NDIS Incident Report Form: Key Points

  • NDIS providers must report all reportable incidents to the NDIS Commission within strict timeframes - 24 hours for serious incidents, 5 business days for others.
  • Proper incident documentation protects participants, staff, and your organization while demonstrating compliance with quality and safeguards requirements.
  • Every incident report must include factual details, immediate actions taken, witness information, and follow-up plans.
  • Failure to report incidents can result in NDIS Commission sanctions, including registration suspension or cancellation.

Download Our Free NDIS Incident Report Form

We’ve created a comprehensive incident report form that meets all NDIS Commission requirements for 2025:

Download NDIS Incident Report Form (DOCX)

This form includes:

  • Structured fields for all mandatory information
  • Clear incident classification and severity ratings
  • Immediate actions and notifications checklist
  • Witness documentation section
  • Manager review and sign-off
  • Compliance with NDIS Commission reporting requirements

What is an NDIS Incident Report?

An NDIS incident report is a formal document that records any event involving an NDIS participant that deviates from expected service delivery or results in actual or potential harm. It serves as both an internal record and, for reportable incidents, the basis for mandatory notification to the NDIS Commission.

The incident report serves several critical purposes:

  • Participant safety: Identifies risks and triggers protective responses
  • Legal compliance: Meets mandatory reporting obligations under the NDIS Act
  • Quality improvement: Provides data for analyzing patterns and preventing future incidents
  • Accountability: Creates an auditable trail of events and responses
  • Transparency: Demonstrates commitment to open reporting culture

Types of NDIS Incidents

Understanding incident categories helps ensure proper classification and reporting.

Reportable Incidents (Must Report to NDIS Commission)

Death of a Participant

  • Any death of an NDIS participant while receiving supports
  • Death occurring within 24 hours of receiving supports
  • Death suspected to be related to service delivery

Serious Injury

  • Injury requiring medical attention or hospitalization
  • Fractures, head injuries, or significant wounds
  • Injuries resulting in ongoing medical treatment

Abuse and Neglect

  • Physical abuse (hitting, pushing, restraining)
  • Sexual abuse or assault
  • Psychological or emotional abuse
  • Financial abuse or exploitation
  • Neglect (failure to provide necessary care)

Unlawful Sexual or Physical Contact

  • Any non-consensual contact
  • Sexual misconduct by staff
  • Assault by another participant or third party

Sexual Misconduct

  • Inappropriate sexual behavior by staff
  • Boundary violations
  • Grooming behavior

Unauthorized Use of Restrictive Practices

  • Use of restraint without authorization
  • Chemical, mechanical, physical, or environmental restraint
  • Seclusion without proper approval

Psychological Harm

  • Severe distress or trauma
  • Mental health deterioration
  • Significant emotional impact

Internal Incidents (Report Internally, May Not Require NDIS Commission Notification)

Property Damage

  • Damage to participant belongings
  • Damage to provider property
  • Accidental breakage

Medication Errors

  • Wrong medication, dose, time, or route
  • Missed medication doses
  • Medication misplacement

Minor Injuries

  • Small cuts, bruises, or scrapes not requiring medical attention
  • Minor falls without injury
  • Skin tears or minor burns

Service Delivery Issues

  • Missed appointments or services
  • Staff arriving late or leaving early
  • Equipment failures

Complaints

  • Participant or family dissatisfaction
  • Staff behavior concerns
  • Quality of service issues

When to Report Incidents to the NDIS Commission

The NDIS Commission has specific timeframes for different incident types.

24-Hour Reporting (Immediate)

Report within 24 hours of becoming aware:

  • Death of a participant
  • Serious injury requiring hospitalization
  • Sexual assault
  • Assault causing serious injury
  • Serious allegations of abuse or neglect

5 Business Days Reporting

Report within 5 business days of becoming aware:

  • Other abuse or neglect
  • Unauthorized use of restrictive practices
  • Unlawful sexual or physical contact (not serious)
  • Serious psychological harm

60-Day Follow-Up

Submit final incident report within 60 days:

  • Detailed investigation findings
  • Root cause analysis
  • Preventive actions implemented
  • Outcome for the participant

Essential Elements of an NDIS Incident Report

Every incident report must capture specific information to be complete and actionable.

