NDIS incident reports are essential for maintaining participant safety and staying compliant with NDIS regulations. Whether you're a new provider or have been in the industry for years, understanding how to effectively manage and document incidents can save time, reduce risk, and improve service quality. This guide will walk you through everything you need to know about NDIS incident reports—from when to report, what to include, and even examples to follow.

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What are the NDIS incident reports?

An NDIS incident report is basically a detailed record of any event that affects an NDIS participant's safety or well-being. It could be anything from an injury to neglect, or any other situation where your team need to take action to keep the participant safe.

By documenting incidents properly, NDIS service providers can find out what went wrong, take steps to fix it and work towards preventing similar issues in the future.

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How do NDIS incident reports differ from progress notes?

NDIS incident reports and progress notes might sound similar, but they serve very different purposes. NDIS providers use incident reports to record specific events that impact a participant's safety or well-being. They focus on what went wrong, how it was handled, and how to prevent it from happening again. 

Although you can write incident reports within progress notes, they need to include specific information about the incidents. You also need to store incident reports a set location that is easily accessible. You may need to share them with the participant's friends and family, so make sure you have the NDIS incident management system.

NDIS progress notes, on the other hand, are more like an ongoing record of a participant's day-to-day activities and support. They help track the participant's progress, what supports were provided, and any changes in their needs or goals.

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When should you report incidents to the NDIS?

Once an incident occurs, you must submit a separate report to the NDIS through PRODA. You typically need to report the incidents within 24 hours, though some incidents may allow up to five working days. Having a specific staff members, like Authorised Reportable Incidents Approvers and Notifiers, to oversee these tasks plays an essential role in ensuring timely and accurate submissions.

Additionally, your incident reporting procedure should be clearly documented and all staff can easily access it.

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Which incidents are considered reportable?

Reportable incidents under the NDIS represent the most serious breaches of participant safety and well-being. You are required to notify the NDIS Commission of both proven and alleged incidents. 

A reportable incident must occur in connection with the provision of disability supports or services, and it must fit into specific categories below:

• Death of a person with a disability
• Serious injury of a person with a disability
• Abuse or neglect of a person with a disability
• Unlawful sexual or physical contact with, or assault of, a person with a disability
• Sexual misconduct, committed against or in the presence of a person with a disability, including grooming
• Use of restrictive practices without proper authorisation or without a behaviour support plan

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What elements should NDIS incident reports include?

Effective NDIS incident reports template should capture all key information related to the incident. This includes:

• Who is filling in the report: The name and role of the person documenting the incident.
• Who the NDIS participant is: Basic details to identify the participant affected.‍
• The primary category of incident: Which category does the incident fall into?
  • Death of a person with a disability
  • Serious injury of a person with a disability
  • Abuse or neglect of a person with a disability
  • Unlawful sexual or physical contact with, or assault of, a person with a disability
  • Sexual misconduct, committed against or in the presence of a person with a disability, including grooming
  • Use of restrictive practices without proper authorisation or without a behaviour support plan‍
• A description of what happened: A clear account of the incident, including all relevant incident's details.‍
• The impact on the NDIS participant: Details on how the incident affected the participant.‍
• The time, date, and place of the incident: Accurate information on when and where the incident occurred.‍
• Who was involved in the incident: The names and roles of everyone involved, including staff, participants, and any others.‍
• Contact details for any witnesses: Names and contact information for anyone who witnessed the incident.‍
• A description of the actions taken to support the participant: Immediate actions taken to ensure the participant's safety and well-being.‍
• Whether the incident was reported to the police or other organisations: Details about whether law enforcement or other bodies were informed.

Additionally, you may need to include more details when reporting incidents to the NDIS, such as:

• Description of ongoing support: Outline the ongoing measures being taken to support the participant after the incident.
• Reason for considering it reportable: Explain why the incident meets the criteria for being a reportable incident.
• Details of any investigation: Information on any investigations conducted, including findings and outcomes.

Updated risk assessment: Provide an updated assessment on how to minimise the chances of similar incidents occurring in the future.

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How can you effectively write an NDIS incident reports?

Writing an effective NDIS incident reports is all about being thorough, clear, and objective. Here are some tips to help you write a solid report:

1. Stick to the facts: When describing the incident, avoid opinions or assumptions. Write down exactly what happened, including the sequence of events and the people involved.
2. Be concise but detailed: Provide enough information so that anyone reading the report can understand what occurred, but avoid unnecessary details. Stick to the key facts and make sure your writing is clear and straightforward.
3. Use simple language: Avoid jargon or overly technical terms. Write in a way that anyone could understand, as the report may be shared with external bodies or the participant’s family.
4. Ensure accuracy: Double-check all the details, including names, dates, and times. Any inaccuracies can lead to confusion or misinterpretation of the incident.
5. Be timely: Write and submit the incident report as soon as possible after the incident occurs. Prompt reporting is crucial to ensure proper follow-up actions are taken.
6. Document actions taken: Clearly outline the immediate actions taken to support the participant and prevent further harm. Also, describe any ongoing support or follow-up measures being implemented.
7. Review and revise: Before finalising the report, review it to make sure all necessary information is included and that the report is well-organised.

Effective incident reporting helps ensure participant safety, maintains compliance with NDIS requirements, and supports continuous improvement in service quality. A well-written report provides a clear, comprehensive account of the incident, which is essential for accountability and learning.

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NDIS incident report examples

Here is an example of an NDIS incident report to help illustrate what a well-documented report should look like:

Who is filling in the report: John Smith, Support Worker

Who the NDIS participant is: Sarah Johnson, Participant ID #12345

Who was involved in the incident: 

• Sarah Johnson (participant)
• John Smith (support worker)
• Emily Davis (support worker assisting the outing)

Primary category of incident: Serious injury of a person with a disability.

A description of what happened: On 15th September 2024, at approximately 10:30 AM, Sarah was walking in the community park during an outing organised by the support staff. Sarah tripped over an uneven section of the footpath and fell, hitting her right arm against the ground.

The impact on the NDIS participant: Sarah experienced immediate pain in her arm and was visibly distressed. No visible cuts were noticed, but her arm appeared swollen.

Contact details for any witnesses: Emily Davis, Support Worker, Phone: 0412-345-678

The actions taken to support the participant: Emily immediately provided first aid, including applying an ice pack to reduce the swelling. Sarah was then taken to the local clinic for a medical assessment.

Whether the incident was reported to the police or other organisations? No, The incident was not reported to the police, but Sarah's family was notified immediately, and a follow-up medical appointment was scheduled.

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FAQ

Who should prepare an NDIS incident report?

The person who witnessed or was involved in managing the incident, typically a support worker or staff member who has direct knowledge of the situation, should prepare an NDIS incident report.

Why are incident reports important for NDIS providers?

Incident reports are important for NDIS providers because they help maintain participant safety, ensure compliance with regulatory requirements, and support continuous service improvement by identifying and addressing risks.

Do unregistered NDIS providers need to submit incident reports?

Yes, unregistered NDIS providers still need to report incidents if they are delivering services or supports funded by the NDIS. This helps ensure that all participants receive safe and high-quality care.

What are the rules of NDIS incident reporting?

NDIS incident reporting rules require that service providers need to document and report any incident affecting a participant's safety or well-being be documented and reported to the NDIS Commission within specified timeframes. Reports should include all relevant details, and serious incidents must be submitted through PRODA, typically within 24 hours.