Incident Reporting

Incident Reporting

POLICY

It is the policy of Mid-Ohio Psychological Services, Inc to maintain records, review data and attempt to alter incidents which pose a risk to the health, safety, and welfare of agency staff, clients, and other persons that interact with this agency.  All incidents that pose a risk to the health, safety, and welfare of agency staff, clients and other persons that interact with this agency will be reported to the Executive Director who is responsible for managing the incident appropriately and ensuring that the incident is adequately documented and reported to the appropriate agencies.

  1. Major Unusual Incidents include but are not limited to death/serious injury of client, employee, contract staff member, volunteer, or student intern, on program premises performing tasks for the program or participating in program activities, any allegations of physical/sexual/verbal abuse of a client, or any allegations of staff neglect of a client.
    • Any allegations of physical/sexual/verbal abuse of a client, or any allegations of staff neglect of a client.
    • Medication Errors
    • Use of Seclusion/Restraint
    • Communicable Diseases
    • Infection Control
    • Aggression or Violence
    • Use and unauthorized possession of weapons
    • Wandering
    • Elopement
    • Vehicular Accidents
    • Biohazardous Accidents
    • Unauthorized use and possession of legal or illegal substances
    • Suicide or Attempted Suicide
    • Sexual Assault
    • Other Sentinel Events
  2. All Major and Unusual incidents that pose a danger to the health and safety of persons served and/or the agency staff are to be reported in writing to the Executive Director.
  3. After reviewing and correcting all incidence, the Executive Director shall ensure that Major and Unusual Incidents are reviewed and reported in the Quality Assurance Activities.  All Major Unusual Incidents will be reviewed monthly, with specific attention to patterns and trends, by the Executive Director and brought to the attention of the Quality Assurance Committee and the Board of Directors.
  4. A written copy of all Major and Unusual Incident reports related to the agency shall be sent to the Executive Director, and when appropriate, to the community mental health board and  OMHAS within twenty-four hours after the event using form DMH-LIC-015 or its sequel or the ODADAS MUI form..

PROCEDURE

Reportable incidents will be classified into one of three levels by the Executive Director or their designee.

Level One— Death/serious injury of client, employee, contract staff member, volunteer, or student intern, on program premises performing tasks for the program or participating in program activities, any allegations of physical/sexual/verbal abuse of a client, or any allegations of staff neglect of a client.  These events must occur on agency premises or directly involve a staff member of the agency.  All Level One MUI’s should include involvement by law enforcement personnel and/or emergency personnel.  Level One MUI’s will be immediately reported to the ADAMH Board of Residence, the Fairfield County ADAMH Board or board where the event took place, and OMHAS.

Level Two–Level One MUI’s that do not occur on agency premises and do not directly involve agency staff but do affect client care.  Level Two MUI’s typically involve law enforcement personnel and/or emergency personnel.  Level Two MUI’s must be reported to the Fairfield County ADAMH Board and the ADAMH Board of Residence. 

Level Three–Level Two MUI’s that do not involve law enforcement personnel and/or emergency personnel but present an opportunity for education or to prevent an event from happening again.  Level Three MUI’s also include any reports of Child Abuse/Neglect that is discovered by staff (not perpetrated by staff) that requires mandated reporting to Children Services.

If you are questioning whether a situation is an MUI, report it, and a determination will be made by the Executive Director and the Operations Director.

Guidelines for Completing Forms

The ODMH Major Unusual Incident Report form or the ODADAS Major Unusual Incident form should always be completed with any MUI or abuse and/or neglect issue.

The second form completed depends on the type of MUI.  If the incident is an MUI event only, then the MUI Narrative Form should be completed.  If it is an MUI involving abuse and neglect, then the Allegations of Child Abuse Form should be completed.

If the allegations of abuse and/or neglect are related to an agency staff member, then all three forms should be completed.

