Incident Reporting for support workers

Incident Reporting: FOR ALL SUPPORT WORKERS

As support workers in the disability sector, we have a crucial responsibility to ensure the safety, well-being, and dignity of the individuals we support. One of the most vital tools we have to uphold these principles is accurate, timely incident reporting. However, knowing when to document an incident can often be unclear, particularly when trying to balance the needs of participants with the requirements of regulatory frameworks.



Understanding what qualifies as an “incident” and what should be reported is not only essential for compliance but also for ensuring that participants continue to receive the best possible care and support. Here’s a detailed guide on the types of incidents that should always be documented in an incident report, especially for those newer to the sector:

When to Report: Key Indicators for Incident Reporting

1. Unusual Behaviour
   Any behaviour that deviates significantly from a participant’s baseline or usual conduct. This could signal an underlying issue, such as physical discomfort, mental health concerns, or changes in medication.
2. Sudden Mood Changes
   Noticeable shifts in a participant’s mood, such as extreme irritability, sadness, or agitation. These changes should be documented if they are sudden, significant, or uncharacteristic, as they may indicate a deeper issue.
3. Excessive Swearing or Inappropriate Language
   Swearing or offensive language directed at others can be indicative of stress, frustration, or a communication barrier. Documenting these behaviours helps provide context and insight into a participant’s emotional state.
4. Emotional Meltdowns
   If a participant experiences a significant emotional breakdown or “meltdown” that disrupts their routine or safety, it’s important to document these incidents. These events can be distressing and may require further assessment or intervention.
5. Engagement in or Exposure to Illegal Activities
   Any involvement in, or exposure to, illegal activities such as theft, drug use, or violence. This is a serious matter and should always be reported immediately, regardless of the severity of the incident.
6. Aggressive Behaviours
   Acts of physical or verbal aggression toward others, including staff, other participants, or strangers, should be reported. Aggressive behaviour can pose a significant risk to safety and wellbeing and may need to be addressed with a revised care plan.
7. Suicidal Comments or Self-Harm
   Any verbal or physical expression of self-harm, suicidal thoughts, or intent should be treated as a priority. Immediate reporting ensures the appropriate interventions are taken to safeguard the participant’s mental health.
8. Withdrawing from Activities or Social Interaction
   A sudden lack of interest in previously enjoyed activities or withdrawal from social interactions can be a sign of a mental health issue or a deeper underlying concern. If this behaviour persists, it should be documented.
9. Anti-Social Behaviours
   Behaviours that isolate the individual from others or disrupt social environments (e.g., refusal to engage in group activities, exclusionary actions) can impact the participant’s social development and should be reported.
10. Racially Offensive Comments or Behaviour
    Any language or behaviour that is racially insensitive or offensive towards others should be reported immediately. It’s essential to ensure a safe and inclusive environment for all participants and staff.
11. Self-Harming Behaviour
    Any act that causes injury to oneself, whether intentional or accidental, must be documented. This includes cutting, burning, or hitting oneself, as these behaviours can indicate deeper emotional distress or mental health challenges.
12. Injuries (Minor or Major)
    Regardless of how minor or severe, any injury sustained during a shift should be reported. Even small injuries can have long-term consequences, and accurate documentation ensures they are addressed appropriately.
13. Screaming or Loud Vocal Outbursts
    Excessive screaming or shouting that disrupts the environment or causes distress to others. These outbursts can indicate distress or frustration and may need further support or intervention.
14. Use of Restrictive Practices
    Any time a restrictive practice (e.g., physical restraint, seclusion) is used to protect a participant or others from harm, it must be reported. These practices should only be used in exceptional circumstances and must always be documented for review.
15. Safety Concerns for Staff or Participants
    Any situation that poses a potential risk to the safety of either the participant or support staff should be immediately reported. Even minor concerns, such as faulty equipment or hazards in the environment, need to be documented to prevent future incidents.
16. Property Damage
    Instances where property (whether participant property or third-party property) is damaged during an incident. Whether intentional or accidental, these events should be clearly reported to help determine the cause and prevent recurrence.
17. Use of Physical Restraint
    If physical restraint is used to prevent harm or to manage a dangerous situation, it must be thoroughly documented. Documentation should include the nature of the restraint, the reasons for its use, and any outcomes or follow-up actions required.
18. Medication Errors
    Any deviation from prescribed medication, such as missed doses, incorrect dosages, or adverse reactions to medications, should be recorded. Medication errors can have serious consequences and must be addressed as part of the participant’s ongoing care plan.
19. Running Away or Leaving Designated Areas Without Permission
    If a participant leaves an area without permission, particularly if they are at risk of harm or become lost, this should be reported immediately. These incidents may require a review of risk management procedures.
20. Verbal Threats
    Any statements or threats that suggest danger to the participant or others, whether directed at staff, peers, or self, need to be recorded for follow-up and to assess any necessary safeguards.
21. Unexplained Bruises or Marks
    Any unexplained bruises, cuts, or marks on a participant’s body could be signs of physical harm or abuse. Immediate documentation and investigation are required to ensure participant safety.
22. Signs of Neglect or Malnutrition
    Observable signs of neglect or malnutrition, such as significant weight loss, poor hygiene, or lack of proper medical care, should be reported to ensure that the participant’s basic needs are being met.

Additional Considerations for Incident Reporting:

• Accuracy and Detail: Always include clear, objective details of the incident. Avoid subjective language or assumptions about motives.
• Timeliness: Incident reports should be filed as soon as possible after an event. Timely documentation ensures accurate recollection of events and helps facilitate immediate follow-up action.
• Follow-Up and Monitoring: Ensure that any incident reported is followed up on by relevant personnel, whether it’s a care coordinator, psychologist, or other professionals. Continuously monitor for patterns or recurring issues.
• Confidentiality: Remember to maintain confidentiality when documenting incidents. This includes not sharing sensitive information with unauthorized individuals.

Are there other incidents you believe should be added to this list?

We encourage you to share your experiences and any additional incidents you believe warrant reporting in the comments. By contributing to this conversation, we can all ensure the highest standards of care and safety for the individuals we support.

By staying diligent about incident reporting, we can create a safer, more effective environment for all participants, while ensuring compliance with regulatory standards and fostering continuous improvement in care practices. Let’s continue working together to provide the best possible support to those in need.

Healthy Tip-

Don’t forget to obtain police event number, contact details of police station and who is in charge to report this back to your Management.