policy: incident, injury, trauma and illness · 2016-12-15 · policy: incident, injury, trauma and...

Policy: Incident, Injury, Trauma And Illness

Rev May 15

Prom Coast Centres for Children Inc. Reg No: A0060784V

Incident, Injury, Trauma And Illness of 7

PURPOSE

Prom Coast Centres for Children (PCCC) is committed to providing a safe and healthy environment at its services, despite prevention efforts incidents, injuries and illness may

occur and the service must be equipt to deal with these situations. All incidents, hazards and near misses shall be reported and recorded to enable PCCC to respond appropriately to avoid reoccurrence and meet regulatory requirements

Rationale

An incident is any untoward event that causes some stress, trauma, injury or illness to staff or children at the service.

A hazard is something that is potentially dangerous and likely to cause an incident, illness, or damage to PCCC property.

A Near miss is an unplanned event that did not result in injury, illness, or damage – but had the potential to do so.

All events must be recorded to ensure:

Those involved receive the correct care and treatment

A risk assessment / analysis is completed recording further actions to be taken

Appropriate information is recorded to initiate a Workcover or insurance claim if

relevant Compliance with regulatory requirements

Procedure

All responses to any incident or hazard should focus primarily on the safety and well being of those involved. Immediate steps should be taken to manage the

situation e.g call an ambulance if necessary, apply first aid, seek medical attention to prevent occurrence or recurrence.

All incidents, hazards and near misses will be recorded as described below, and shown on the attached flowchart (Appendix 1).

Incident, Injury, Trauma and Illness Record for Children

An Incident, Injury, Trauma and Illness record (Appendix 2) must be completed for any applicable event involving a child by the educator who witnessed the incident

If after leaving the service following an Incident, Injury or Illness, a child is taken to

a Medical Centre, Dental Centre or Hospital for medical attention, the family is required to notify PCCC as soon as possible; this classifies the incident as “serious” and must be reported accordingly.

Where PCCC are notified via a third party of the above, PCCC is to contact the

family involved for follow up and verification. If an incident is classed as serious, the ACECQA form Notification of Serious

Incident SI01 must be completed by the Responsible Person at the centre (i.e


Incident, Injury, Trauma And Illness

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Nominated Supervisor or Supervisor in day-to-day charge) or Centres’ Director.

This form is completed online via the National Quality Agenda IT System (NQA ITS).

The Education and Care Services National Regulations classify the following as serious incidents:

o The death of a child while being educated and cared for by the service, or following an incident while being cared for by the service.

o Any incident involving serious injury or trauma to, or illness of, a child while being educated and cared for by an education and care service which a

reasonable person would consider required medical attention from a registered medical practitioner. (e.g. whooping cough, broken limb, anaphylaxis reaction); or for which the child attended, or ought reasonably

to have attended, a hospital. o Attendance of emergency services (e.g ambulance, fire, SES, police) at the

education and care service premises was sought, or ought reasonably to have been sought.

o A child was missing from the service or was not able to be accounted for.

o A child was taken or removed from the service in a manner that contravenes the National Regulations.

o A child was mistakenly locked in or locked out of the service premises or any part of the premises.

The parent or guardian must be notified as soon as practicable (and no later than 24hrs after the occurrence). Parents must sign the Incident, Injury, Trauma and

Illness Record. A copy of the Record is to be provided to the parent or guardian. The Responsible Person at the centre should inform the Centres’ Director if a

serious incident has occurred as soon as practicable. The Centres’ Director should inform the President of the Committee of Management

if a serious incident has occurred as soon as practicable. Serious Incidents will be investigated by the Victorian Department of Education &

Training (DET) on ACECQA’s behalf.

The incidents, injury, trauma and illness records must be accurate and remain confidentially stored on the child’s records until the child is 25 years old.

Non-serious incidents should be assessed by the educators who witnessed the event. If appropriate, educators should also complete an Incident, Accident and

Hazard Report Form (without specifying details of the child) in order to highlight any issue that they believe should be considered during the review of incident

forms carried out by the Centres’ Director.

