Incident and Accident Reports

Unfortunately, there are very serious incidents and accidents that will occur in your community no matter the precautions you take to avoid it. It could be as simple as a resident taking a fall while being involved in your activity programming all the way to an attack on a resident by a staff member or another resident. The Louisiana Department of Health and Hospitals mandates reporting any incident that affects the health, safety, and well being of a resident- check out the regulation below for how to handle these situations:

  • 6871. Incident and Accident Reports
  1. An ARCP shall have written procedures for the reporting and documentation of accidents, incidents, and other situations or circumstances affecting the health, safety, or well-being of a resident or resident.

The procedures shall include:

  1. a provision that the director or his/her designee shall be immediately verbally notified of accidents, incidents, and other situations or circumstances affecting the health, safety, or well-being of a resident or residents; and
  2. a provision that staff shall be trained on the reporting requirements.
  3. An ARCP shall report to HSS any incidents suspected of involving:
  4. abuse;
  5. neglect;
  6. misappropriation of the personal property regardless of monetary value; or
  7. injuries of unknown origin. Injuries of unknown origin are defined as:
  8. the source of the injury was not observed by any person or the source of the injury could not be explained by the resident; or
  9. the injury is suspicious because of the extent of the injury or the location of the injury (e.g., the injury is located in an area not generally vulnerable to trauma).
  10. The initial report of the incident or accident is due within 24 hours of occurrence or discovery of the incident.
  11. After submission of the initial 24-hour report, a final report shall be submitted within five business days regardless of the outcome.
  12. Report Contents. The information contained in the incident report shall include, but is not limited to the following:
  13. circumstances under which the incident occurred;
  14. date and time the incident occurred;
  15. where the incident occurred (bathroom, apartment, room, street, lawn, etc.);
  16. immediate treatment and follow-up care;
  17. name and address of witnesses;
  18. date and time family or representative was notified;
  19. symptoms of pain and injury discussed with the physician; and
  20. signatures of the director, or designee, and the staff person completing the report.
  21. When an incident results in the death of a resident, involves abuse or neglect of a resident, or entails any serious threat to the resident’s health, safety, or well-being, and ARCP director or designee shall:
  22. immediately report verbally to the director and submit a preliminary written report within 24 hours of the incident to the department;
  23. notify HSS and any other appropriate authorities, according to state law, and submit a written notification to the above agencies within 24 hours of the suspected incident;
  24. immediately notify the family or the resident’s representative and submit a written notification within 24 hours;
  25. immediately notify the appropriate law enforcement authority in accordance with state law; 5. take appropriate corrective action to prevent future incidents and provide follow-up written report to all the above persons and agencies as per reporting requirements; and
  26. document its compliance with all of the above procedures for each incident and keep such documentation (including any written reports or notifications) in the resident’s file. A separate copy of all such documentation shall be kept in the provider’s administrative file.


The DHH takes these matters very seriously. You do not want to be in a situation where you did not file an incident report and have a surveyor come in to investigate this incident based upon a complaint call. Be proactive, do not hide anything, and use these incident reports to continuously improve your practices.