NDIS Reportable Incidents 2025: Complete Guide to Reporting Requirements
Key Updates: NDIS Reportable Incidents December 2025
Important Compliance Requirements:
- 24-hour deadline for immediate notification of all reportable incidents
- 5 business days to submit detailed follow-up report
- All registered providers are mandatory reporters under the NDIS Act
- Penalties up to $55,000 per breach for failure to report
- PRODA access required for reporting through the NDIS Commission Portal
Last updated: December 17, 2025 - Source: NDIS Quality and Safeguards Commission
Quick Navigation
- What is a Reportable Incident?
- Types of Reportable Incidents
- Reporting Timeframes
- How to Report
- Who Must Report
- Common Scenarios
- Consequences of Non-Reporting
Quick Compliance Check: Use our free NDIS Provider Compliance Checklist to ensure you meet all reporting obligations.
NDIS Reportable Incidents: Key Points
- Reportable incidents include death, serious injury, abuse, neglect, unlawful sexual/physical contact, and unauthorised restrictive practices
- Providers must notify the NDIS Commission within 24 hours of becoming aware of an incident
- A detailed follow-up report is required within 5 business days
- All registered NDIS providers and their workers are mandatory reporters
- Failure to report can result in fines, compliance notices, and loss of registration
- Near-misses are NOT reportable but must be recorded internally
Need provider insurance? See our guide to NDIS Provider Insurance Requirements to ensure you’re fully covered.
What is a Reportable Incident?
A reportable incident is any event that occurs in connection with NDIS supports and services that:
- Results in harm (or risk of harm) to an NDIS participant
- Involves specific types of serious events defined in the NDIS Act
- Must be reported to the NDIS Quality and Safeguards Commission
Under Section 73Z(4) of the NDIS Act, registered providers have a legal obligation to report certain incidents that occur during the delivery of NDIS-funded supports.
Key Principle: When in Doubt, Report
The NDIS Commission takes a risk-averse approach. If you’re unsure whether an incident is reportable, it’s better to report and let the Commission determine its significance than to fail to report a serious incident.
Types of Reportable Incidents
The NDIS Quality and Safeguards Commission requires reporting of these six categories:
1. Death of a Participant
What to report:
- Any death of an NDIS participant that occurs in connection with NDIS supports
- Deaths from natural causes if they occurred during service delivery
- Unexpected or accidental deaths
- Deaths where abuse, neglect, or provider actions may have contributed
Examples:
- Participant passes away during an overnight respite stay
- Participant dies following a fall while receiving personal care
- Participant dies from a medical emergency while with a support worker
2. Serious Injury
What to report:
- Any injury requiring hospitalisation or emergency medical treatment
- Injuries creating significant risk of death or permanent impairment
- Fractures, severe burns, head injuries, loss of consciousness
- Injuries from falls, accidents, or incidents during service delivery
Examples:
- Participant fractures hip during a transfer
- Participant suffers burns while cooking with support worker assistance
- Participant has a seizure and hits their head, requiring hospital visit
3. Abuse
What to report:
- Physical abuse: Hitting, pushing, rough handling, inappropriate physical force
- Emotional/psychological abuse: Threats, intimidation, humiliation, verbal abuse
- Financial abuse: Theft, coercion to give money, misuse of participant funds
- Sexual abuse: Any non-consensual sexual contact or exploitation
Examples:
- Support worker yells at and intimidates a participant
- Family member pressures participant to hand over NDIS funds
- Worker physically restrains participant without authorisation
4. Neglect
What to report:
- Failure to provide adequate food, water, clothing, or shelter
- Failure to provide necessary medical care or medication
- Failure to ensure participant safety
- Leaving a participant unattended when supervision is required
Examples:
- Participant not given prescribed medication for multiple days
- Participant left alone overnight when 24-hour support is funded
- Participant’s hygiene needs ignored, leading to health issues
5. Unlawful Sexual or Physical Contact
What to report:
- Any sexual assault or non-consensual sexual contact
- Physical assault (hitting, kicking, pushing)
- Sexual misconduct (inappropriate comments, exposure, harassment)
- Any criminal conduct involving physical or sexual harm
Examples:
- Support worker makes sexual advances toward participant
- Participant assaulted by another resident in group home
