The Department of Health and Human Services (DHHS) requires all organizations who work with or care for children to complete an incident report form whenever an incident occurs. The DHHS incident report form is used to document the specifics of any incidents that occur, including what happened, who was involved, and what steps were taken to resolve the situation. Completing this form is a critical part of ensuring the safety of all individuals involved. Here we will provide a brief overview of the DHHS incident report form, including how to complete it correctly.
Question | Answer |
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Form Name | Dhhs Incident Report Form |
Form Length | 4 pages |
Fillable? | No |
Fillable fields | 0 |
Avg. time to fill out | 1 min |
Other names | incident form dhhs usda, north carolina incident report form, nc dhsr incident report forms, dhhs incident report |
North Carolina Department of Health & Human Services
DHHS Incident and Death Report
Provider Agency Name |
Consumer’s Name |
LME Client Record Number. |
This form is used to report Level II and Level III incidents, including deaths and restrictive interventions, involving any person receiving publicly funded mental health, developmental disabilities and/or substance abuse (MH/DD/SA) services. Facilities licensed under G.S. 122C (except hospitals) and unlicensed providers of
Instructions: Complete and submit this form to the local and/or state agencies responsible for oversight within 72 hours of learning of the incident (See page 3 for details). Report deaths of consumers that occur within 7 days of restraint or seclusion immediately.
If requested information is unavailable, provide an explanation on the form and report the additional information as soon as possible.
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Date of Incident: |
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Time of Incident: |
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p.m.
Unknown
CONSUMER INFORMATION
Consumer’s Date of Birth: |
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Consumer’s Gender: |
Male |
Female |
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All Diagnoses: |
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Consumer enrolled in Methadone maintenance program? |
Yes |
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Consumer enrolled in one of the following |
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Consumer adjudicated incompetent? |
Yes |
No |
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Waiver services? Check all that apply: |
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Consumer has TBI (Traumatic Brain Injury)? |
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No |
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Comprehensive Waiver |
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Consumer receiving |
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Supports Waiver |
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Money Follows the Person |
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Innovations |
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RACE: |
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Hispanic/Latino |
Native American |
White/Anglo |
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Black/African American |
Mixed Race |
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Other |
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LOCATION OF INCIDENT |
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INCIDENT |
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Community |
Consumer’s legal residence |
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Day Treatment |
Family’s home |
Friend’s home |
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Hospital |
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Name / title of first staff person to learn of incident |
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Provider premises |
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Other (specify) |
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OF |
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Was the consumer under the care of the reporting provider at the time of the incident? |
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Yes |
No |
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DESCRIPTION |
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Was the consumer treated by a licensed health care professional for the incident? |
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Yes |
No |
Date: |
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Was the consumer hospitalized for the incident? |
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Yes |
No |
Date: |
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NOTE: Incident reports are quality assurance documents. Do not file incident reports in the consumer’s service record. Confidentiality of consumer information is protected. Use the form according to confidentiality requirements in NC General Statutes and Administrative Code and the Code of Federal Regulations.
Effective October, 2004 – Rev. 05/2010 |
Page 1 of 4 |
North Carolina Department of Health & Human Services
DHHS Incident and Death Report
Provider Agency Name |
Consumer’s Name |
LME Client Record Number. |
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Briefly describe the incident, including Who, What, When, Where, and How. Do not provide another consumer’s name or identifying |
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information. |
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CONSUMER DEATH |
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Level II death due to: |
Terminal illness/natural causes |
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Level III death due to: |
SUICIDE |
ACCIDENT |
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HOMICIDE / VIOLENCE |
UNKNOWN CAUSE |
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Did death occur within 7 days of the restrictive intervention? |
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Yes |
No If yes, immediately submit this form to your supervisor. |
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DETAILS OF DEATH REPORTABLE TO NC DEPARTMENT OF HEALTH & HUMAN SERVICES |
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Complete this section only for deaths from suicide, accident, homicide/violence, unknown cause or occurring within 7 days of restrictive |
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intervention. |
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Address where consumer died: |
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County_____ |
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INCIDENT |
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Physical illnesses / conditions diagnosed prior to death: |
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Dates of last two (2) medical exams: |
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Unknown |
None |
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Date of most recent admission to a hospital for physical illness: |
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Unknown |
None |
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Date of most recent discharge from a hospital for physical illness: |
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Unknown |
None |
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Date of most recent admission to an inpatient mh/dd/sas facility: |
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Unknown |
None |
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TYPE |
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Date of most recent discharge from an inpatient mh/dd/sas facility: |
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Unknown |
None |
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Height: |
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ft |
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in |
Unknown |
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Weight: |
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lbs |
Unknown |
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RESTRICTIVE INTERVENTION |
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Did death occur within 7 days of the restrictive intervention? |
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Yes |
No If yes, immediately submit this form to your |
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supervisor. |
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(Number in order of use) |
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Is the use of restrictive intervention part of the consumer’s Individual Service Plan? |
Yes |
No |
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Physical Restraint |
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Was the restrictive intervention administered appropriately? |
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Yes |
No |
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Isolation |
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Did the use of restrictive intervention(s) result in discomfort, complaint, or |
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Seclusion |
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require treatment by a licensed health professional? |
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Yes |
No |
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Attach a Restrictive Intervention Details Report (Form QM03) or a provider agency form with comparable information.
