Incident, Injury, Trauma and Illness Policy

Mandatory – Quality Area 2

Purpose

This policy will define the:

procedures to be followed if a person is ill, or is involved in a medical emergency or an incident at the service that results in injury or trauma

responsibilities of staff, parents/guardians and the Approved Provider when a person is ill, or is involved in a medical emergency or an incident at the service that results in injury or trauma

practices to be followed to reduce the risk of an incident occurring at the service.

Policy statement

Values

Shine Bright EYM is committed to:

providing a safe and healthy environment for all children, staff, volunteers, students on placement and any other persons participating in or visiting the service

responding to the needs of an injured, ill or traumatised person at the service

preventing injuries and trauma

preventing the spread of illness through simple hygiene practices, monitoring immunisation records and complying with recommended exclusion guidelines

maintaining a duty of care to children and users of all Shine Bright EYM services.

Scope

This policy applies to the Approved Provider, Nominated Supervisor, Certified Supervisor, educators, staff, students on placement, volunteers, parents/guardians, children and others attending the programs and activities at Shine Bright EYM services, including during offsite excursions and activities.

Background and legislation

Background

People responsible for managing early childhood services and caring for children have a duty of care towards those children. All service staff have a responsibility and a duty of care to act to prevent accidents and emergencies at the service.

An approved service must have policies and procedures in place in the event that a child is injured, becomes ill or suffers trauma. These procedures should be followed and must include the requirement that a parent/guardian be notified in the event of an incident, injury, illness or trauma relating to their child as soon as possible and within 24 hours of the occurrence.

The National Regulations require an accurate Incident, Injury, Trauma and Illness Record to be kept and stored confidentially until the child is 25 years old (Regulation 183(2)).

Under the national legislation, each service must ensure that an entry is recorded in the Incident, Injury, Trauma and Illness Record for the following occurrences:

an incident in relation to a child, an injury received by a child or trauma to which a child has been subjected

an illness that becomes apparent.

Details that must be entered in the Incident, Injury, Trauma and Illness Record include the following:

the name and age of the child

the circumstances leading to the incident, injury or trauma, or relevant circumstances surrounding the child becoming ill (including any symptoms)

the time and date the incident occurred, the injury was received or the child was subjected to the trauma, or the apparent onset of the illness

the action taken by the service, including any medication administered, first aid provided or medical personnel contacted

details of any person who witnessed the incident, injury or trauma, or the apparent onset of illness

the name of any person the service notified, or attempted to notify, of any incident, injury, trauma or illness that a child suffered while being educated and cared for by the service, and the time and date of the notifications/attempted notifications

the name and signature of the person making an entry in the record, and the time and date that the entry was made

signature of a parent/guardian to verify that they have been informed of the occurrence.

All information will be included in the Incident, Injury, Trauma and Illness Record as soon as is practicable, but not later than 24 hours after the incident, injury or trauma, or the onset of the illness.

Medical emergencies may include serious health issues such as asthma, anaphylaxis, diabetes, fractures, choking and seizures. Such emergencies generally involve only one child, however they can affect everyone in the children’s service. In some cases it will be appropriate to refer to specific policies for guidance, such as the Dealing with Medical Conditions Policy, Asthma Policy, Anaphylaxis Policy, Diabetes Policy and Epilepsy Policy.

Legislation and standards

Relevant legislation and standards include but are not limited to:

Australian Standards AS3745–2002, Emergency control procedures for buildings, structures and workplaces

Education and Care Services National Law Act 2010: Section 174(2)

Education and Care Services National Regulations 2011: Regulations 77, 85–87, 103, 177, 183

Public Health and Wellbeing Act 2008 (Vic)

Public Health and Wellbeing Regulations 2009 (Vic)

Occupational Health and Safety Act 2004 (Vic)

Occupational Health and Safety Regulations 2007

WorkSafe Victoria Compliance Code: First aid in the workplace (2008)

National Quality Standard, Quality Area 2: Children’s Health and Safety

Standard 2.1: Each child’s health and physical activity is supported and promoted

National Quality Standard, Quality Area 3: Physical Environment

Standard 3.1: The design of the facilities is appropriate for the operation of a service

National Quality Standard, Quality Area 7: Leadership and Service Management

Standard 7.1: Governance supports the operation of a quality service

The most current amendments to listed legislation can be found at: Victorian Legislation – Victorian Law Today: http://www.legislation.vic.gov.au/ Commonwealth Legislation – ComLaw: http://www.comlaw.gov.au/ Therapeutic Goods Act 1989 (Cth)

Definitions

The terms defined in this section relate specifically to this policy. For commonly used terms e.g. Approved Provider, Nominated Supervisor, Regulatory Authority etc. refer to the General Definitions section of this manual.

