Critical Incident (CI) Reporting Guide

What is a Critical Incident?

A Critical Incident (CI) is any event or situation that poses a serious risk to the safety, well-being, or reputation of Catholic Charities of Fairfield County (CCFC), its clients, staff, volunteers, or programs. These incidents may involve violence, injury, legal concerns, confidentiality breaches, or other disruptions that require immediate attention and action.

Why is Critical Incident Reporting Important?

Timely reporting of Critical Incidents ensures:
   ✔ Immediate intervention to protect clients, staff, and volunteers.
   ✔ Proper documentation for legal, regulatory, and risk management purposes.
   ✔ Swift organizational response to mitigate harm and prevent recurrence.
   ✔ Transparency and accountability in handling serious matters.
   ✔ Protection of CCFC’s reputation and the trust of those we serve.

All Critical Incidents must be reported immediately through the CCFC App to ensure a rapid and coordinated response.

What Qualifies as a Critical Incident?

A Critical Incident includes, but is not limited to:

• • • Disruption/interruption of client or program services.
    • Police action due to client/staff behavior.
    • Threats of violence against an identified third party requiring “Duty to Warn” intervention.
    • Violent behavior against a client, volunteer, or staff member.
    • Serious adverse reaction to medications.
    • Accidental injury (staff or non-staff) occurring on CCFC property or during agency activities.
    • Suicide, suicide attempt, or significant self-injury.
    • Death occurring on agency property or under unusual/suspicious circumstances.
    • Allegation of physical/sexual abuse or assault (limited review group).
    • Staff misconduct (limited review group).
    • Alleged breach of client/staff rights or confidentiality.
    • Potential adverse publicity affecting CCFC.
    • Other incidents that could negatively impact CCFC Clients, Volunteers, Staff, or the organization as a whole.

Critical Incident Reporting Protocols – Timing is Critical

1. Relevant Program Staff Person (Initial Reporter)(within 24 hours or on Monday if took place on a weekend)

Immediately completes the – part Critical Incident form in the CCFC App:  🔗 Submit CI Report

Report must include:

1. 1. 1. 1. Who was involved
         2. What happened
         3. Steps taken, concerns, or recommendations

Submitting the form notifies all relevant CCFC Critical Incident team members.

2. Program Supervisor (Program Director)(review within 24 hours of receiving the Case creation notification)

• • • Upon receiving email notification, log in to review the Critical Incident Case.
    • Discuss any questions with the reporting staff and others involved.
    • Add action steps, concerns, or recommendations to the case.
    • Approve the reviewed Critical Incident under your role.

3. Family Center Director (review within 24 hours of receiving the Supervisor review complete notification)

• • • Upon receiving email notification, log in to review the Critical Incident Case.
    • Discuss any questions with the reporting staff and others involved.
    • Add action steps, concerns, or recommendations to the case.
    • Approve the reviewed Critical Incident under your role.

4. PQI Committee Chair (review within 24 hours of receiving the Family Center Director review complete notification)

• • • Upon receiving email notification, log in to review the Critical Incident Case.
    • For sensitive cases, grant access to the Program Director and Family Center Director as appropriate.
    • Discuss the incident with relevant staff as needed.
    • Present the case for discussion to the PQI Committee.
    • Add PQI recommendations to the case.
    • Approve the reviewed Critical Incident under your role.
    • Update the case status to: Complete, Dismissed, or Further Action Needed.
    • Share recommendations with relevant parties as needed.