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Policy

Incident Management & Reportable Incidents Policy

Version 1.0 · Last updated: 30 July 2026· Reviewed annually

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1. Purpose

This policy sets out how GTI identifies, responds to, records, and reports incidents involving participants, in line with the NDIS (Incident Management and Reportable Incidents) Rules 2018 and the NDIS Practice Standards. It works alongside GTI's Complaints & Feedback Policy — a complaint may also be a reportable incident, and where that's the case, both processes apply.

2. What Is an Incident?

An incident is any event that has caused, or could have caused, harm to a participant during the provision of NDIS supports. This includes:

  • Abuse, neglect, or exploitation of a participant
  • Unauthorised use of restrictive practices
  • Unlawful sexual or physical contact
  • Serious injury or death of a participant
  • Any event with actual, or risk of, serious harm to a participant

3. Reportable Incidents — What Must Go to the NDIS Commission

GTI's CEO, Subrath Regmi, is the designated person responsible for lodging reportable incidents with the NDIS Commission. In line with the NDIS (Incident Management and Reportable Incidents) Rules 2018, GTI notifies the Commission within 24 hours of becoming aware of a reportable incident, or within 5 business days for less urgent categories.

Reportable incidents include:

  • The death of a participant
  • 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
  • Use of a restrictive practice that is not in line with a participant's behaviour support plan, or not otherwise authorised

4. Immediate Response

If a GTI staff member witnesses or becomes aware of an incident, they must:

  1. Ensure immediate safety— call 000 for any life-threatening situation, per GTI's standard emergency procedure
  2. Provide first aid or medical assistance as needed
  3. Notify the Director, Shruti Adhikari, as soon as possible after the immediate safety of the participant is secured
  4. Not discuss the incident with anyone outside GTI other than emergency services, until the Director or CEO has been briefed
  5. Preserve any evidence relevant to the incident (e.g. do not clean up, move items, or alter the scene unless necessary for safety)

5. Recording the Incident

  • All incidents are recorded in GTI's Complaints and Incidents Register by the staff member who witnessed or first became aware of the incident
  • The record includes: what happened, who was involved, date/time, action taken, and any support provided to the participant (e.g. language support, additional communication assistance)
  • Documentation or a record of the participant's account should be obtained where possible — e.g. by their signature, a recorded verbal statement, or recording of non-verbal responses, consistent with GTI's approach to complaints

6. Notifying the Participant, Family, and Others

  • The participant (and their guardian, nominee, or family, where appropriate and consented to) will be informed of the incident and the steps being taken
  • Emergency contacts recorded in the participant's Personal Emergency Evacuation Plan (PEEP) will be notified if the participant is affected by an emergency, consistent with GTI's existing PEEP process
  • Support will be offered to the participant to access an independent advocate at no cost, consistent with participant rights

7. Reporting to the NDIS Commission

Where an incident meets the threshold of a reportable incident (Section 3):

  • The incident is reported to the NDIS Quality and Safeguards Commission using the Commission's reportable incident notification process
  • GTI cooperates fully with any Commission investigation
  • A copy of the notification and outcome is retained in GTI's records

8. Review and Continuous Improvement

GTI's Operations & Compliance Officer, Sarvesh Upadhyay, reviews incident data alongside complaints data (per the Complaints & Feedback Policy) to identify systemic issues, training gaps, and opportunities to reduce risk. Findings inform updates to GTI's Risk Management Policy, staff training, and behaviour support arrangements.

9. Record-Keeping

  • Incident records are retained for 7 years from the date of the record, consistent with GTI's standard NDIS record-keeping requirements
  • Records are stored securely and only accessed by authorised staff

10. Roles and Responsibilities

  • All staff: identify and immediately report incidents; follow emergency procedures
  • Director (Shruti Adhikari): first point of escalation for incidents; oversees immediate response
  • CEO (Subrath Regmi): oversight of serious/reportable incidents
  • Operations & Compliance Officer (Sarvesh Upadhyay): maintains the Incident Register; monitors trends; ensures reporting obligations are met

11. Related Documents

12. Legislative References

  • NDIS Act 2013 (Cth)
  • NDIS (Incident Management and Reportable Incidents) Rules 2018
  • NDIS Practice Standards and Quality Indicators 2021
  • Work Health and Safety Act 2011 (Cth)

13. Contact Us

Guidance to Independence

General enquiries: info@guidancetoindependence.com.au · 0421 007 153

Website: www.guidancetoindependence.com.au