AV How to Call Card: A card that the service has completed containing all the information that Ambulance Victoria will request when phoned. (See attached)

Emergency services: Includes ambulance, fire brigade, police and state emergency services.

First aid: The provision of initial care in response to an illness or injury. It generally consists of a series of techniques to preserve life, protect a person (particularly if unconscious), prevent a condition worsening and promote recovery. First aid training should be delivered by approved first aid providers, and a list is published on the ACECQA website:

www.acecqa.gov.au/qualifications/approved-first-aid-qualifications

Hazard: A source or situation with a potential for harm in terms of human injury or ill health, damage to property, damage to the environment or a combination of these.

Incident: Any unplanned event resulting in or having potential for injury, ill health, damage or other loss.

Incident, Injury, Trauma and Illness Record: The Approved Provider must ensure an Incident, Injury, Trauma and Illness Record is kept in accordance with Regulation 87 of the Education and Care Services National Regulations 2011. Attachment 1

A sample is available on the ACECQA website at: http://www.acecqa.gov.au/sample-forms-and-templates-now-available

Injury: Any physical damage to the body caused by violence or an incident.

Medication: Any substance, as defined in the Therapeutic Goods Act 1989 (Cth), that is administered for the treatment of an illness or medical condition.

Medical management plan: A document that has been prepared and signed by a doctor that describes symptoms, causes, clear instructions on action and treatment for the child’s specific medical condition, and includes the child’s name and a photograph of the child. An example of this is the Australasian Society of Clinical Immunology and Allergy (ASCIA) action plan for anaphylaxis.

Medical attention: Includes a visit to a registered medical practitioner or attendance at a hospital.

Medical emergency: An injury or illness that is acute and poses an immediate risk to a person's life or long-term health.

Minor incident: An incident that results in an injury that is small and does not require medical attention.

Notifiable incident: An incident involving workplace health and safety that is required by law to be reported to WorkSafe Victoria. Notification is required for incidents that result in death or serious injury/illness, or dangerous occurrences. For a complete list of incidents that must be reported to WorkSafe Victoria, refer to the Guide to Incident Notification on the WorkSafe Victoria website. This website also contains online reporting forms: www.worksafe.vic.gov.au

Serious incident:

For the purposes of section 174(5) of the Law, the following are prescribed as serious incidents-

(a) the death of a child-

(i) while being educated and cared for by an education and care service; or

(ii) following an incident while being educated and cared for by an education and care service;

(b) any incident involving serious injury or trauma to, or illness of, a child while being educated and cared for by an education and care service-

(i) which a reasonable person would consider required urgent medical attention from a registered medical practitioner; or

Examples: Whooping cough, broken limb, anaphylaxis reaction.

(ii) for which the child attended, or ought reasonably to have attended, a hospital;

(c) any incident where the attendance of emergency services at the education and care service premises was sought, or ought reasonably to have been sought;

(d) any circumstance where a child being educated and cared for by an education and care service-

(i) appears to be missing or cannot be accounted for; or

(ii) appears to have been taken or removed from the education and care service premises in a manner that contravenes these Regulations; or

(iii) is mistakenly locked in or locked out of the education and care service premises or any part of the premises.

A serious incident should be documented in an Incident, Injury, Trauma and Illness Record (sample form available on the ACECQA website, see Attachment 1) as soon as possible and within 24 hours of the incident. The Regulatory Authority (DET) must be notified within 24 hours of a serious incident occurring at the service (Regulation 176(2)(a)). Records are required to be retained for the periods specified in Regulation 183.

