and escalating incidents in accordance with this policy.
• Compliance Officer: Ensures adherence to regulatory reporting requirements and monitors incident trends.

5. Related Policies

This policy should be read in conjunction with:

• SL11 – Safe Care and Treatment Policy
• SL13 – Safeguarding Adults from Abuse and Improper Treatment Policy
• SL16 – Health and Safety at Work Policy
• SL20 – Duty of Candour Policy
• SL25 – Management of Accidents, Incidents, and Near Misses Policy
• SL30 – Emergency and Business Continuity Plan

6. Policy Review

This policy will be reviewed annually or sooner if legislative changes, CQC requirements, or organisational needs necessitate an update. All staff will be informed of updates to ensure continued compliance and best practices in incident notification and reporting.

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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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