Session 3 - Incident Reporting Policy - Health Partnerships Learning ...

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Appendix A HOW TO REPORT AN INCIDENT OR NEAR MISS The following is operational guidance on when and how to report an incident or near miss. For full guidance on untoward incident reporting you should refer to the Nottinghamshire Community Health Procedure for the Reporting of Incidents and Near Misses. All incidents and near misses should be reported to the line manager as soon as possible after the event. If the line manager is not available report to the next available senior member of staff. Out of hours contact the Senior Manager on call by telephoning 0115 934 3236. All incidents, near misses and serious untoward incidents must also be recorded on the Nottinghamshire Community Health Incident Report Form (Example Section 3) Hard copies of the Incident Report forms are available across the organisation and the nearest pack of forms to you is identified in Section 1 of this folder. In all cases the Incident Report form should be completed and submitted within 24 hours of the incident occurring: Hard copy Incident Reports: Should be faxed to the Risk Management Team (Ransom Hall) on 01623 781747 Where the service, team and/or department have the capability to scan the Incident Report (part1) then they can also email the electronic PDF of the Incident Report to: professions.governance@nottscommunityhealth.nhs.uk DEFINITIONS Incident: – Any event or circumstance involving patients, staff, visitors or contractors that could have, or did lead to unintended or unexpected harm, loss or damage. Near Miss: – Any event or omission where an incident almost occurred which had the potential to cause harm, injury, damage or loss but failed to develop, whether or not as a result of compensating action. ROLES AND RESPONSIBILITIES Employees: - All Employees of NCH have a duty to ensure incidents and near misses are reported as soon as possible and their manager notified so that the event can be investigated and measures taken to minimise the risk of a recurrence of the situation. Managers: - Managers have a responsibility for ensuring that incidents and near misses are graded and investigated as soon as possible after the event and that measures are taken to minimise the risk of a recurrence of the situation. Page 16 of 28
Guidance on completing an Incident Report Form The Incident Reporting Form MUST be used to record ALL incidents Record known FACTS only – do not give opinions The form must be completed within 24 hours of the incident occurring All staff are required to complete part 1 SECTION ONE (S1) From the categories stated clearly tick what type of incident has occurred Date of incident should be noted in the following format: 01 11 08 Time to be shown as the 24 hour clock e.g. 13:45 SECTION TWO (S2) The exact location of where the incident occurred needs to be given in detail Examples: Stapleford Care Centre Consulting room 3 Ransom Hall External fire escape stairs Mansfield Community Hospital Inpatients Ward Clearly tick the relevant box if equipment, medication or violence and aggression was involved or a contributory factor in the incident SECTION THREE (S3) 1) Give a brief overview of the actual incident. 2) Write clearly avoiding the use of abbreviations 3) Give brief details of the events leading up to the incident 4) Give details of any person(s) involved - do not name them 5) If medication or equipment was involved, give details e.g. Drug name and dose and/or serial number of equipment 6) Do not attach any statements or further information to the form (Do not attach patients clinical records) It is important that you only state FACT and not opinion If the incident relates to poor discharge arrangements (Section 5 - Poor Discharge Form) or a Pressure Ulcer Grade 3 or 4 (Section 6 - Supplementary Information for Pressure Ulcer Incident Forms) then the appropriate form identified at section 5 and 6 MUST be completed. Guidance on completing both forms is outlined in Section 4 of the Incident Reporting Folder SECTION FOUR (S4) Give names of any witnesses and indicate what status they are e.g. staff, patient, contractor Give a contact number including the std code e.g. 01623 414114 Ext 4656 etc Page 17 of 28
Page 1 and 2: Incident Reporting Policy Reader in
Page 3 and 4: 1 Introduction The effective report
Page 5 and 6: Other incidents: Some incidents may
Page 7 and 8: Ensure that risk assessments are re
Page 9 and 10: Following a reported incident, rega
Page 11 and 12: Incident Reporting Folders (a compl
Page 13 and 14: All Action Plans relating to incide
Page 15: Department of Health. (2000). An Or
Page 19 and 20: SECTION 10 (S10) PART 2 IS TO BE CO
Page 21 and 22: Risk Matrix - Severity 1 2 3 4 5 De
Page 23 and 24: Appendix D DEFINITIONS OF SERIOUS U
Page 25 and 26: Appendix E SENIOR MANAGER ON-CALL A
Page 27 and 28: Appendix G Plan for Dissemination o

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