Trauma: An emotional wound or shock that often has long-lasting effects or any physical damage to the body caused by violence or an incident.

Sources and related policies

Sources

ACECQA sample forms and templates:

http://www.acecqa.gov.au/sample-forms-and-templates-now-available

AV How to Call Card (Ambulance Victoria:): http://www.ambulance.vic.gov.au/Education/Calling-Triple-0.html

Building Code of Australia: http://www.abcb.gov.au/about-the-national-construction-code/the-building-code-of-australia

Staying Healthy: Preventing infectious diseases in early childhood education and care services (5th edition, 2013) National Health and Medical Research Council: http://www.nhmrc.gov.au/guidelines/publications/ch55

VMIA Insurance Guide, Community Service Organisations program: www.vmia.vic.gov.au

WorkSafe Victoria: Guide to Incident Notification: http://www.worksafe.vic.gov.au/forms-and-publications/forms-and-publications/guide-to-incident-notification

WorkSafe Victoria: Online notification forms: http://www.worksafe.vic.gov.au/safety-and-prevention/health-and-safety-topics/incident-notification

Service policies

Administration of First Aid Policy

Administration of Medication Policy

Anaphylaxis Policy

Asthma Policy

Dealing with Infectious Diseases Policy

Dealing with Medical Conditions Policy

Diabetes Policy

Emergency and Evacuation Policy

Epilepsy Policy

Excursions and Service Events Policy

Occupational Health and Safety Policy

Privacy and Confidentiality Policy

Road Safety and Safe Transport Policy

Procedures

The Approved Provider is responsible for:

ensuring that the premises are kept clean and in good repair

ensuring that staff have access to medication, Incident, Injury, Trauma and Illness forms (available from ACECQA – refer to Sources) and WorkSafe Victoria incident report forms (refer to Sources)

ensuring that the service has an occupational health and safety policy and procedures that outline the process for effectively identifying, managing and reviewing risks and hazards that are likely to cause injury, and reporting notifiable incidents to appropriate authorities (refer to Occupational Health and Safety Policy,)

ensuring that there is a minimum of one educator with a current approved first aid qualification on the premises at all times (refer to Administration of First Aid Policy)

ensuring that there are an appropriate number of up-to-date, fully equipped first aid kits that are accessible at all times (refer to Administration of First Aid Policy)

ensuring that the orientation and induction of new and relief staff include an overview of their responsibilities in the event of an incident or medical emergency

ensuring that children’s enrolment forms provide authorisation for the service to seek emergency medical treatment by a medical practitioner, hospital or ambulance service

ensuring that an incident report (SI01) is completed and a copy forwarded to the regional DET office (if applicable)as soon as is practicable but not later than 24 hours after the occurrence.

The Nominated Supervisor, and other Teachers and Educators are responsible for:

ensuring that completed medication records are kept until the end of 3 years after the child’s last attendance (Regulation 92, 183)

ensuring that a parent/guardian of the child is notified as soon as is practicable, but not later than 24 hours after the occurrence, if the child is involved in any incident, injury, trauma or illness while at the service (Regulation 86)

ensuring that Incident, Injury, Trauma and Illness Records are kept and stored securely until the child is 25 years old (Regulations 87, 183)

ensuring that children’s enrolment forms provide authorisation for the service to seek emergency medical treatment by a medical practitioner, hospital or ambulance service

ensuring that the AV How to Call Card (refer to Sources) is displayed near all telephones

ensuring that volunteers and parents on duty are aware of children’s medical management plans (refer to Definitions) and their responsibilities in the event of an incident, injury or medical emergency

responding immediately to any incident, injury or medical emergency

implementing individual children’s medical management plans, where relevant

notifying parents/guardians immediately after an incident, injury, trauma or medical emergency, or as soon as is practicable

requesting the parents/guardians make arrangements for the child or children involved in an incident or medical emergency to be collected from the service, or informing parents/guardians if an ambulance has been called

notifying other person/s as authorised on the child’s enrolment form when the parents/guardians are not contactable

recording details of any incident, injury or illness in the Incident, Injury, Trauma and Illness Record (refer to Definitions) as soon as is practicable but not later than 24 hours after the occurrence. Staff must ensure injury/incident/trauma/illness reports are signed as read by the person authorised to collect the child that day and their full name recorded on the form. If the parent has not collected the child they are to be notified at the end of the session, this attempt is to be recorded on the record. The parent is required to sign the record at their most earlies convenience.

