Policy: Incident, Injury, Trauma And Illness

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1 Policy: Rev May 15 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 Page 1 of 7

2 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 Page 2 of 7

3 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 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-safetytopics/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 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-safetytopics/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. Page 3 of 7

4 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 o o o Provide each person with an opportunity to present their own version of the incident; Present any specific allegations for response; Ask any other relevant questions arising from statements by other persons, particularly if there is a conflict or contradiction; 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 Page 4 of 7

5 Poisons and Hazardous Substances Occupational Health and Safety References: WorkSafe Victoria Australian Children s Education & Care Quality Authority Page 5 of 7

6 Appendices 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 Page 6 of 7

7 Flowchart: Incident, Injury, Trauma and Illness Reporting Rev May 15 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 All Staff 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 Complete Incident, Injury and Complete Incident, Injury, Complete Incident Accident and Complete Incident, Accident Complete Incident Accident and Complete Incident, Accident and Trauma, Illness Record Trauma and Illness record Hazard Report Form. and Hazard Report form Hazard Report Form. Hazard Report form Notify Responsible Person immediately. Obtain parents signature and provide copy of incident form to parent. Notify Responsible Person immediately. Notify Responsible Person immediately. Responsible Person Complete ACECQA Form SI01via NQA ITS in accordance ACECQA timelines. ( supporting copy of Incident form as required.) Provide copy of incident form to parent and obtain parent signature. 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. - Notify Centres Director of incident as soon as practicable. File original incident form and copy of ACECQA form in child s file. 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). 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. File copy of both forms in Location Incident report file. Appendix 1

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9 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)...

10 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.

11 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:...

12 Particulars of Injury /Illness Nature of injury sustained: Abrasion, scrape Cut / Bruise Broken bone / fracture Burn Concussion Sprain /Strain Slip/Fall Object in Eye Other (please specify)... 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:.../.../...

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