Incident Reporting involving Staff, Students, Volunteers or Visitors

Incidents involving Staff, students, volunteers, visitors, (including clients and

contractors) should have an Incident, Accident and Hazard Report Form (Appendix 3) completed by the staff member involved where practicable or the staff member

supervising the staff member/student/volunteer/visitor. If this is a workplace notifiable incident the Responsible Person at the centre must

contact the Centres’ Director immediately Notifiable incidents include:

o Death of any person o a person requiring immediate treatment as an in-patient in a hospital



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o a person requiring medical treatment by a doctor (eg fractures,

administration of a drug or medical treatment) The Centres’ Director will immediately contact Worksafe Victoria on 13 23 60 and

record the reference number on the Worksafe Victoria Incident Notification Form which must be submitted within 48 hours. This can be completed on line at

https://www.worksafe.vic.gov.au/safety-and-prevention/health-and-safety-topics/incident-notification

If emergency services have attended the service, the ACECQA form Notification of Serious Incident SI01 must be completed online via the ACECQA NQA ITS portal by

the Responsible Person at the centre. Incident forms should be completed preferably within 24 hours or as soon as

practicable and forwarded to the Centres’ Director. The Centres’ Director should inform the President of the Committee of Management

if a notifiable incident has occurred as soon as practicable.

The Centres’ Director will finalise the Incident report, provide feedback to individuals involved and take appropriate steps to prevent reoccurance. If the

incident is notifiable or the injuries sustained are considered to be significant the Investigation process will be followed.

Incident report forms are filed in the Location Incident Report files.

Reporting of Damage to Buildings / Equipment, Hazards and Near Miss

The individual who identifies the damage or hazard should complete an Incident,

Accident and Hazard report form (Appendix 3). If a near miss occurs this should also be documented on the Incident, Accident and

Hazard report form. If this is a workplace notifiable incident the Responsible Person at the centre must

contact the Centres’ Director immediately

Examples of such Notifiable incidents include o The collapse or partial collapse of any part of a building or structure;

o Implosion/explosion or fire; o Escape, spillage or leakage of substances e.g hazardous substances

o the fall or release from a height of any plant, substance or object; The Centres’ Director will immediately contact Worksafe Victoria on 13 23 60 and

record the reference number on the Worksafe Victoria Incident Notification Form which must be submitted within 48 hours. This can be completed on line at https://www.worksafe.vic.gov.au/safety-and-prevention/health-and-safety-topics/incident-notification

If emergency services have attended the service, the ACECQA form Notification of

Serious Incident SI01 must be completed online via the ACECQA NQA ITS portal by the Responsible Person at the centre.

Incident forms should be completed preferably within 24 hours or as soon as

practicable and forwarded to the Centres’ Director for risk assessment and further investigation.

The Centres’ Director will finalize the Incident report, and arrange to rectify the

damage / reduce or remove the hazard where appropriate. If the incident is

notifiable or the incident/near miss is could have caused significant injuries the Investigation process specified below will be followed.

Incident report forms are filed in the Location Incident Report files.



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Notifiable Incident and Significant Injury Investigation

On receipt of an applicable Incident, Accident and Hazard Report, the Centres’ Director, will arrange for an investigation to commence within 2 working days of the incident/injury

occurring; to be completed within 2 operational days of the service.

The Centres’ Director may form an investigation team consisting of staff, members of the

Committee of Management and external parties as appropriate. The Centres’ Director and/or members of the investigation team will carry out investigative interviews.

Key tasks in the investigative interview of employees and/or other persons materially

involved in an incident include:

• Explanation, at the outset of the interview, that a formal interview is required in

accordance with PCCC’s procedures;

• Explanation that a witness can be present;

• Regarding the incident:

o Provide each person with an opportunity to present their own version of the incident;

o Present any specific ‘allegations’ for response;

o Ask any other relevant questions arising from statements by other

persons, particularly if there is a conflict or contradiction;

o Provide an opportunity to review earlier ‘versions’ of events which may

have been outlined in the interview.

Post Investigation Actions

Following completion of an investigation of an incident or injury which significantly affected the person/s involved, the Centres’ Director or a nominated member of the

investigation team will prepare a report. The report will propose any relevant recommendations or actions.

A Committee of Management meeting will be convened as a priority to receive the report

and recommendations. An appropriate Action Plan will be determined containing relevant timelines.