- Worker uses excessive force during personal care
6. Unauthorised Restrictive Practices
What to report:
- Use of any restrictive practice without proper authorisation
- Restrictive practices not included in the participant’s behaviour support plan
- Practices used outside approved conditions or timeframes
Types of restrictive practices:
| Practice | Definition |
|---|---|
| Seclusion | Confining a person alone in a room they cannot leave |
| Chemical restraint | Using medication to control behaviour (not treat a condition) |
| Mechanical restraint | Using devices to restrict movement (e.g., straps, belts) |
| Physical restraint | Using body contact to restrict movement |
| Environmental restraint | Restricting access to areas or items |
Examples:
- Locking a participant in their room without authorisation
- Giving sedative medication not prescribed for behaviour management
- Using bed rails without proper assessment and approval
Reporting Timeframes: 24 Hours and 5 Days
NDIS reportable incidents have strict reporting deadlines:
Immediate Notification (Within 24 Hours)
| Requirement | Details |
|---|---|
| Deadline | Within 24 hours of becoming aware of the incident |
| Form | Immediate Notification Form via NDIS Commission Portal |
| Content Required | Participant details, date/time/location, incident type, immediate actions taken, reporter contact details |
| Purpose | Alert the Commission so they can assess risk and intervene if needed |
5-Day Detailed Report (Within 5 Business Days)
| Requirement | Details |
|---|---|
| Deadline | Within 5 business days of the incident (or immediate notification) |
| Form | 5-Day Notification Form via NDIS Commission Portal |
| Content Required | Full narrative, all parties involved, witness statements, evidence, investigation outcome, corrective actions |
| Purpose | Provide complete information for Commission assessment and follow-up |
Timeline Example
| Day | Action Required |
|---|---|
| Day 1 (Monday) | Incident occurs at 2pm. Provider becomes aware at 3pm. |
| Day 1-2 | Submit Immediate Notification by 3pm Tuesday (within 24 hours) |
| Day 1-5 | Conduct internal investigation, gather evidence |
| Day 5 (Friday) | Submit 5-Day Detailed Report by end of business |
Important: If a death occurs, the 24-hour notification is still required, and the detailed report must be submitted as soon as practicable (but no later than 5 business days).
How to Report Incidents: Step-by-Step
Step 1: Secure the Scene and Ensure Safety
Before reporting, take immediate action to:
- Ensure the participant is safe and receiving any needed medical care
- Remove any ongoing threats or hazards
- Preserve evidence (do not clean up or alter the scene if a crime may have occurred)
- Contact emergency services (000) if required
Step 2: Document Everything
Record the following information immediately:
- Date, time, and exact location of the incident
- Names of all people involved (participants, workers, witnesses)
- Detailed description of what happened
- Any injuries observed
- Immediate actions taken
- Photos of injuries or scene (with consent where possible)
Step 3: Submit Immediate Notification (Within 24 Hours)
Access the NDIS Commission Portal:
- Go to www.ndiscommission.gov.au
- Log in using your PRODA credentials
- Navigate to “My Reportable Incidents”
- Click “Create New Immediate Notification”
Complete the required fields:
- Participant name and NDIS number
- Incident type (select from dropdown)
- Date, time, and location
- Brief description (what happened)
- Immediate actions taken
- Your contact details
Submit and save the reference number - you’ll need this for the follow-up report.
Step 4: Conduct Internal Investigation
Over the next 5 business days:
- Interview all witnesses and document statements
- Gather supporting evidence (CCTV, medical reports, incident forms)
- Identify root causes and contributing factors
- Determine what corrective actions are needed
- Consult with relevant staff and management
Step 5: Submit 5-Day Detailed Report
Return to the NDIS Commission Portal:
- Find your original notification using the reference number
- Click “Add 5-Day Details”
- Complete the comprehensive report including:
- Full narrative of the incident
- All parties involved (including alleged perpetrators)
- Witness statements
- Evidence attachments
- Investigation findings
- Corrective actions taken and planned
- Notifications to other agencies (police, health services)
Step 6: Maintain Records
Keep copies of:
- Both notification forms (export as PDF)
- All supporting documentation
- Investigation notes and outcomes
- Corrective action plans and implementation records
Retention period: Minimum 7 years as required under NDIS Quality and Safeguards framework.
