SAMPLE POLICY WORK

g. Roles and Responsibilities in Incident Reporting and Investigation To ensure that the incident reporting and investigation process is effective, clear roles and responsibilities are assigned at every level:

1. All Staff •

Immediate Reporting: – Every employee is responsible for immediately reporting any incident or near-miss that could compromise safety or quality. – Staff must be familiar with the standard Incident Report Form and the timeline guidelines for reporting.

2. Immediate Supervisors • Initial Response: –

Supervisors are responsible for receiving the initial report, ensuring that proper first ‑ aid or emergency procedures are implemented, and documenting initial observations.

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Communication: –

Inform the Quality Assurance and Compliance teams directly while ensuring that the incident is logged in the internal reporting system.

3. Incident Response Team • Investigation Oversight: –

This designated team is responsible for the prompt review and thorough investigation of incidents. – They coordinate the data collection, organize root cause analyses, and develop corrective action plans. • Interdisciplinary Involvement: – Include members from clinical, administrative, safety, and IT departments depending on the nature of the incident. • Documentation: – Ensure that every step of the investigation is recorded in detail, with supporting documentation stored centrally.

4. Quality Assurance and Compliance Teams • Monitoring and Auditing: –

Oversee the entire incident reporting and investigation process to ensure consistency and compliance with regulatory mandates. Policy Integration: – Review incident outcomes and integrate lessons learned into updates for operational protocols, training modules, and quality improvement initiatives.

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