Incident Policy


Participate OT is committed to providing and maintaining quality occupational therapy services, and this policy outlines how we detect and manage incidents.


This policy applies to supports and services provided to all participants.

What is an incident?

An incident is broadly defined as:

  • any event or circumstance that resulted, or could have resulted, in unintended and/or unnecessary harm to a person, or loss or damage to property
  • a near miss which did not cause harm, but had the potential to do so
  • any event which deviates from standard policy or procedure anything illegal (e.g. assault, sexual misconduct, fraud).

Our obligation

  • we are committed to ensure the rights of people with disability are upheld and supported
  • we aim to provide a high standard of duty of care and to ensure the safety and well-being of each participant using our services, our employees and members of our community
  • we will foster a culture of continuous improvement with a proactive approach to preventing incidents
  • if an incident occurs, we will promptly and appropriately respond to the incident in an equitable, objective and fair manner
  • we will record all incidents, report (if required) and investigate (if required)
  • we will ensure the principles of procedural fairness are maintained by providing those affected an opportunity to give their side of the story and to comment on any adverse views
  • we will maintain an incident management system to aid in recording, managing and resolving incidents
  • the incident management policy and process is provided to participants and stakeholders via email or hard copy during on-boarding and at any time by request.

Incident Policy questions and feedback 

If you would like a copy of this policy, or if you have any privacy questions or feedback, please contact us at:

0413 939 445

Organisational responsibilities when responding to incidents 

When responding to an incident it is the organisation’s responsibility to:

  • immediately respond to an incident to ensure the safety and wellbeing of participants and others at risk
  • report to police (if appropriate)
  • contact relevant support services e.g. sexual assault support services (if appropriate)
  • preserve evidence of the incident
  • notifying relevant next of kin, family or guardian (as appropriate)
  • plan and undertake actions to provide ongoing support to those affect by the incident
  • document key actions undertaken in an internal incident report
  • record incidents in an internal incident register.

Reporting incidents 

Incidents that must be reported to the NDIS Quality and Safeguards Commission include any incident that involves:

  • the death of a participant
  • the serious injury of a participant
  • abuse or neglect of a participant
  • unlawful sexual or physical contact with, or assault of, a participant
  • sexual misconduct committed against, or in the presence of, a participant, including grooming for sexual activity
  • unauthorised use of a restrictive practice in relation to a participant.

Other incidents may require reporting to other agencies, for example:

  • data breach or breach or personal information (OAIC)
  • injury or death of a worker while on duty (local state or territory WHS authority).

Any incident involving crimes such as assault, theft and fraud must be reported to police.

​Responsibilities of key management personnel

  • ensuring employees have the necessary skills to manage incidents
  • recording serious incidents
  • managing escalated incidents and serious incidents
  • reporting serious incidents to the NDIS Quality and Safeguards Commission
  • responding to any media enquiries
  • investigating incidents or arranging an external investigator to investigate
  • reviewing incidents and instigating improvements.
  • record all incidents or near misses in the internal incident register to assist with preventing further incidents and continuing to improve services

Responsibilities of workers

  • resolving incidents
  • recording incidents
  • escalating incidents they can’t resolve to key management personnel
  • escalating serious incidents to key management personnel.


Participate OT Complaint form

Information Sharing Consent form

Incident form


The following resource applies to this policy and supporting documentation:

NDIS (Incident Management and Reportable Incidents) Rules 2018