1. Incident Details

Date and Time

  • Exact date of incident (DD/MM/YYYY)
  • Time incident occurred or was discovered
  • Time incident was reported

Location

  • Specific address or location
  • Type of location (participant home, community, provider premises)
  • Environmental factors (lighting, weather, hazards)

Incident Type

  • Clear classification (injury, abuse, medication error, etc.)
  • Severity rating (minor, moderate, severe, critical)
  • Whether emergency services were contacted

2. Participant Information

  • Full legal name
  • NDIS number
  • Date of birth
  • Contact details
  • Current condition and whereabouts

3. Reporter Information

  • Name and position of person reporting
  • Contact details
  • Relationship to incident (witnessed, told by participant, discovered evidence)
  • Date and time of reporting

4. Detailed Description

A factual, chronological account including:

  • What happened: Clear description of events
  • Who was involved: All people present or involved
  • When it occurred: Sequence and timeline of events
  • Where it took place: Specific location and context
  • How it happened: Mechanism or circumstances
  • Why it may have occurred: Contributing factors (not speculation)

Writing Tips:

  • Use objective, factual language
  • Avoid assumptions or blame
  • Quote direct statements in quotation marks
  • Stick to observable facts
  • Be specific about times and locations

5. Witnesses

For each witness, record:

  • Full name
  • Contact details (phone, email)
  • Relationship to participant
  • What they observed
  • When they can be contacted

6. Immediate Actions Taken

Document all responses:

  • First aid or medical treatment provided
  • Emergency services contacted
  • Participant supported and reassured
  • Scene secured or hazards removed
  • Supervisor or manager notified
  • Family or nominee contacted
  • Police notified (if applicable)

7. Injuries or Impact

Physical Impact

  • Type and location of injuries
  • Medical treatment required
  • Hospital admission details
  • Ongoing medical needs

Emotional Impact

  • Participant’s emotional state
  • Distress or trauma observed
  • Psychological support provided
  • Mental health concerns

8. Notifications Made

Record all notifications with dates and times:

  • Participant or family notified
  • NDIS Commission notified (if reportable)
  • Plan manager notified
  • Support coordinator notified
  • Police notified
  • Guardian or advocate notified
  • Other relevant parties

9. Follow-Up Actions

Identify required actions:

  • Further investigation needed
  • Risk assessment to be conducted
  • Policy or procedure review
  • Staff training or supervision
  • Environmental modifications
  • Participant support needs
  • Preventive measures

10. Manager Review and Sign-Off

Management must:

  • Review the report for completeness and accuracy
  • Confirm appropriate immediate actions were taken
  • Authorize NDIS Commission notification if required
  • Approve follow-up actions
  • Sign and date the review

How to Complete an NDIS Incident Report: Step-by-Step

Step 1: Respond to the Incident Immediately

Before documenting:

  1. Ensure the participant is safe
  2. Provide necessary first aid or medical care
  3. Contact emergency services if required
  4. Secure the scene or remove hazards
  5. Comfort and support the participant

Step 2: Notify Key People

Immediately inform:

  • Your supervisor or manager
  • On-call emergency contact (if after hours)
  • Participant’s family or nominee (as appropriate)
  • Plan manager or support coordinator

Step 3: Gather Information

While details are fresh:

  • Note exact times and sequence of events
  • Take photos of injuries or damage (with consent)
  • Identify and speak with witnesses
  • Collect any relevant documents or evidence
  • Note environmental factors

Step 4: Complete the Incident Report Form

Using our template:

  1. Fill in incident date, time, and location
  2. Record participant and reporter information
  3. Classify the incident type and severity
  4. Write a detailed factual description
  5. List all witnesses and their contact details
  6. Document immediate actions taken
  7. Describe injuries or impact
  8. Record all notifications made
  9. Identify required follow-up actions

Step 5: Review for Completeness

Check that you’ve included:

