1. Special Incident Reporting Requirements
South Central Los Angeles Regional Center
Vendor Technical Assistance Training
July 2017

2. Housekeeping Restrooms Cell Phones Introductions Handouts
Training Outline

3. Training Outline Mandated Reporters Special Incident Reports
Legal Obligations and Responsibility
Penalties and Safeguards
Special Incident Reports
Special Incident Report
Who is Required to Report and to Whom do They Report
What is Reported
Types of Incidents
Content Requirements
When are Reports Due
Timelines
Where and How are Reports Submitted
Activity, Discussion and Questions

4. Who is a Mandated Reporter
In the scope of their employment, an individual who has a special relationship or contact with a consumer or a facility or program.
Is legally required to report if he/she knows of an actual or have a reasonable suspicion of an abuse or neglect.
Includes:
Care Custodians
Health Practitioners
Clergy**
Other

5. Legal Obligations in California
Telephone “Protective Service Agency” as soon as possible.
File a written report.

6. Employer’s Responsibility
Required to inform employees of their responsibilities.
Required to have employees sign a statement to the effect that he/she has knowledge of the provisions of the Mandated Reporter Law, and will comply with those provisions.
Keep blank forms on file at all times.
Maintain good record keeping and documentation.

7. Penalties GUILTY of a misdemeanor crime. Punishment includes:
Six months in county jail
Up to $1,000 in fines.
Loss of license or credential

8. Employee Safeguards Cannot be prevented from reporting.
Cannot lose their job for making a report.
Identity if kept confidential.
Not required to inform parents of the report.
Employers must inform employees of their responsibilities.

9. Special Incidents
Documentation prepared by vendor staff or long-term health care facility staff detailing a special incident and provided to the regional center.

10. Why Write and Submit the Report
CLIENT SERVICES
STATE REQUIREMENTS
Documented data is available to analyze and use to ensure the client’s health and safety in future
Satisfy regulations
Ensure accurate data is available
Analyze and trend incident data
To meet personal and professional responsibility

11. Who is Required to Report
All vendors and long-term health care facilities must report incidents during the time the consumer was receiving services and supports.

12. Who Receives the Report
Regional Centers
If you are a licensed facility or program:
Department of Social Services’ Community Care Licensing Division
Department of Health Services’ Licensing and Certification Division

13. Vendoring Regional Center v. Case Management Responsibility
When the regional center with case management responsibility is not the vendoring regional center, a special incident must be reported to BOTH parties.

14. What Do You Report (#) Suspected Abuse/Exploitation Suspected Neglect
Serious Injury/ Accident
Unplanned or Unscheduled Hospitalization
Crime Victim
Missing Person
Death

15. Additional Reporting Per Regional Center
Serious Injury/Accident
Injury from all accidents
Injury of unknown origin
Injury from a seizure
Injury from another consumer
Injury from a behavioral episode

16. Additional Reporting Per Regional Center
Aggression
Act to self
Act to another consumer
Act to staff
Act to family member
Act to visitor

17. Additional Reporting Per Regional Center
Other Incidents
Rights Violation
Pregnancy
Disease Outbreak
Fire
Suicide Attempt
Threatened Suicide

18. Additional Reporting Per Regional Center
Other Incidents
Medical Emergency
Property Damage
Sexual Incident (not rape)
Unauthorized Absence (law enforcement not notified)

19. Content Requirements Name, address and telephone number
Date, time and location of the special incident
Name(s) and date(s) of birth of the consumer(s) involved
Description of the Special Incident

20. Content Requirements Description of the alleged perpetrator(s)
Age, height, occupation, relationship to consumer
Treatment provided
Name and address(es) of witness(es)
Action taken by the vendor, the consumer or any other agency(ies) or individual(s)

21. Content Requirements Law enforcement, licensing, protective services
Other agencies, individuals notified of the special incident or involved in the special incident
Family member(s) or the consumer’s authorized representative who have been contacted and informed

22. The Incident Description
Thorough
Accurate
Clear
Grammatical

23. Description TIPS
Unless you witnessed the incident, don’t write as if you did
Document what witnesses reported to you
Don’t draw conclusions or make judgements

24. The Incident Response Cycle (#)
Explore causes
Note and make necessary procedural, supervision or programming changes
Track follow-up & completion

25. Timelines
Verbal report immediately, by the end of the business day, but not more than 24 hours after learning of the occurrence.
Written report within 48 hours after the occurrence.
By telephone, electronic mail or fax.

26. Training Your Staff- All the Resources You Need
DDS.CA.GOV
SEARCH SIR OR SPECIAL INCIDENT REPORT (248 RESOURCES)
SEARCH DSPT OR DIRECT SUPPORT PROFESSIONAL TRAINING
CLICK LAWS AND REGULATIONS; CLICK TITLE 17; SEARCH 54327

27. The Incident – Would You Report
Activity
You come to work on Monday morning and notice that Ben did not receive his seizure medication last evening. This is the 3rd time the same staff failed to give Ben his seizure medication.

28. The Incident – Would You Report
Activity 2. It was 3am and Sharon reported that she didn’t feel well. She then vomited the dinner she had an hour earlier. She was hot to the touch and her skin flushed.

29. The Incident – Would You Report
Activity 3. “JJ” returned from a weekend visit with his Aunt Lilla and Uncle John. JJ is limping and reports that his ankle hurts.

30. The Incident – Would You Report
Activity 4. Noah was acting out. Not only was he yelling, throwing various items and hitting his peers. Staff implements CPI techniques by holding Noah on the ground and putting pressure on his chest. Their goal is to intervene in an effort to keep Noah and his peers safe. After Noah settles down, staff notices that his breathing is labored and he is slipping and out of consciousness.

31. The Incident – Would You Report
Activity 5. Donna reports that she and Daryl had consensual sex while riding home on the van. She further reports that Jacob watched and then stated that it was his turn. She told him no, stating that she didn’t like Jacob. She then reported that he pushed her down and had sex with her anyway. Daryl egged him on. The van driver had headphones on and was listening to music as he drove the van.

32. The Incident – Would You Report
Activity
Would you report and why?
What additional information would you seek before reporting?
Would you take any safety or treatment actions? What and why?
What preventative measures would you take?
Would you consider a disciplinary actions or a discipline policy? Discuss.