Incidents

Policy

If an event has resulted in harm to a patient as a direct result of healthcare, it must be managed as an adverse event with formal review, reporting, and learning. This includes near misses – events that could have caused harm, but didn't. See Adverse Events.

This incidents policy covers a wide range of health and safety events that affect staff, patients, visitors, or contractors, but don't involve patient care. They include staff injuries, slips/trips, aggression, equipment hazards, or building-related risks.

We are committed to providing a safe environment for staff, patients, whānau, and visitors. We strongly encourage staff to promptly report incidents and health and safety near misses so we can learn from them and prevent them happening again.

Reporting incidents and near misses is everyone's responsibility. We have a "no-blame" culture, and review and manage incidents promptly to identify risks, improve systems, and prevent future harm. Reporting is confidential and focused on prevention rather than punishment. Staff are trained on how to identify, report, and respond to incidents in their induction.

All incidents and near misses are managed within timeframes appropriate for the seriousness of the event to ensure safety, support those affected, and identify improvements. Incidents are recorded in an incident register. Incidents are reported at clinical governance meetings so we can identify learning opportunities and determine if quality improvement is needed.

Managing and reporting incidents

Q35

1. Make safe

• Check for danger and ensure everyone is safe.
• Provide first aid if necessary.
• Isolate or secure the area if there is an ongoing hazard.

2. Notify

• As soon as possible, notify the practice manager .
• Complete an incident form with details such as time, place, people involved, and what happened.
• All reported incidents are added to an incident register.
• If the event has caused harm to a patient, follow the open disclosure process to communicate openly and transparently with them. See Open Disclosure

A notifiable event must be reported it to Worksafe as soon as possible after becoming aware of it. This is required under the Health and Safety at Work Act 2015.

3. Investigate and assess

• Incidents (including near misses) are investigated by practice manager.
• Gather information by talking to those involved and reviewing the circumstances. Where appropriate, involve affected staff, lead clinicians, and/or health and safety representatives in the investigation.
• Identify the causes or reasons.
• If the event has caused harm to a patient, ensure those affected are offered support.

4. Take action

• Develop a plan to address the causes and prevent it happening again.
• Assign responsibilities and timelines for actions.
• Communicate findings and changes to staff and those affected.

5. Follow up and review

• Monitor the effectiveness of any corrective actions.
• Report incidents to the clinical governance group to ensure patterns and trends are identified.
• If an investigation identifies a significant hazard, record this in the hazard and risk register, including actions taken to mitigate the risk.
• All incident reports, investigations, notifications etc. are kept together with the incident register and retained for at least 5 years.

Related policies

• Adverse Events
• Health and Safety
• Hazard and Risk Management
• Clinical Governance
• Induction and Orientation
• Health and Safety Training and Induction

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Supporting documents

• Incident and Adverse Event Reporting Form
• Incident and Adverse Event Reporting Register

Significant Events, Accidents