When something goes wrong in aged care, even if no one is hurt, it still matters. Reporting incidents, big or small, helps prevent harm, protect residents, and meet legal obligations. But here is the catch—reporting only works when there is a clear, simple policy behind it.

If your staff are guessing what to do when something goes wrong, your incident reporting policy is not doing its job.

So let us fix that.

Whether you are writing a new policy or reviewing an old one, this guide will walk you through it—step by step—with a few laughs along the way. And yes, we will point you to useful aged care policy templates from Governa AI that can help you write faster and smarter.

Why You Need a Solid Incident Reporting Policy

Think of your incident reporting policy like a safety net. It catches mistakes, helps fix hazards, and shows regulators that you are taking your duty of care seriously.

In Australian aged care, this is not a nice-to-have. It is a legal and ethical requirement. A well-written policy helps you:

• Stay compliant with the Aged Care Quality Standards
  
• Support staff with clear steps for what to do
  
• Keep residents safe by spotting trends early
  
• Prevent future harm through smart follow-ups
  

Without one, you are walking a tightrope with no net.

What Is Incident Reporting in Aged Care?

Incident reporting is simply writing down what happened when something goes wrong—or almost does.

This can include:

• A resident fall
  
• Medication errors
  
• Aggressive behaviour
  
• Equipment failure
  
• Near misses (yes, even the ones where no one got hurt)
  

Your policy needs to explain who reports, what gets reported, when it should be done, and what happens next.

Start with the Basics: Purpose and Scope

Every good policy begins with two things:

1. Purpose – Why does this policy exist?
   
2. Scope – Who does it apply to?
   

Keep this short and straight. For example:

“This policy outlines the process for reporting and managing incidents that affect residents, staff, visitors, or the facility. It applies to all employees, volunteers, and contractors at [Facility Name].”

This sets the tone and keeps everyone on the same page.

Define What Counts as an Incident

Here is where people often get stuck. If you do not spell out what an incident looks like, staff might hesitate or leave things unreported. So, be clear.

Break it into simple categories:

• Resident-related incidents – Falls, injuries, behavioural issues
  
• Medication-related incidents – Wrong dosage, missed meds
  
• Staff incidents – Workplace injury, verbal threats
  
• Environmental incidents – Broken equipment, fire risks
  
• Near misses – Things that almost happened but got caught in time
  

A good trick? Add examples. People remember stories more than lists.

Set Out the Reporting Process (Step-by-Step)

This is the meat and potatoes of your policy. No one wants to guess what comes next when there is stress in the air.

Here is a simple, effective process:

1. Identify and Respond Immediately

If someone is hurt or at risk, safety comes first. Staff must step in and manage the situation before anything else.

2. Notify the Right Person

Say who needs to be told right away—usually a manager or supervisor. Some events must also be reported to the Aged Care Quality and Safety Commission.

3. Document the Incident

Use an incident report form. This should include:

• Time and date
  
• People involved
  
• What happened (in plain language)
  
• Immediate actions taken
  
• Any witnesses
  

Make sure your form is easy to use. If it is too complex, it will sit in the drawer gathering dust.

4. Escalate Serious Events

For major incidents or risks, staff must know how to escalate. This could mean alerting clinical staff, notifying family members, or calling emergency services.

5. Review and Follow Up

This is where your adverse event policy kicks in. Investigate what went wrong and what can be done to stop it happening again.

Include Timelines and Responsibilities

Make it crystal clear:

• Who is responsible for completing reports
  
• When reports should be submitted (e.g., within 24 hours)
  
• Who reviews them
  
• Who follows up
  

No grey areas. People need to know what is expected of them.

Link to Broader Safety Policies

Your incident reporting policy does not sit alone. It works with your:

• Infection control procedures
  
• Medication administration guidelines
  
• Workplace safety policies
  
• Adverse event policy
  

Refer to these policies where needed—but keep your writing light. No one wants to chase five documents to answer one question.

Use Simple, Human Language

You want staff to actually read this policy, not fall asleep halfway through. Use plain, clear words. Avoid long, fancy terms that sound impressive but mean little on the floor.

Say this:

“Write down exactly what you saw, using your own words.”

Not this:

“Provide a comprehensive narrative elucidating the circumstances of the precipitating event.”

(If you ever write “elucidating” in a policy, go make yourself a cup of tea and start again.)

Make It Easy to Find and Use

Do not let your policy gather cobwebs in a binder. Keep it:

• Accessible (online and in print)
  
• Easy to understand
  
• Supported by staff training
  

Better yet, pair it with aged care policy templates from Governa AI. These are written for Australian aged care and meet the latest compliance requirements.

Train Staff and Keep It Alive

You cannot just drop a policy into a folder and call it done. It needs to live and breathe.

So:

• Include incident reporting in induction
  
• Run refresher training
  
• Hold quick toolbox talks after incidents
  
• Ask for feedback—staff know what works
  

If people feel safe reporting, they will do it. If they are scared of blame or paperwork, they will stay quiet.

Review and Update the Policy Regularly

Regulations change. So does your workplace. Your policy should reflect both.

• Review it at least every 12 months
  
• Update it after major incidents or audits
  
• Document the review date and version number
  

Use feedback from staff to improve it. They are your eyes and ears on the floor.

Where to Find Quality Templates

Writing from scratch takes time. Governa AI offers aged care policy templates that save you hours and help you get it right the first time.

These are made for Australian care providers and come ready for you to customise.

Final Thoughts

A good incident reporting policy is not just a bunch of paperwork. It is about protecting people, learning from mistakes, and keeping aged care homes safe and calm.

So do not treat it like another form to tick. Treat it like the safety net it is.

And if you need a little help building yours, Governa AI is ready when you are.

Take the next step.
📄 Browse our ready-made aged care policy templates and build a policy that protects your people and keeps your care home compliant.