Staff members involved in the injury/incident investigation will be advised as soon as possible of:

• Results of the investigation;

• The Action Plan.

The Action Plan is required to be implemented within designated timeframes and the

Centres’ Director will be responsible for ensuring that the plan is implemented.

Review of Incident Forms

The Centres’ Director will review the location incident folders every 6 months to identify

any trends in incidents, and develop any appropriate action plans.

Related Policies:

Administration of First Aid



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Poisons and Hazardous Substances Occupational Health and Safety

References:

WorkSafe Victoria www.worksafe.vic.gov.au Australian Children’s Education & Care Quality Authority www.acecqa.gov.au

Appendices


Incident, Injury, Trauma And Illness of 7

Appendix 1: Flowchart: Incident, Injury, Trauma and Illness Reporting

Appendix 2: Form: Incident, Injury, Trauma and Illness Record (Children)

Appendix 3: Form: Incident, Accident and Hazard Report

Flowchart: Incident, Injury, Trauma and Illness Reporting

Rev May 15



Appendix 1

ALL INCIDENTS & HAZARDS Focus is primarily on the safety and wellbeing of those involved Defuse situation

Assess if medical attention / ambulance/ emergency services are required

Minimise/limit further injury (NB do not disturb site of Worksafe Notifiable Incident unless to protect the healthand safety of a

person; or provide aid to an injured person involved inthe incident; or to take essential action to make the site safe or prevent a

further incident)

Notify emergency contacts/parents/guardian

Child enrolled at service Staff, Students, Volunteers and Visitors Building/Equipment damage or Hazard

Serious Incident All other incidents Notifiable Incident All other incidents Notifiable Incident All other incidents / Near

miss

All Staff Complete Incident, Injury and Trauma, Illness Record

Notify Responsible Person

immediately.

Complete Incident, Injury, Trauma and Illness record

Obtain parents signature and

provide copy of incident form to parent.

Complete Incident Accident and Hazard Report Form.


immediately.

Complete Incident, Accident and Hazard Report form

Complete Incident Accident and Hazard Report Form.


immediately.

Complete Incident, Accident and Hazard Report form

Responsible Person

Complete ACECQA Form SI01via NQA

ITS in accordance ACECQA timelines. (Email supporting copy of Incident

form as required.) Provide copy of incident form to

parent and obtain parent signature.

Notify Centres’ Director of incident as soon as practicable.

File original incident form and copy of ACECQA form in child’s file.

Ensure forms filed in child’s

file.

Notify Centres’ Director of incident

immediately.

Complete ACECQA form SI01 if emergency services attended incident.

- Notify Centres’ Director of incident

immediately.

Complete ACECQA form SI01 if emergency services attended incident.

-

Centres’ Director

Notify the President Committee of Management of incident as soon as practicable.

-

Contact Worksafe to obtain reference number immediately. Complete WorkSafe Notifiable Incident

form within 48 hrs and supply to worksafe. This can be done online

Notify President Committee of

Management of incident as soon as practicable

Provide original incident form & copy of worksafe form to individual.

File copy of both forms on personnel file (if staff member).

File copy of both forms in Location

Incident report file.

Receive forms for noting and signature.

Provide original incident form to individual

File copy of form on

personnel file ( if staff member)

File copy of form in Location Incident report file.

Contact Worksafe to obtain reference number immediately Complete WorkSafe Notifiable

Incident form within 48 hrs and supply to worksafe. This can be

done online

Notify President Committee of Management of incident as soon as practicable

File original incident form & copy of

worksafe form in Location Incident report file.

Receive forms for noting and signature.

File original incident form in Location Incident report file.

Incident Injury Trauma & Illness Policy Appendix 2 Rev May15

Incident, Injury, Trauma and Illness Record

Child Details

Surname: ......................................................... Given Names: ...............................................................

Date of Birth: ......../......../........ Age: ......................................................................................................

Service/Centre: .......................................................................................................................................

Incident / Injury / Trauma / Illness Details

Incident / Injury / Trauma / Illness (Circle relevant type of record)

Circumstances leading to the incident/injury/trauma: ............................................................................

..................................................................................................................................................................

..................................................................................................................................................................