Who Must Report: Mandatory Reporters
Registered NDIS Providers
All registered providers have a legal obligation to report, including:
- Organisations (companies, incorporated associations)
- Sole traders
- Community groups
- Subcontractors providing NDIS services
NDIS Workers and Staff
All workers must notify their employer immediately upon becoming aware of an incident:
- Permanent employees
- Casual staff
- Volunteers
- Contractors and subcontractors
- Agency staff
Note: The worker notifies the provider; the provider submits the report to the Commission.
Support Coordinators and Plan Managers
These roles have the same reporting obligations when incidents occur during their service delivery.
Who is NOT a Mandatory Reporter?
- Participants themselves (but can and should report concerns)
- Family members and carers (but should report to providers)
- Unregistered providers (different rules apply)
Common Scenarios: What to Report
Based on real questions from NDIS providers, here’s guidance on common scenarios:
Scenario 1: Participant Falls During Transfer
Situation: A participant fell while being transferred from wheelchair to bed. They have a small bruise but no serious injury.
Is it reportable? Potentially YES if:
- The fall was caused by worker error or inadequate equipment
- The participant requires medical attention
- There’s any risk the injury could worsen
Action: If in doubt, report. Document thoroughly and monitor for delayed symptoms.
Scenario 2: Medication Error Caught Before Administration
Situation: A support worker prepared the wrong medication dose but caught the error before giving it to the participant.
Is it reportable? NO - this is a “near-miss”
Action: Record internally in your incident management system. Review procedures to prevent recurrence. Not required to report to Commission.
Scenario 3: Participant Assaulted by Stranger During Community Access
Situation: While on a community outing with a support worker, a participant was pushed by a stranger. No serious injury.
Is it reportable? YES - the incident occurred during NDIS-funded support delivery.
Action: Report within 24 hours. Note that the perpetrator was not connected to the provider.
Scenario 4: Verbal Abuse from Participant Toward Worker
Situation: A participant shouted abuse and made threats toward their support worker.
Is it reportable? NO - incidents must involve harm to participants, not workers.
Action: Record internally. Follow workplace health and safety procedures. Consider whether the participant needs additional behavioural support.
Scenario 5: Participant Self-Harms During Service
Situation: A support worker witnessed a participant self-harming during a session. The participant was taken to hospital.
Is it reportable? YES - the incident occurred during NDIS-funded support and resulted in hospitalisation.
Action: Report within 24 hours. Coordinate with mental health services. Review participant’s support plan.
Scenario 6: Historical Abuse Disclosed
Situation: A participant tells their support worker about abuse that happened years ago with a different provider.
Is it reportable? The current provider should report if:
- The alleged perpetrator still works in the NDIS sector
- The participant consents to a report being made
- There’s an ongoing risk to any participant
Action: Support the participant to make their own report or, with consent, report on their behalf. Connect with advocacy services.
Quick Reference: Report or Record?
| Scenario | Report to Commission | Record Internally |
|---|---|---|
| Death during service | YES (24 hours) | YES |
| Hospitalisation from injury | YES (24 hours) | YES |
| Minor bruise from fall | ASSESS - likely YES | YES |
| Near-miss (no harm) | NO | YES |
| Medication error (no harm) | NO | YES |
| Abuse/neglect allegation | YES (24 hours) | YES |
| Verbal abuse TO worker | NO | YES |
| Unauthorised restraint | YES (24 hours) | YES |
Consequences of Not Reporting
The NDIS Commission takes failure to report very seriously. Consequences escalate based on severity and pattern:
Financial Penalties
| Breach Type | Maximum Penalty |
|---|---|
| Failure to notify within 24 hours | Up to $13,320 per breach |
| Failure to submit 5-day report | Up to $13,320 per breach |
| Providing false/misleading information | Up to $55,500 per breach |
| Pattern of non-compliance | Cumulative penalties |
Compliance Actions
| Action | What It Means |
|---|---|
| Compliance Notice | Formal written notice requiring corrective action |
| Enforceable Undertaking | Legal agreement to implement specific changes |
| Conditions on Registration | Additional requirements added to your registration |
| Compliance Audit | Detailed review of your incident management systems |
Severe Consequences
| Action | When It Applies |
|---|---|
| Suspension of Registration | Serious or repeated non-compliance |
| Cancellation of Registration | Severe breaches or inability to provide safe services |
| Banning Order | Prohibition from working in NDIS sector |
| Criminal Prosecution | For false statements or serious misconduct |
Reputational Impact
- Compliance actions may be published on the NDIS Commission website
- Participants and families can check provider compliance history
- May affect ability to win contracts or partnerships
Best Practices for Incident Management
1. Designate a Reportable Incident Officer
Appoint someone with:
- PRODA access and Commission Portal training
- Authority to submit reports
- Availability to respond within 24 hours (including weekends)
2. Create Clear Internal Procedures
Document your process for:
- How workers report incidents internally
- Who reviews and approves reports
- Timeline for each step
- Escalation procedures for serious incidents
3. Train All Staff Regularly
Conduct training on:
- What constitutes a reportable incident
- How to document incidents properly
- Internal reporting procedures
- Confidentiality requirements
Recommended: Annual refresher training with scenario-based exercises.
