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Incident Reporting

The Incident Reporting module provides a comprehensive system for documenting, tracking, and managing all incidents that occur during wildlife rehabilitation operations, ensuring compliance with regulatory requirements and supporting continuous improvement.

Incident Report Logs

Overview​

Effective incident management helps:

  • Ensure compliance with mandatory reporting requirements
  • Improve safety for animals, staff, and volunteers
  • Identify patterns to prevent future incidents
  • Document evidence for insurance and legal purposes
  • Support learning through analysis and review

Incident Categories​

🦘 Animal-Related Incidents​

Escapes​

  • Unplanned departure from enclosure
  • During handling or transport
  • From release site
  • Breach of quarantine

Deaths​

  • Unexpected mortality
  • Euthanasia decisions
  • Natural causes
  • Treatment complications

Injuries​

  • New injuries in care
  • Worsening conditions
  • Self-inflicted harm
  • Inter-animal aggression

Disease​

  • Infectious disease detection
  • Outbreak situations
  • Zoonotic concerns
  • Quarantine breaches

👥 Human-Related Incidents​

Staff/Volunteer Injuries​

  • Animal bites or scratches
  • Slip, trip, or fall
  • Equipment-related injuries
  • Exposure to pathogens

Public Incidents​

  • Visitor injuries
  • Property damage
  • Complaints
  • Unauthorized access

🏗️ Facility & Equipment​

Equipment Failure​

  • Critical equipment breakdown
  • Power outages
  • Security breaches
  • Communication failures

Environmental​

  • Natural disasters
  • Extreme weather
  • Contamination
  • Structural damage

Incident Severity Levels​

🔴 Critical​

Immediate action required

  • Human fatality or serious injury
  • Multiple animal deaths
  • Disease outbreak
  • Major facility damage
  • Media attention likely

Response Time: Immediate Report to: Management, authorities, insurance

🟠 Major​

Urgent attention needed

  • Single animal death (suspicious)
  • Significant injury
  • Escape of dangerous animal
  • Equipment failure affecting care
  • Regulatory breach

Response Time: Within 1 hour Report to: Supervisor, vet if required

🟡 Moderate​

Prompt action recommended

  • Minor injuries
  • Non-critical escapes
  • Equipment damage
  • Process failures
  • Near-miss events

Response Time: Within 4 hours Report to: Team leader

🟢 Minor​

Standard documentation

  • Minor incidents
  • Observations
  • Suggestions
  • Maintenance needs

Response Time: Within 24 hours Documentation: Log entry only

Incident Report Fields​

Essential Information​

FieldTypeRequiredDescription
Incident IDStringYesAuto-generated unique identifier
Date/TimeDateTimeYesWhen incident occurred
LocationStringYesSpecific location details
Reported ByStringYesPerson filing report
CategoryEnumYesType of incident
SeverityEnumYesCritical/Major/Moderate/Minor

Detailed Description​

FieldTypeRequiredDescription
DescriptionTextYesDetailed account of incident
Persons InvolvedArrayNoStaff/volunteers/public present
Animals InvolvedArrayNoAnimal IDs affected
WitnessesArrayNoContact information
Immediate ActionsTextYesSteps taken at scene

Follow-up Information​

FieldTypeRequiredDescription
Investigation RequiredBooleanYesFurther review needed
Corrective ActionsTextNoPreventive measures
Reported ToArrayNoWho was informed
DocumentationArrayNoPhotos, reports attached
ResolutionTextNoHow incident was resolved
Date ClosedDateNoWhen incident closed

Reporting Workflow​

1️⃣ Immediate Response​

  1. Ensure safety of all persons and animals
  2. Provide first aid if required
  3. Contain situation to prevent escalation
  4. Preserve evidence for investigation
  5. Report to supervisor based on severity

2️⃣ Documentation​

  1. Create report in system immediately
  2. Record facts objectively and thoroughly
  3. Attach evidence (photos, documents)
  4. Identify witnesses and get statements
  5. Submit report for review

3️⃣ Investigation​

  1. Review incident details and timeline
  2. Interview involved parties
  3. Analyze causes (root cause analysis)
  4. Identify failures in systems/processes
  5. Document findings comprehensively