Products or structures involved: ..............................................................................................................

..................................................................................................................................................................

.................................................................................................................................................................

Location: ...................................................... Time: ................. am/pm Date: ......../......../........

Name of witness: ....................................................................................................................................

Signature: ........................................ Date: ......../......../........

Nature of injury sustained:

Abrasion, scrape

Bite

Broken bone / fracture

Bruise

Burn

Concussion

Cut

Rash

Sprain

Swelling

Other (please specify)

..........................................

Illness

Circumstances surrounding child becoming ill, including apparent symptoms: .....................................

..................................................................................................................................................................

..................................................................................................................................................................

..................................................................................................................................................................

Time of illness: .................... am/pm Date of illness: ......../......../........

Action Taken

Details of action taken, including first aid administration of medication: ...............................................

..................................................................................................................................................................

..................................................................................................................................................................

..................................................................................................................................................................

Medical Personnel contacted: Yes / No

If yes, provide details: ..............................................................................................................................

..................................................................................................................................................................

..................................................................................................................................................................

Details of person completing this record

Name: ...................................................... Signature: ............................................................................

Time record was made: ....................................... am/pm Date record was made ......../......../...........

Notifications (including attempted notifications)

Parent/Guardian: ............................................... Time: .................... am/pm Date: ......../......../........

Director/Teacher/Coordinator: .......................... Time: .................... am/pm Date: ......../......../........

Regulatory authority (if applicable): ................. Time: .................... am/pm Date: ......../......../........

Parental acknowledgement:

I................................................................................................................................................................

(Name of parent/guardian)

have been notified of my child’s incident/injury/trauma/illness. (Please circle)

Signature: ....................................................................................... Date: ......../......../........

** Families are required to notify PCCC if their child is taken to a Medical Centre, Dental Centre or Hospital for

further medical attention relating to Incident as soon as possible for reporting purposes.

Incident, Accident and

Hazard Report Form

Incident Injury Trauma &

Illness Policy Appendix 3

Rev May15

Details of Involved Person

□ Staff Member □ Student □ Volunteer □ Visitor □ Other:………………………………………….…

Name : .................................................................... Employee Number: ……………………………………………

Date of Birth: ......../......../...... Position: ...........................................................................

Address:………………………………………………………………………………………………………………………………………………

………………………………………………………………………………………… Telephone: .............................................

Details of Incident

□ Personal Injury/Illness □ Building Damage □ Hazard □ Near Miss

□ Other:………………………………………………….…………………

Location: .................................................. Time: ................. am/pm Date: ......../......../........

Brief Description of the Incident, Hazard or Damage (What happened?),

..................................................................................................................................................................

..................................................................................................................................................................

..................................................................................................................................................................

..................................................................................................................................................................

..................................................................................................................................................................

..................................................................................................................................................................

..................................................................................................................................................................

Name of witness (if any): .........................................................................................................................

Contact Details of Witness: ......................................................................................................................

Any immediate corrective actions taken:

..................................................................................................................................................................

..................................................................................................................................................................

..............................................................................................................................................................

Particulars of Injury /Illness

Nature of injury sustained:

Circumstances surrounding illness, including apparent symptoms:.........................................................

..................................................................................................................................................................

Details of action taken, including first aid or administration of medication: .........................................

..................................................................................................................................................................

..................................................................................................................................................................

Did you return to work after treatment? □ Yes Normal Duties □ Yes Alternative Duties □ No3.

Details of person completing this record

Name: ...................................................... Signature: ..........................................................................

Time record was made: ....................................... am/pm Date record was made ......../......../...........

Notifications (including attempted notifications)

Centres Director: ............................................... Time: .................... am/pm Date: ......../......../........

Worksafe(if applicable) ……… .......................... Time: .................... am/pm Date: ......../......../........

Worksafe Reference Number: …………………………………………………………………

Centres Director Signature:……………………………………………………………. Date: ......../......../........

Abrasion, scrape

Cut / Bruise

Broken bone / fracture

Burn

Concussion

Sprain /Strain

Slip/Fall

Object in Eye

Other (please specify) .........................................

policy: incident, injury, trauma and illness · 2016-12-15 · policy: incident, injury, trauma and...

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