F-12-501 QI Reporting: Client Occurrence

🎯 PURPOSE

This process describes how and when to complete a QI Report that involves non-employees, such as clients, family members, visitors, etc. Types of non-employee related occurrence types are categorized in HCHB as QI Reports and include:

Client Occurrence (this process)
1. Vulnerable Adult/Child Reporting (refer to F-12-505 QI Reporting: Vulnerable Adult/Minor Reporting)
2. Witnessed/Unwitnessed Falls (refer to F-12-506 QI Reporting: Witnessed/Unwitnessed Falls)
Medication Errors (refer to F-12-502 QI Reporting: Medication Errors)
Complaint (refer to F-12-503 QI Reporting: Complaint)
Infection Occurrence (refer to F-12-504 QI Reporting: Infection Occurrence)

Any client incident, accident, injury or unusual occurrence that occurs while an employee is providing care to a client or working in the client’s home should be reported immediately to a supervisor.

🔄 PROCESS

Clinician will complete a QI Report in PointCare within 24 hrs of the occurrence. The supervisor may initiate the report on behalf of an employee if indicated. The supervisor will investigate the occurrence and provide appropriate direction/follow-up. If the unusual occurrence involves a client that does not have an Electronic Health Record (EHR) in HCHB, then an external Unusual Occurrence Report document will be completed. Refer to O-13-501 Occurrence Reporting: Adara External Occurrence Reports.

Unusual Occurrence Definition:

An unusual event involving non-employees. This event is considered unusual if the result was unintended, undesirable and/or unexpected. An unusual occurrence is also any happening which is not consistent with the routine operation of the company or the routine care/service to a client. Examples of unusual occurrences are defined as “nature of the occurrence” in HCHB and include but are not limited to:

1. Incident involving missing and/or damaged patient property

2. Incident involving equipment and/or medical device failure/error

3. Incident which results in trauma, injury or death

4. Witnessed falls

5. Unwitnessed falls

6. Non-Compliance

7. Infusion-related complications

8. Vulnerable adult/minor report

9. Incident involving emergency intervention

10. Unplanned Hospitalization

Complete Client Occurrence:

Refer to F-12-500 Create QI Report in PointCare for detailed description of how to add a QI Report within a visit or in the medical record.

Select Client Occurrence:

Select Add:

Enter the Occurrence Date (date the occurrence occurred):

Enter a location of the occurrence:

Select the correct “Nature” from the drop-down:
1. It is important to choose the correct “nature” of the event when completing the report so the occurrence is categorized correctly.

7. Enter a Description of the occurrence:

Ensure any additional communication or follow-up actions are documented within the occurrence (such as notifying the provider, reviewing and updating the plan of care, and addressing any necessary follow-up related to the event)

Select Involvement to address any property or equipment involved in the occurrence:

Enter drop down arrow next to Witness/Notif to enter the following:

a. Witness Information:

b. Physician Notified Date:

c. Physician Response:

10. Select Save:

Refer to the following processes for detailed directions on each QI Report type:

Client Occurrence: F-12-501 QI Reporting: Client Occurrence
Vulnerable Adult/Child Reporting: F-12-505 QI Reporting: Vulnerable Adult/Minor Reporting
Witnessed/Unwitnessed Falls: F-12-506 QI Reporting: Witnessed/Unwitnessed Falls
Medication Errors: F-12-502 QI Reporting: Medication Errors
Complaint: F-12-503 QI Reporting: Complaint
Infection Occurrence: F-12-504 QI Reporting: Infection Occurrence
Adara External Occurrence Reports: F-13-501 Occurrence Reporting: Adara External Occurrence Reports

📅 Effective: 08/17/2026 | 🛠️ Revised: | ✅ Approved: JS