INCIDENT REPORTING

INCIDENT REPORTING Suncoast Area

PURPOSE • Review Suncoast Region Operating Procedures • Define Critical Incidents & Reportable Incidents • Convey How & Where to Send Incident Reports

Critical IncidentsReporting Procedures • Oral Report to APD by telephone or in person within ONE HOUR of becoming aware of the incident. • Immediate Notification of WSC • Follow-up with an APD Incident Reporting Form immediately but no later than the next business day. • Whenever possible, Incident Reports should be completed electronically at www.fccflorida.org

Critical Incidents Include: • Consumer Death • Sexual Misconduct • Missing Child • Adult Adjudicated Incompetent • Media – an unusual occurrence that may result in unfavorable media attention

Consumer Death • Death of a person receiving services from an APD operated, licensed or contracted provider, MW provider, or ICF/DD that occurs or allegedly occurs due to an accident, act of abuse, neglect or other unexpected incident. • Deaths must be reported within ONE HOUR of becoming aware of the death. • During normal business hours, contact Medical Case Management • After normal business hours, contact the after hours designee.

Sexual Misconduct • Any sexual activity between a provider and a Consumer, regardless of the consent of the consumer, or incidents of nonconsensual sexual activity between consumers.

Missing Child or Adult Adjudicated Incompetent • The unauthorized absence or unknown whereabouts of a minor or an adult who has been adjudicated incompetent who is receiving services from an APD operated licensed or contracted provider, MW provider or ICF/DD.

Media • An unusual occurrence or circumstance that may bring unfavorable attention to APD or our contracted providers.

Procedure for Missing Children or Incompetent Adult • Immediately call local law enforcement and ask the officer to: • Take a report of the missing child/adult • Assign/provide a case number • Provide a copy of the missing person report when available • If a missing person report is not taken - document name of the officer/agency & speak to the appropriate Watch Commander • Immediately afterward notify APD and provide the above information

Reportable Incidents • Must be reported within One business day by completing an APD Incident Reporting Form • Must be completed by person initiating the report • Fax, electronically mail or personally deliver to the Area Triage Specialist. • Provide immediate notification to the person’s WSC.

Reportable Incidents Include: • Altercations – resulting in law enforcement contact • Consumer Injury requiring medical attention in an urgent care center, emergency room or physician office setting • Consumer Arrest • Missing Competent Adult – > or < 8 hours depending upon the person’s capacity • Suicide Attempt • Other (Specific to the Suncoast Area)

“Other” Reportable Incidents Include: • All Baker Acts • All Unplanned Hospitalizations including visits to the Emergency Room or Urgent Care Centers • All Medication Errors • Medical Case Management • Medication Error Form • All Arrests of provider agency employees & independent providers

Where Do I Find the IR Form? • Go to www. fccflorida.org • Left click on any of the yellow counties for the Suncoast Area (SC) • Left click on Incident Report Form SCR1105 • Submit electronically using Adobe Reader • Remember to print the report for your records & the WSC before transmitting your report • Handwritten Incident Reportsmust be legible and are to be faxed to Linda Henderson, Triage Specialist at (813) 233-4307 • Any questions about incident reporting should be directed to Ms. Henderson at (813) 233-4334 or via email at linda_henderson@apd.state.fl.us

What Happens with the Incident Report? • Logged into a database, • Triaged by Triage Specialist • Forwarded to appropriate APD Staff for follow-up: • Helene Coutu, Special Services • Ken Winn, Behavior Analysis • Rick Robertson, Residential Services • Laurie Harlow, Administrative Processing

APD Risk Management functions: • Review Incidents • Ensure necessary follow-up including: • Direct intervention • Technical assistance • Initiation of a provider corrective action plan • Enter final results into a database for analysis of patterns & trends of critical/reportable incidents

KNOWLEDGE REVIEW • What types of incidents are classified as critical incidents? • How soon must critical incidents be reported? • If a critical incident occurs after normal business hours or on a weekend who is the incident reported to? • Who else must be notified? • Oral reports must always be followed up by an _________________?

KNOWLEDGE REVIEW (continued) • What are some types of reportable incidents? • What reportable incidents are classified as “Other”? • Where can you find the Incident Report? • What do you do prior to submitting the report?

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INCIDENT REPORTING