  • All mandatory fields completed
  • Factual, objective language used
  • No assumptions or speculation
  • Clear timeline of events
  • All witnesses identified
  • Immediate actions documented

Step 6: Submit to Your Manager

  • Give the completed form to your supervisor immediately
  • Keep a copy for your records
  • Make yourself available for follow-up questions
  • Participate in any investigation

Step 7: Manager Determines Reporting Requirements

Your manager will:

  • Assess whether the incident is reportable to NDIS Commission
  • Determine the reporting timeframe (24 hours or 5 days)
  • Submit notification through NDIS Commission portal
  • Initiate investigation and follow-up actions

NDIS Commission Reporting Requirements

Understanding NDIS Commission notification obligations is critical for compliance.

What Must Be Reported

Category 1: Immediate Reporting (24 hours)

  • Death of a participant
  • Serious injury requiring emergency medical treatment or hospitalization
  • Serious assault causing injury
  • Sexual assault
  • Serious allegations of abuse or neglect likely to cause harm

Category 2: Standard Reporting (5 business days)

  • Abuse or neglect (not serious)
  • Unlawful sexual or physical contact
  • Unauthorized use of restrictive practices
  • Serious psychological harm
  • Unexplained absence from care

How to Report to the NDIS Commission

Through the NDIS Commission Portal

  1. Log in to the NDIS Commission portal (providers.ndiscommission.gov.au)
  2. Navigate to “Incident Management System”
  3. Click “Create New Incident Notification”
  4. Complete all mandatory fields
  5. Upload supporting documentation
  6. Submit notification

Information Required

  • Provider and participant details
  • Incident classification and severity
  • Date, time, and location
  • Description of what occurred
  • Immediate actions taken
  • Current status of participant
  • Whether police were notified

Follow-Up Reporting

  • 5-day update: Progress on investigation
  • 60-day final report: Investigation findings, root cause, preventive actions

Consequences of Non-Reporting

Failure to report can result in:

  • Infringement notices: Fines up to $13,320 for individuals, $66,600 for corporations
  • Compliance actions: Conditions placed on registration
  • Suspension: Temporary suspension of registration
  • Cancellation: Permanent loss of NDIS registration
  • Criminal penalties: In cases of serious harm or death

Common Incident Scenarios and How to Report Them

Scenario 1: Participant Falls and Fractures Hip

Immediate Actions:

  1. Call 000 for ambulance
  2. Comfort participant, do not move them
  3. Take basic observations (conscious, breathing)
  4. Contact family/nominee
  5. Contact supervisor

Reporting:

  • Type: Serious Injury
  • Timeframe: 24 hours to NDIS Commission
  • Document: Exact circumstances, witness statements, medical treatment

Scenario 2: Support Worker Yells at Participant

Immediate Actions:

  1. Remove worker from the situation
  2. Support and reassure participant
  3. Check participant’s emotional state
  4. Report to manager immediately
  5. Contact family/nominee

Reporting:

  • Type: Psychological Abuse
  • Timeframe: 5 business days to NDIS Commission (if caused serious harm)
  • Document: Exact words used, participant’s reaction, witnesses

Scenario 3: Medication Given 2 Hours Late

Immediate Actions:

  1. Give medication as soon as error discovered
  2. Check participant for any adverse effects
  3. Consult medication chart and prescriber if unsure
  4. Monitor participant closely
  5. Report to supervisor

Reporting:

  • Type: Medication Error
  • Timeframe: Internal reporting only (unless caused harm)
  • Document: Which medication, how late, participant’s condition, preventive measures

Scenario 4: Participant Alleges Another Participant Hit Them

Immediate Actions:

  1. Separate the participants immediately
  2. Check for injuries
  3. Provide first aid if needed
  4. Support both participants
  5. Report to manager immediately

Reporting:

  • Type: Assault / Unlawful Physical Contact
  • Timeframe: 24 hours if serious injury, 5 days if minor
  • Document: Participant’s allegation, visible injuries, witnesses, actions taken