NOTE: Incident reports are quality assurance documents. Do not file incident reports in the consumer’s service record. Confidentiality of consumer information is protected. Use the form according to confidentiality requirements in NC General Statutes and Administrative Code and the Code of Federal Regulations.
Effective October, 2004 – Rev. 05/2010 |
Page 2 of 4 |
North Carolina Department of Health & Human Services
DHHS Incident and Death Report
OTHER INCIDENT
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INJURY |
ABUSE ALLEGATION |
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MEDICATION ERROR |
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Report injuries requiring treatment by a |
(Check all that apply) |
Report errors that threaten health or safety |
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licensed health professional |
Alleged abuse of a consumer (includes |
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(Check all that apply) |
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sexual abuse) |
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(Check only one) |
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Wrong dose administered |
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Injury due to: |
Alleged neglect of a consumer |
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Alleged exploitation of a consumer |
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Assault |
Wrong medication administered |
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Alleged sexual abuse of a consumer |
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Motor vehicle accident |
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Wrong time (administered more than one |
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Report any alleged or suspected case of |
hour before or after prescribed time) |
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Suicide attempt |
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abuse, neglect or exploitation of a |
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Trip or fall |
Missed dose |
Refused dose |
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consumer, as required by law, to the |
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Other (specify) |
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county Dept. of Social Services and the |
Medication given to wrong consumer |
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DHSR Healthcare Personnel Registry (if a |
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staff is accused). |
Other |
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CONSUMER BEHAVIOR (Check all that apply) |
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OTHER INCIDENT |
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(Check only one) |
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Aggressive behavior |
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Suspension of a consumer |
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Destructive behavior |
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from services |
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Illegal act |
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Number of days suspended |
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Inappropriate or illegal sexual behavior (consumer is victim, not perpetrator) |
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Expulsion of a consumer from |
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Unplanned consumer absence of more than 3 hours over the time specified in person- centered plan |
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services |
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Diversion of drugs |
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Fire that threatens or impairs a |
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Other (specify) |
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consumer’s health or safety |
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Name/title of staff person documenting incident (Please print): |
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Phone ( |
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Signature ________________________________________________________ Date |
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Time |
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a.m. |
p.m. |
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Supervisor’s Instructions: The supervisor of the service should review pages
PROVIDER |
INFORMATION |
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Facility / Unit |
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Facility /Unit Director: |
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Service address: |
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City: |
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County |
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Facility /Unit Phone Number: ( |
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IPRS Billing No. or National Provider ID No.: |
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Service being provided at time of incident: |
Residential |
Licensed Residential License No________ |
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Was a |
No |
Yes (License No.) |
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If yes, note |
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reporting instructions for Level III below. |
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LEVEL OF INCIDENT
Level II (Moderate)
Send this form to the host LME (LME responsible for geographic area where service is provided) within 72 hours. If required by contract, also report to the consumer’s home LME.
Level III (High)
Immediately report verbally to the host LME. Convene an incident review committee within 24 hours if services were being actively provided at time of incident or the incident occurred on the provider’s premises. Send this form within 72 hours to:
host LME (see bottom of page)
consumer’s home LME
NC Division of MH/DD/SAS, Quality Management Team, 3004 MSC, Raleigh, NC
Voice: (919)
NOTE: Report deaths that occur within 7 days of seclusion or restraint immediately to the host LME and DMH/DD/SAS Advocacy Team (919)
NOTE: If a licensed G.S.122C service was being provided at time of the Level III incident, use the same deadlines to report death from suicide, accident, homicide/violence, and death occurring within 7 days of restraint or seclusion, to the NC Division of Health Service Regulation, Complaint Intake Unit, 2711 MSC, Raleigh, NC
Do not report deaths of unknown cause to DHSR.
NOTE: Incident reports are quality assurance documents. Do not file incident reports in the consumer’s service record. Confidentiality of consumer information is protected. Use the form according to confidentiality requirements in NC General Statutes and Administrative Code and the Code of Federal Regulations.
Effective October, 2004 – Rev. 05/2010 |
Page 3 of 4 |
PROVIDER RESPONSE
North Carolina Department of Health & Human Services
DHHS Incident and Death Report
Describe the cause of the incident; why did the incident occur?
Describe how this type of incident may be prevented in the future and any corrective measures that have been or will be put in place as a result of the incident
Indicate authorities or persons notified of the incident (as applicable):
REPORTING INFORMATION
Agency / Person
Host LME
Home LME
Law enforcement |
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DSS County: |
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NC DMH/DD/SAS QM Team
NC DHSR Complaint Unit
NC DHSR Health Care Personnel Registry
Service Plan Team/Clinical Home Parent / Guardian
Other
Contact Name
Phone or FAX
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Notification Date
Name/title of supervisor authorizing report and completing page 3. (Please print): |
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Phone ( |
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Signature ________________________________________________________ Date |
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p.m |
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Direct questions to: ContactDMHQuality@ncmail.net Phone: (919)
NOTE: Incident reports are quality assurance documents. Do not file incident reports in the consumer’s service record. Confidentiality of consumer information is protected. Use the form according to confidentiality requirements in NC General Statutes and Administrative Code and the Code of Federal Regulations.
Effective October, 2004 – Rev. 05/2010 |
Page 4 of 4 |