4️⃣ Corrective Actions​

  1. Develop solutions to prevent recurrence
  2. Implement changes to procedures
  3. Update training if required
  4. Modify equipment or facilities
  5. Monitor effectiveness of changes

5️⃣ Follow-up​

  1. Track progress on corrective actions
  2. Verify completion of all tasks
  3. Review effectiveness after implementation
  4. Update policies as needed
  5. Close incident when resolved

Compliance Requirements​

Mandatory Reporting Timelines​

Incident TypeACTNSW
Animal EscapeImmediate24 hours
Disease OutbreakImmediateImmediate
Human Injury24 hours24 hours
Suspicious Death24 hoursImmediate
Equipment Failure48 hours72 hours

Regulatory Reporting​

Wildlife Authorities​

  • Species-specific incidents
  • Disease outbreaks
  • Compliance breaches
  • Unusual mortality

Work Safety​

  • Staff injuries
  • Hazardous incidents
  • Near misses
  • Safety breaches

Public Health​

  • Zoonotic disease risks
  • Environmental hazards
  • Contamination events
  • Public exposure

Analysis and Reporting​

Incident Metrics​

Frequency Analysis​

  • Incidents per month/quarter
  • By category breakdown
  • By severity distribution
  • Trending patterns
  • Seasonal variations

Impact Assessment​

  • Animals affected
  • Staff hours lost
  • Financial costs
  • Reputation impact
  • Compliance implications

Standard Reports​

Management Reports​

  • Monthly Summary: All incidents overview
  • Trend Analysis: Pattern identification
  • Cost Impact: Financial implications
  • Compliance Status: Regulatory compliance
  • Action Items: Outstanding tasks

Safety Reports​

  • Injury Statistics: Staff safety metrics
  • Near Miss Analysis: Prevention opportunities
  • Risk Assessment: Hazard identification
  • Training Needs: Identified gaps
  • PPE Compliance: Equipment usage

Prevention Strategies​

Risk Management​

Hazard Identification​

  • Regular facility inspections
  • Equipment safety checks
  • Process reviews
  • Staff feedback
  • Incident trend analysis

Risk Assessment Matrix​

LikelihoodInsignificantMinorModerateMajorCatastrophic
Almost CertainMediumMediumHighExtremeExtreme
LikelyLowMediumHighHighExtreme
PossibleLowMediumMediumHighHigh
UnlikelyLowLowMediumMediumHigh
RareLowLowLowMediumMedium

Training Programs​

Incident Prevention​

  • Species-specific handling
  • Safety procedures
  • Equipment operation
  • Emergency response
  • Disease prevention

Response Training​

  • First aid certification
  • Incident command
  • Documentation skills
  • Investigation techniques
  • Communication protocols

Emergency Procedures​

Emergency Contacts​

Maintain current list of:

  • Emergency services (000)
  • Veterinary emergency
  • Wildlife authorities
  • Management team
  • Insurance company
  • Legal counsel
  • Media spokesperson

Emergency Response Plans​

Animal Escape​

  1. Secure area immediately
  2. Inform all staff
  3. Contact authorities if dangerous
  4. Implement capture protocol
  5. Document thoroughly

Disease Outbreak​

  1. Isolate affected animals
  2. Implement quarantine
  3. Contact veterinarian
  4. Contact authorities
  5. Begin treatment protocol

Facility Emergency​

  1. Evacuate if necessary
  2. Secure animals
  3. Contact emergency services
  4. Implement disaster plan
  5. Document damage

Best Practices​

Documentation​

  1. Report immediately: Don't delay documentation
  2. Be objective: Stick to facts, not opinions
  3. Be thorough: Include all relevant details
  4. Use photos: Visual evidence is valuable
  5. Get statements: Document witness accounts

Investigation​

  1. Start quickly: Evidence and memories fade
  2. Look for patterns: Identify systemic issues
  3. No blame culture: Focus on improvement
  4. Involve staff: Get input from those affected
  5. Document lessons: Share learning outcomes

Prevention​

  1. Regular training: Keep skills current
  2. Update procedures: Based on incidents
  3. Maintain equipment: Prevent failures
  4. Communicate risks: Keep everyone informed
  5. Review regularly: Assess effectiveness

Integration with Other Modules​

Remember: Every incident is a learning opportunity. Proper documentation and analysis help prevent future occurrences and improve overall safety and care quality.