Best Practices for Incident Reporting

Create a Reporting Culture

  • No blame: Focus on learning, not punishment
  • Encourage reporting: Make it easy and safe to report
  • Act on reports: Demonstrate that reports lead to improvements
  • Train staff: Ensure everyone knows how and when to report
  • Lead by example: Management reports incidents transparently

Use Clear, Objective Language

  • Good: “Participant A hit Participant B on the left arm with a closed fist”

  • Poor: “Participant A attacked Participant B”

  • Good: “Participant stated ‘John pushed me against the wall’”

  • Poor: “Participant was abused by John”

Document Immediately

  • Report as soon as possible while details are fresh
  • Don’t wait until the end of your shift
  • Keep notes during the incident if safe to do so
  • Complete the full report within 24 hours

Preserve Evidence

  • Don’t clean up or alter the scene until documented
  • Take photos if appropriate (injuries, hazards, damage)
  • Collect any physical evidence (broken equipment, spilled medications)
  • Secure CCTV footage if available

Maintain Confidentiality

  • Share incident details only on a need-to-know basis
  • Store reports securely
  • Don’t discuss incidents in public or on social media
  • Protect participant privacy in all communications

Follow Up Thoroughly

  • Check on the participant regularly after an incident
  • Implement preventive measures quickly
  • Review and update risk assessments
  • Debrief with staff involved
  • Track incident trends for continuous improvement

Incident Investigation and Root Cause Analysis

After reporting, conduct a thorough investigation to prevent recurrence.

Investigation Steps

  1. Gather all information: Interview witnesses, review documents, inspect the scene
  2. Analyze contributing factors: What led to the incident?
  3. Identify root causes: Why did these factors exist?
  4. Develop preventive actions: How can we prevent this happening again?
  5. Implement changes: Put new measures in place
  6. Monitor effectiveness: Check that changes are working

Common Contributing Factors

  • Inadequate staffing or supervision
  • Lack of training or competence
  • Faulty or inadequate equipment
  • Poor environmental design
  • Unclear policies or procedures
  • Communication breakdowns
  • Participant risk factors not assessed

Preventive Actions

  • Policy or procedure updates
  • Additional staff training
  • Environmental modifications
  • Increased supervision or support
  • New equipment or assistive technology
  • Risk assessment updates
  • Participant support plan changes

Frequently Asked Questions About NDIS Incident Reporting

What if I’m not sure whether to report an incident? When in doubt, report it. Over-reporting is better than under-reporting. Your manager can determine if NDIS Commission notification is required.

Can I be punished for reporting an incident? No. Victimization for reporting incidents is prohibited. Providers must foster a culture of open reporting.

What if the participant asks me not to report? You must still report. Some incidents are mandatory to report regardless of the participant’s wishes, particularly those involving harm or safety.

How long do we need to keep incident reports? At least 7 years. The NDIS Commission may audit incident records during this period.

What if an incident involves staff misconduct? Report it following the same process. Your organization will also need to follow employment procedures, which may include disciplinary action or police notification.

Do we report near-misses? While near-misses don’t require NDIS Commission reporting, they should be recorded internally as they provide valuable information for preventing future incidents.

What if a participant self-harms? Self-harm incidents must be reported to the NDIS Commission if they result in serious injury or are part of a pattern requiring intervention.

Can families see incident reports? Participants and their families have the right to information about incidents involving the participant. Provide reports in an accessible format while protecting privacy of others involved.

Key Resources for NDIS Incident Reporting

Summary

Effective incident reporting is fundamental to participant safety and NDIS compliance. Proper documentation, timely reporting, and thorough investigation protect participants while demonstrating your commitment to quality and continuous improvement.

Key takeaways:

  • Report all incidents immediately to your supervisor
  • Use factual, objective language when documenting
  • Know your NDIS Commission reporting timeframes - 24 hours for serious incidents, 5 days for others
  • Complete all required fields in the incident report form
  • Take immediate action to ensure participant safety
  • Conduct thorough investigations to prevent recurrence
  • Maintain a culture of open, blame-free reporting
  • Keep incident records for at least 7 years

Download our free NDIS incident report form to ensure compliant, comprehensive incident documentation.

Download NDIS Incident Report Form (DOCX)