Reporting Child Abuse Or Neglect

In the event that any employee, contract staff, student intern, or volunteer of Mid-Ohio Psychological Services, Inc. becomes aware of child abuse or neglect, of a child under eighteen years of age or a mentally retarded, developmentally disabled, or physically impaired child under twenty-one years of age has suffered or faces a threat of suffering any physical or mental wound, injury, disability, or condition of a nature that reasonably indicates abuse or neglect of a child, shall immediately report that knowledge or suspicion to children’s services, or the other appropriate agency responsible for the protection of children ,including a municipal or county peace officer in the county in which the child resides or in which the abuse or neglect is occurring or has occurred.  The report may be given by telephone, and shall be followed by a written report utilizing the forms as identified above.  The report  will include the names and addresses of the child and parents or the person or persons having custody of the child, the child’s age, the name and address of the purported offender if available, nature of the abuse or neglect including type, extent, duration, and approximate date(s) of the incident(s), circumstances regarding the abuse or neglect, including any evidence of previous injuries, abuse, or neglect, the child’s current condition, and other information that might be helpful in establishing the cause of the known or suspected injury, abuse, or neglect or the known or suspected threat of injury, abuse, or neglect.  This will be done whenever child abuse or neglect is known, suspected, or reported.  Client confidentiality, in these cases, is not applicable to reporting child abuse or neglect; however, client information regarding treatment and treatment-related issues not related to the reported incident is protected from unauthorized release.

Mid-Ohio Psychological Services, Inc. views the abuse or neglect of vulnerable clients (this includes children, elderly persons, and handicapped adults) an extremely serious matter.  Statutorily, all professionals aware of child abuse or neglect are required to report such abuse or neglect to Children’s Services Board or applicable police/sheriffs department.  It is the position of Mid-Ohio Psychological Service, Inc. that all abuse of handicapped or elderly adults shall be reported to the Department of Human Services, Division of Adult Protective Services or the Board of Mental Retardation and Developmental Disabilities, (depending on the handicap or intellectual functioning level of the client), for the purposes of investigation.

Failure to report child or adult abuse or neglect may result in a number of punitive actions including termination of employment and professional sanctions.  The following procedure is to be followed for reporting:

  1. Contact the appropriate agency as outlined above.
  2. Record the date, to whom and the response of the reporting of said issue in the case note.
  3. Verbal report to agency followed up within 24 hours with a written report, using the Child Abuse Report Form, to the sheriff’s department or police department in jurisdiction of client residence and to child protective services agency or county mental retardation/developmental disabilities board if appropriate (if client is an adult).  The written report will include a space and request for a response from the agency to whom the incident was reported to within 30 days of the date of report.
  4. File a copy of the form in the Child Abuse and Neglect binder and client’s file.

It is the responsibility of the Executive Director to assure that the staff is familiarized and comply with this policy.
 

Reporting of Abuse Perpetrated by Staff

Mid-Ohio Psychological Services, Inc. views the physical, sexual or emotional abuse or neglect of clients by employees, contract staff, student interns, and volunteers an extremely serious matter.  Any personnel witnessing or having knowledge of a suspected abuse or neglect incident by other staff persons shall report such information to the administration of the agency immediately.  All allegations of this nature will then be reported in writing, utilizing the Major And Unusual Incident Form, by the Executive Director to the Fairfield County ADAMH Board, OMHAS and the county mental health board of the client’s residence within 1 working day of receiving the allegation.  Immediate steps must be taken by the agency to assure the personal safety and well being of the client.  This includes, but is not limited to, acquiring different residential placements for clients in foster home or other supervised housing situations, re-assignment of therapists, etc.

In the event that the client is a child, the incident must also be immediately reported to the Children’s Services Board which shall assume primary responsibility for conducting the investigation.

All reports of adult abuse shall be reported to the staff of the Fairfield County ADAMH Board, OMHAS  and the Adult Protective Services agency serving the location of the alleged abuse. In dealing administratively with this class of case, charges may be sustained against the employee if the offense is reasonably established on the evidence.  It is not necessary that a finding of abuse be based on proof of guilt beyond a reasonable doubt, as prevails in court determinants.  The trust resting in Mid-Ohio Psychological Services, Inc. for the care of clients is such that charges of abuse must be sustained if the fact of such abuse is reasonably shown by the evidence as a whole pertaining to the case.  Employees, contract staff, student interns and volunteers who are found to neglect or abuse clients will be reported to the appropriate professional regulatory boards and law enforcement authorities where applicable.

It is the responsibility of the Executive Director to assure that the staff is familiarized and comply with this policy and each staff member will be provided a copy of this policy.

Rev. 2/20/13