ensuring that regulatory and legislative responsibilities are met in relation to any incident, injury or medical emergency

maintaining all enrolment and other medical records in a confidential manner (refer to Privacy and Confidentiality Policy)

regularly checking equipment in both indoor and outdoor areas for hazards, and taking the appropriate action to ensure the safety of the children when a hazard is identified

assisting the Approved Provider with daily, weekly and quarterly Safety Inspection Checklists as detailed in the Occupational Health and Safety Policy

reviewing the cause of any incident, injury or illness and taking appropriate action to remove the cause if required, for example, removing a nail found protruding from climbing equipment or retraining staff to adhere more closely to the service’s Hygiene Policy

notifying Shine Bright EYM who will notify DET in writing within 24 hours of an incident involving the death of a child, or any incident, illness or trauma which a reasonable person would consider required urgent medical attention from a medical practitioner or hospital treatment. Examples of serious incidents include whooping cough, broken limb or anaphylaxis. (see, Definitions, for Serious Incident)

ensuring that the following contact numbers are displayed in close proximity of each telephone:

000 (also keep an AV How to Call Card close to each telephone – refer to Sources))

DET regional office North-Western Victoria 5440 3111

Approved Provider Shine Bright EYM 5443 1229

Asthma Victoria: (03) 9326 7055 or toll free 1800 645 130

Victorian Poisons Information Centre: 13 11 26

local council or shire. Bendigo 5434 6000 Campaspe 5481 2200 or 1300 666 535 Swan Hill 5036 2333

When there is a medical emergency, teachers and educators will:

call an ambulance, where necessary

When offsite use the Emergency Plus App to tell the operator your exact location

administer first aid, and provide care and comfort to the child prior to the parents/guardians or ambulance arriving

implement the child’s current medical management plan, where appropriate

notify parents/guardians as soon as is practicable of any serious medical emergency, incident or injury concerning the child, and request the parents/guardians make arrangements for the child to be collected from the service and/or inform the parents/guardians that an ambulance has been called

notify other person/s as authorised on the child’s enrolment form, if the parents/guardians are not contactable

ensure ongoing supervision of all children in attendance at the service

accompany the child in the ambulance when the parents/guardians are not present, provided that staff-to-child ratios can be maintained at the service by Shine Bright EYM employed teachers and educators.

notify the Approved Provider of the medical emergency, incident or injury as soon as is practicable

complete and submit an incident report to Shine Bright EYM Central Office will follow up with the service’s public liability insurer.

When a child develops symptoms of illness while at the service, educators will:

ensure that the Nominated Supervisor, or the Responsible Person in Charge, contacts the parents/guardians or authorised emergency contact for the child to outline the signs and symptoms observed

request that the child is collected from the service if the child is not well enough to participate in the program

ensure that they separate the child from the group and have a staff member remain with the child until the child recovers, a parent/guardian arrives or another responsible person takes charge

call an ambulance (refer to definition of medical emergency) if a child appears very unwell or has a serious injury that needs urgent medical attention

ensure that the child is returned to the care of the parent/guardian or authorised emergency contact person as soon as is practicable

ensure that, where medication, medical or dental treatment is obtained, the parents/guardians are notified as soon as is practicable and within 24 hours, and are provided with details of the illness and subsequent treatment administered to the child

ensure that the Approved Provider is notified of the incident

ensure that the Incident, Injury, Trauma and Illness Record is completed as soon as is practicable and within 24 hours of the occurrence.

