What Is the Serious Incident Reporting Scheme?

The Serious Incident Reporting Scheme (SIRS) is an Australian Government initiative that strengthens governance in residential aged care. It requires eligible providers to maintain an effective incident management framework, manage incidents and complaints, and report certain matters to the Commission within specified timeframes.

The Serious Incident Reporting Scheme (SIRS) is an initiative from the Australian Government to enhance governance practices within the aged care sector, specifically residential aged care providers who are subsidised by the Australian Government. It requires eligible providers to have an effective incident management framework in place to manage how incidents, including complaints, are prevented and handled.

SIRS also places an obligation on providers to report certain types of matters to the Commission within a specified timeframe. This article provides an overview of steps a provider should consider implementing to adhere to its responsibilities under SIRS.

For more information on how to fulfil your obligations under SIRS, read the guidance below.

Key takeaways

• SIRS is designed to improve governance in residential aged care.
• Eligible providers need an effective incident management framework, not just a reporting process.
• Providers must report certain matters to the Commission within specified timeframes.
• 24/7 reporting, escalation, triage, investigation and support procedures all matter.
• Training and communication are needed so the framework works in practice.

What Are the Key Aspects of SIRS?

Set out below is a summary of the key points that a provider should consider employing to ensure that it is compliant with SIRS and is enacting a best practice governance framework for the effective management of incidents:

1. 24/7 Reporting Mechanisms

A provider should stand up a program to allow for 24/7 reporting of incidents and complaints. This program should allow for anonymous reporting and be extended to employees, contractors, customers and family members of customers. This is often a difficult thing for organisations to do well and providers should consider engaging an external hotline provider. This will alleviate any capacity or capability gaps the provider may have and ensure that all reports are received and managed in a consistent manner.

2. Escalation Protocols

Documenting which matters need to be reported to the Commission or escalated as a high priority matter internally is key to ensuring that the provider meets its responsibilities for SIRS. These protocols should not only document what matters should be reported or escalated, but also how it should be done and the timeframes around this escalation.

3. Triage and Assessment Procedures

Providing a framework with templates and checklists to assist internal resources to triage and assess incidents that are received will provide consistency in how reports are prioritised and weighted.

4. Investigation Guidelines

Once reports of incidents are received and adequately assessed, an investigation may be required. Procedures and guidelines relating to when, why and how these investigations are conducted are crucial to ensure consistency and to ensure procedural fairness is adhered to.

5. Support Procedures

Speaking up about issues and reporting incidents can be a stressful event for individuals. Concerns about job security and reprisal that a person may face are often a reason for why individuals don't speak up. Procedures should be drafted and implemented by the provider to ensure that effective support is provided to a reporter or persons associated with the reporter.

6. Systems for Effective Reporting

As referred to above, in certain circumstances a provider is required to report matters to the Commission. Having a system in place that allows for:

• the identification of key data sources that support the incident management framework; and
• conducting detailed analysis of those data sources, compliance performance and outcomes,

ensures correct reporting can be done to the Commission and internal stakeholders.

7. Promotion and Training on the Framework

It is vital that individuals who are covered by the reporting mechanisms are aware of the framework to ensure that incidents are reported and dealt with appropriately by the provider. This should include:

• training senior management and the Board to ensure they are across the processes being implemented and set the right tone from the top;
• providing training to managers within the provider to help comply with the requirements of SIRS, while fostering and supporting a safe speak up culture;
• educating all employees and contractors through an adequate learning management system to allow knowledge of the processes and reporting channels to be understood and known by employees;
• conducting key role training to provide in-depth knowledge of the provider's requirements, the framework and their roles within the framework; and
• effectively communicating the framework to customers and family members of customers so they understand how they can report and what their expectations of the provider should be when a report is submitted.

Implementing the SIRS Framework Is an Opportunity for Providers

Many providers are now in the position where they are required by the Commission to implement incident management frameworks. This should be seen as an opportunity by the provider to review its framework and ensure that not only are the key aspects of SIRS met, but best-practice governance practices are implemented.

FAQ

What does SIRS require from providers?

SIRS requires eligible providers to have an effective incident management framework in place and to report certain matters to the Commission within a specified timeframe. It is designed to improve how incidents and complaints are managed in residential aged care.

Why are 24/7 reporting mechanisms important?

They allow incidents and complaints to be reported at any time and help ensure anonymous reporting is available to employees, contractors, customers and family members. An external hotline can also reduce capacity and capability gaps.

What should providers focus on when implementing SIRS?

Providers should put escalation protocols, triage and assessment procedures, investigation guidelines, support procedures, reporting systems and training in place so the framework works in practice and reports are handled consistently.