NZ Health and Disability Services Standards — NZS 8134:2021

Incident reporting in NZ aged care — what must be reported and when

Aged care providers have strict obligations to document and report incidents under the NZ Health and Disability Services Standards. Here's what must be reported, by when, and to whom.

📋 NZS 8134:2021 Health and Disability Services Standards — HealthCERT requirement

What is a reportable incident in aged care?

Any unplanned event that affects resident safety or wellbeing

Your facility's incident management policy will define specific categories, but at a minimum, reportable incidents include:

  • Falls (with or without injury)
  • Medication errors
  • Pressure injuries (any stage)
  • Unexplained injuries or bruising
  • Allegations of abuse or neglect
  • Behavioural incidents involving aggression
  • Choking or aspiration events
  • Unexpected deterioration in a resident's condition
  • Wandering or elopement
  • Equipment failures affecting care

Immediate response — before reporting

First: ensure the resident is safe

Before any documentation, ensure the resident receives appropriate care. Call for the on-duty RN, provide first aid if needed, and call 111 if there is any risk to life. Documentation comes after the resident's immediate needs are met.

Documentation requirements (NZS 8134, Standard 1.8)

All incidents must be documented — same shift

Every incident must be documented in the facility's incident management system before the end of the shift in which it occurred. The record must include:

  • Date, time, and exact location of the incident
  • Description of what happened — objective, factual account
  • Who was present or witnessed the event
  • Environmental factors (wet floor, poor lighting, clutter)
  • Resident's condition at the time
  • Immediate response taken
  • Who was notified (RN, family, doctor) and when
  • Any injuries found

Family and next of kin notification

Within 4 hours for significant incidents

Under the Health and Disability Commissioner's Code of Rights, residents have the right to have family informed of significant events. Your facility policy will specify exact timeframes — most require family contact within 4 hours for any incident causing or risking injury.

Document: who you called, at what time, what you said, and their response.

Reporting to external agencies

Health and Disability Commissioner (HDC)

Serious adverse events — including serious harm, unexpected deaths, and events that might indicate systemic failure — must be reported to HealthCERT and may need to be reported to the HDC. Your clinical lead or facility manager should make this determination.

WorkSafe NZ

If a staff member is seriously injured at work, or if a notifiable event occurs under the Health and Safety at Work Act, call WorkSafe immediately: 0800 030 040.

Post-incident review

Required under NZS 8134

Every incident must be reviewed by the clinical team. The review should identify root causes, contributing factors, and what changes will be made to prevent recurrence. Update the resident's care plan and risk assessments as needed. Serious incidents require a formal root cause analysis.

Source: NZS 8134:2021 Health and Disability Services Standards; Health and Disability Commissioner Code of Rights. HealthCERT information at health.govt.nz. This is general guidance — your facility's own incident management policy takes precedence.

Frequently asked questions

What if an incident is discovered after the shift ends?
Document it as soon as you become aware of it, noting the time of discovery and estimated time of the incident. Notify your manager and the on-call clinical lead. Late documentation is better than no documentation — but always note that it was recorded after the fact and explain why.
Who is responsible for completing the incident report?
The person who discovered the incident or who was first on the scene. If that person is a healthcare assistant, they complete the initial report and immediately notify the on-duty RN, who adds their clinical assessment. Never leave an incident undocumented because you weren't sure whose job it was.
Do near-misses need to be reported?
Yes. Near-misses — events that could have caused harm but didn't — must be documented in your incident system. They are valuable for identifying risks before a resident is actually harmed. HealthCERT expects to see near-miss reporting as evidence of a proactive safety culture.
How long must incident records be kept?
Health records including incident reports must be kept for at least 10 years for adult patients in NZ. Your facility's records management policy should specify retention periods.

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