Parents/guardians are responsible for:

providing authorisation in their child’s enrolment record for the service to seek emergency medical treatment by a medical practitioner, hospital or ambulance service (Regulation 161(1))

payment of all costs incurred when an ambulance service is called to attend to their child at the service

notifying the service, upon enrolment or diagnosis, of any medical conditions and/or needs, and any management procedure to be followed with respect to that condition or need (Regulation 162)

ensuring that they provide the service with a current medical management plan, if applicable (Regulation 162(d))

collecting their child as soon as possible when notified of an incident, injury or medical emergency involving their child

informing the service of an infectious disease or illness that has been identified while the child has not attended the service that may impact on the health and wellbeing of other children, staff and parents/guardians attending the service

being contactable, either directly or through emergency contacts listed on the child’s enrolment form, in the event of an incident requiring medical attention

signing the Incident, Injury, Trauma and Illness Record, thereby acknowledging that they have been made aware of the incident

notifying the service by telephone when their child will be absent from their regular program

notifying teachers if there is a change in the condition of their child’s health, or if there have been any recent accidents or incidents that may impact on the child’s care e.g. any bruising or head injuries.

Evaluation

In order to assess whether the values and purposes of the policy have been achieved, the Approved Provider of [Service Name] will:

regularly seek feedback from everyone affected by the policy regarding its effectiveness

monitor the implementation, compliance, complaints and incidents in relation to this policy

review and analyse information gathered from the Incident, Injury, Trauma and Illness Record and staff first aid records regarding incidents at the service

keep the policy up to date with current legislation, research, policy and best practice

revise the policy and procedures as part of the service’s policy review cycle, or as required

notify parents/guardians at least 14 days before making any changes to this policy or its procedures.

Attachments

Attachment 1: Incident, injury, trauma and illness record

Attachment 2: AV How to Call Card:

Authorisation

This policy was adopted by the Approved Provider of Shine Bright EYM on April 2019

Review date: APRIL 2022

Incident, injury, trauma and illness record V 2.2

Details of person completing this record

Name: Position/role:

Date and time record was made Signature:

Child Details

Child’s full name:

Date of birth: Age: Gender:

Incident Details

Incident date: Time: Location:

Name of witness:

Witness signature: Date:

General activity at the time of incident/injury/trauma/illness:

Cause of injury/trauma:

Circumstances surrounding any illness, including apparent symptoms:

Circumstances if child appeared to be missing or otherwise unaccounted for (incl. duration, who found child etc.):

Circumstances if child appeared to have been taken or removed from service or was locked in/out of service (incl. who took the child, duration)

Nature of injury/trauma/illness:

Indicate on diagram the part of body affected

☐ Abrasion / Scrape

☐ Allergic reaction (not anaphylaxis

☐ Amputation

☐ Anaphylaxis

☐ Asfthma / respiratory

☐ Bite wound

☐ Bruise

☐ Broken bone / fracture / dislocation

☐ Burn / sunburn

☐ Choking

☐ Concussion

☐ Crush / jam

☐ Cut / open wound

☐ Drowning (non-fatal)

☐ Electric shock
☐ Eye injury

☐ Infectious disease
(incl gastrointestinal)

☐ High temperature

☐ Ingestion / inhalation / insertion

☐ Internal injury / Infection

☐ Poisoning

☐ Rash

☐ Respiratory

☐ Seizure /unconscious/ convulsion

☐ Sprain / swelling

☐ Stabbing / piercing

☐ Tooth

☐ Venomous bite/sting

☐ Other (please specify)

Action Taken

Details of action taken (including first aid, administration of medication etc):

Did emergency services attend?

Was medical attention sought from a registered practitioner / hospital?

If yes to either of the above, provide details:

Have any steps been taken to prevent or minimise this type of incident in the future?

Details of person completing this record

Parent/guardian: Time: Choose an item. Date:

Responsible Person In Charge: Time: Date:

Approved Provider (if applicable) : Time: Date:

Regulatory authority (if applicable) : Time: Date: (Shine Bright EYM Central Office to Notify DET)

Parental Acknowledgement

I (name of parent/guardian/authorized person) have been notified of my child’s

Signature: Date:

If parent does not collect child on the day, parent to sign below at their earliest opportunity.

Parent Name:

Signature: Date:

Parent Comments/Feedback:

Additional notes and Actions:

Child’s Teacher to make a follow up phone call to child’s parents and any other parents involved within 24 hours to touch base and ask how they are and if they would like to raise this as a complaint. Teacher to record conversation here and sign and date:

Signed Teacher: Date: