Incident Reporting and Risk Prevention for Consumers Living in the community or in ICF/DDs No. 10-002

Purpose

To establish a procedure and guidelines for identifying. Reporting and analyzing information related to critical and reportable incidents and risk prevention involving clients of APD living in the community.

Define Critical Incidents & Reportable IncidentsTo Know how and where to send Incident Reports.

(1) The most current contact information for reporting incidents to the APD Regional and Field Office.

(2) The after-hours contact phone number of the APD Regional Operations Manger or designee for reporting.

CJA Office Responsibilities and Reporting ProceduresAgency Providers have the responsibility

to:Oral Report to APD and by telephone or

in person within ONE HOUR of becoming aware of the incident.

Immediate Notification of WSCFollow-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.apd.myflorida.com

Agency Staff ResponsibilitiesAgency Staff responsibility are to:

Notify the Agency immediately of becoming aware of the incident.

Write a report in 24hours with the occurrences in details including o Persons involved, Name, date of birth, sex, relationship to APD.o Date of incident, Time of incident, County, who you notified, location

of the incident, provider information (name, phone number, address)o What kind of incident: critical incident or reportable incident.o Description of event in details (who, what, where, how, any injury or

treatment provided.If you are not able to contact the office and or the agency emergency

line, please follow the instructions in the next slide.

Note: Please remember this is after the situation is under control and the proper emergency department has been contacted, and recipient is under appropriate care.

Who do I report When CJA Office Cannot Be Reached.?   Providers are required to provide telephone notification

immediately on all Critical Incidents to Carol Solomon at (407) 245-0440 EXT. 632 and/or Jeannette Estes at (863) 581-6824 during work hours.    For Afterhours reporting, please provide notification by calling the telephone numbers listed below that represents the Area of where the incident occurred in the Central Region.  An Incident report with detail information must follow the verbal notification.  Please see the attached Incident Reporting Form for your use.

             ·       Area  7  (321) 231-5858 ·       Area 13 (352) 303-2637 ·       Area 14 (863) 581-6824

Where Do I Find the Incident Report Form When CJA Office Cannot Be Reached.?

◦ Go to www. Apd.mylorida.com ◦ On top click on providers◦ On the drop box choose Incident Reporting◦ Press Incident Reporting Form

Remember to print the report for your records & the office of CJA Behavioral Services before transmitting your report

Handwritten Incident Reports must be legible and are to be faxed to Any questions about incident reporting should be directed to CJA

Behavioral Services office (407) 483-9520Submit electronically using Adobe ReaderThe phrase “APD Critical Incident (contains confidential or exempt

information)’ must be in the subject line. central.incidentreports@apdcares.org Initial report and follow up reports Death report central.medicationerrors@apdcares.org Medication Error reports Corrective Action Plan

Two Reporting Incidents

APD divides reporting incidents in two:1. Critical Incidents2. Reportable Incidents

Critical Incidents Include:Consumer DeathSexual MisconductMissing ChildAdult Adjudicated IncompetentMedia – an unusual occurrence

that may result in unfavorable media attention

i) Critical Incidents(1) Unexpected Client Death The death of an client of APD that occurs due to or

allegedly due to an accident, act of abuse, neglect, or other unexpected incident. This may include, but not be limited to, homicides, motor vehicle accidents, accidental drug overdose. Heart attack, stroke, trauma, sudden death from an undiagnosed condition, or rapid deterioration from medical conditions.

o Deaths must be reported within ONE HOUR of becoming aware of the death.

Upon notification, a Report of Death (ROD) is initiated and completed by the Medical Case Manager. The ROD must be forwarded to the State Office.

(2) Life threatening Injury The severe injury involving a substantial

risk of death, loss of or substantial impairment of body. This injury or condition may be a result of or allegedly due to an accident, act of abuse, neglect, or other unexpected incident.

Critical Incidents cont.

Critical Incidents cont.(3) Sexual Misconduct Any sexual activity, as described in s.

393.135,F.S., that occurs between a client and a provider regardless of the consent of the client, or any other nonconsensual sexual activity involving a client.

Critical Incidents cont.

(4) Missing Child or Adult Who Has Been Adjudicated Incompetent

The unauthorized absence or unknown whereabouts, for more than one hour, of a minor or an adult who has been adjudicated incompetent and is receiving services from an APD provider. When reported by the provider, a case number from law enforcement should be provided.

Critical Incidents cont.

(5) Media Involvement An unusual occurrence or

circumstance that may initiate unfavorable media attention.

Critical Incidents cont.(6) Client Arrest The arrest of a client as a result of

violent crime at any time

Critical Incidents cont.(7) Verified Abuse, Neglect or

Exploitation Investigation A Protective Investigation from the

Department of Children and Families (DCF) that verifies a provider of provider staff has committed an act of abuse, neglect and /or exploitation as defined in Chapter 39 F.S and Chapter 415 F.S., of a client.

Reportable IncidentsMust 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.

ii) Reportable Incident

(1)Expected Client Death A Client death that is considered

“natural” from long-standing progressive medical conditions or age-related conditions. (e.g. end-stage kidney or liver disease) A Report of Death (ROD) is to be initiated and completer by the Medical Case Manager who forwards to the State Office.

Reportable Incident cont.(2)Altercation A physical confrontation occurring

between a client and a member of the community, a client and provider, or two or more clients at the time services are being rendered and that results in law enforcement contact. If the altercation results in client injury requiring medical attention in an urgent care, emergency room or physician’s office setting, it is to be reported as a Client Arrest.

Reportable Incident cont.(3) Client InjuryAn injury sustained or allegedly

sustained by a client due to and accident, act of abuse, neglect or other incident occurring during the time s/he is receiving services from an APD provider that requires medical attention in an urgent care center, emergency room, or physician office setting. The injury sustained is bit categorized as life-threatening.

Reportable Incident cont.(4) Missing Competent AdultThe unauthorized absence or unknown

whereabouts beyond eight hours of an legally competent adult client receiving services from an APD provider. If the person is known to lack capacity to make safe decisions, it is the sole discretion of the provider to report the person missing prior to eight hours to the Regional/Field office and law enforcement.

Reportable Incident cont.

(5) Suicide Attempt An act which clearly reflects the

physical attempt by a client to cause his or her own death.

Reportable Incident cont.(6) Baker ActThe involuntary admission of a

client of APD to a receiving facility for involuntary examination or placement for psychiatric care. Criteria for initiating a Baker Act placement, and individuals authorized to initiate a Baker Act of an individual is defined within Chapter 394 F.S.

Reportable Incident cont.

(7) Non-violent Crime Arrest of a client, which occurs while a

client is under the direct care of a licensed or contracted provider, or Medicaid Waiver provider as a result of non-violent crime. (e.g. drug related charges, loitering)

Reportable Incident cont.(8)Other Any event not listed above that jeopardizes

a client’s health, safety or welfare. Examples may include but are not restricted to severe weather condition damage (e.g. tornadoes or hurricanes), theft of client’s money or property, or other hazardous events or conditions. If the event may generate unfavorable media attention, it is to be reported as a critical incident under the category of “Media Involvement.”

Reporting Requirements For Critical Incidents cont.

Follow up measures taken by the Agency provider or APD staff, as appropriate, to protect clients, gain control of or manage the situation must be noted on the second page of the Incident Reporting Form which may be completed at a later date, The measures must specify what actions will be taken to mitigate a recurrence of similar incident.

Follow-Up cont.(d) Conduct the appropriate follow up to the

incident reported. Follow up information submitted shall include, if applicable, but not be limited to the following:(i) Names and relationship to the Agency of all participants involved in the incident,(ii) Competency information of client(s) involved,(iii) Results of any Medical Case Manger’s (MCM) review,(iv) If the incident is a death, the MCM is to initiate and complete a ROD. Any identified planned autopsy noted in the ROD is to be followed up on with the results forwarded to the State Office’s Medical Case Manager to review.

Follow-Up cont.

(v) Verification that other clients in the care of the provider are not in danger,(vi) Any police Investigation, Police report or Protective Investigation report regarding this incident,(vii) Any Administrative Complaint or Agency Action being taken on the Provider as a result of the reported incident.

What we learned?

How many category of incidents APD have?

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? (If CJA can not be reached)

What we learned?(continued)Sexual Misconduct is any sexual

activity, as described in s. 393.135,F.S., that occurs between a client and a provider regardless of the consent of the client.

Reportable Incidents must be completed by:

Expected Client Death is a critical incident

What we learned?(continued)Other reportable incident are theft of

client’s money or property, or other hazardous events

After making an incident report, is not necessary to do follow ups.

Where can you find the Incident Report?Your quiz is available at: testmoz.com/564123

Remember to call CJA Office at (407)483-9520 for you access passcode.