4. Maintain Robust Documentation
Use standardised forms that capture:
- All required information for Commission reports
- Witness statements
- Evidence logs
- Corrective action tracking
5. Review and Learn from Incidents
After each incident:
- Conduct root cause analysis
- Identify system improvements
- Update policies and procedures
- Share learnings with staff (while protecting confidentiality)
Frequently Asked Questions
What is the deadline for reporting NDIS incidents?
You must submit an Immediate Notification within 24 hours of becoming aware of a reportable incident. A detailed 5-Day Report must follow within 5 business days. These are strict deadlines - late reports require written explanation.
Do I need participant consent to report an incident?
No. Mandatory reporting obligations override consent requirements for reportable incidents. You must report even if the participant does not want you to. However, you should explain why you’re reporting and support the participant through the process.
What happens after I submit a report?
The Commission will acknowledge receipt and may contact you for additional information. They assess the incident and may take actions including investigation, compliance monitoring, or participant safeguarding. You may be required to provide updates on corrective actions.
Are near-misses reportable?
No. Near-misses (incidents that could have caused harm but didn’t) are not reportable to the Commission. However, they must be recorded in your internal incident management system and reviewed to prevent future incidents.
What if I’m not sure whether to report?
When in doubt, report. The Commission prefers over-reporting to under-reporting. You can note in your report that you’re unsure if it meets the threshold. There’s no penalty for reporting incidents that turn out not to be serious.
Can I be penalised for reporting?
No. The NDIS Act protects people who report incidents in good faith. Providers cannot take adverse action against workers who report incidents. If you experience retaliation, contact the Commission.
What if the incident involves a worker from another provider?
Report the incident to the Commission and note that the alleged perpetrator works for a different provider. The Commission will coordinate any cross-provider investigation.
Do unregistered providers have to report?
Unregistered providers have different obligations. They must still maintain safe practices and can be subject to complaints. If you’re unsure about your obligations, contact the Commission directly.
How long must I keep incident records?
Maintain all incident records for a minimum of 7 years. This includes reports submitted to the Commission, internal documentation, investigation notes, and corrective action records.
What support is available for participants after an incident?
Connect participants with:
- NDIS advocacy services
- Counselling and mental health support
- Independent support coordination
- The Commission’s complaints process if they’re unhappy with how the incident was handled
Key Resources
- NDIS Commission - Reportable Incidents - Official guidance
- NDIS Commission Portal - Submit reports
- Reportable Incidents Factsheet - Quick reference
- Behaviour Support and Restrictive Practices - Restrictive practice rules
- PRODA Registration - Get portal access
Get Expert Support With NDIS Compliance
Managing reportable incidents and maintaining compliance can be complex. At MD Home Care, we help providers understand their obligations and implement best-practice incident management systems.
How we can help:
- Compliance training for your staff on reportable incidents
- Policy development for incident management procedures
- Audit preparation to ensure you meet Commission requirements
- Ongoing support for complex compliance questions
Contact MD Home Care today for a free consultation and let us help you stay compliant and protect the participants you serve.
