A participant slips in the shower at 7:40am. The fall takes two seconds. The report the support worker writes in the next hour is what the manager reads at 9, and what an auditor might pull 18 months later.
What is an NDIS incident report template?
An NDIS incident report template is a form that records what happened, who was involved, the harm caused, the immediate response, and whether the incident is reportable to the NDIS Quality and Safeguards Commission. A good one also records follow-up actions, so it works as evidence for your incident management system and your next audit.
Download the free template: [Editable Word (.docx)] | [PDF incident report form]
Below you’ll find what the template covers, a filled-in example, the reportable incident check, the deadlines, and how to write the report so it holds up.
What should an NDIS incident report template include?
Registered NDIS providers must run an incident management system that records every incident, not just the reportable ones. The NDIS Commission’s detailed guidance on incident management systems lists what each record needs. Our template follows it in seven parts:
Part | What it records |
|---|---|
1. Incident details | Date, time, place, participant, people involved, witnesses |
2. What happened | A factual description and any harm caused |
3. Immediate response | First aid, safety steps, who was called |
4. Reportable check | Whether it’s one of the 6 reportable incident types |
5. Other bodies | Whether police or child protection were considered, and the outcome |
6. Follow-up | Risk assessment, investigation, support offered, consultation with the participant, changes made |
7. Sign-off | Who wrote it, when, and the manager’s review |
Definition: In the NDIS, an incident is an act, omission, event or circumstance connected with NDIS supports that has caused, or could have caused, harm to a person with disability. A near miss counts.
Keep every record for at least 7 years. Our guide to NDIS record keeping requirements covers the rest.
Filled-in NDIS incident report example
This example is fictional, but it’s typical of what lands on a coordinator’s desk.
Field | Example entry |
|---|---|
Date and time | Tuesday 14 October 2026, 7:40am |
Location | Participant’s home, bathroom |
Participant | Sam R. (initials and NDIS number in the real form) |
Worker | Priya K., support worker |
Witnesses | None |
What happened | During a supported shower, Sam stepped onto the bath mat, it slid, and Sam sat down hard on the floor. Sam said “my elbow hurts”. |
Harm | Graze on left elbow, about 3cm. No other injury seen. |
Immediate response | Helped Sam up when Sam said they were ready. Cleaned and dressed the graze. Sam declined a GP visit. |
Who was told | Team leader by phone at 7:55am. Sam’s mother at 8:10am, with Sam’s consent. |
Reportable? | No. Minor injury treated with first aid. Team leader confirmed at 8:30am. |
Follow-up | Bath mat removed. Non-slip mat ordered. Risk assessment updated. |
Sign-off | Priya K., 14/10/2026, 8:20am. Reviewed by team leader, 14/10/2026. |
Notice what isn’t there: no guesses about why Sam slipped and no “Sam wasn’t careful”. Just what Priya saw, heard and did.
Is the incident reportable? A 30-second check
What are NDIS reportable incidents?
There are 6 types: the death of a person with disability, serious injury, abuse or neglect, unlawful sexual or physical contact or assault, sexual misconduct (including grooming), and the use of a restrictive practice that isn’t authorised.
You may have seen “8 types of reportable incidents” online. That list belongs to aged care’s Serious Incident Response Scheme (SIRS), a separate scheme run by the Aged Care Quality and Safety Commission. NDIS providers report against the 6 types above.
If the answer is “maybe”, tell your key personnel the same day. Deciding is their job, and the clock starts when your organisation becomes aware. For how auditors test this, see our guide to the NDIS incident reporting audit and SIRS compliance for NDIS providers.
NDIS reportable incident deadlines
Incident | Deadline | Form |
|---|---|---|
Death, serious injury, abuse or neglect, unlawful contact or assault, sexual misconduct | Within 24 hours of becoming aware | Immediate Notification Form |
Same incidents, more detail | Within 5 business days | 5 Day Form |
Unauthorised restrictive practice, no harm | Within 5 business days | 5 Day Form only |
Unauthorised restrictive practice that caused harm | Within 24 hours | Immediate Notification Form |
Registered providers submit both forms through the NDIS Commission Portal, under “My Reportable Incidents”. The Commission explains the steps on its reportable incident notification page. Restrictive practices have their own regular reporting too: see NDIS restrictive practices reporting.
A crime still goes to the police first. Reporting to the Commission doesn’t replace it.
How to write an incident report as a support worker
Make everyone safe first. First aid, call 000 if needed, then write.
Write it the same day, ideally within the hour, while details are fresh.
Stick to facts. Write what you saw, heard and did. Quote the participant’s words.
Leave opinions out. “Sam appeared upset” is fine if you describe why. “Sam was being difficult” isn’t.
Include times. When it happened, when you responded, when you told your manager.
Sign and date it, then hand it to your manager. Don’t hold onto it.
What are the 5 elements of a good incident report?
Who was involved, what happened, when it happened, where it happened, and what was done in response. Write each one as plain fact.
If you already write good NDIS progress notes, you’re halfway there: the same rule of fact over opinion applies. Workers who use a behaviour support plan should check it for incident steps; our guide to behaviour support plan documentation explains what goes where.
Word, PDF or incident management software?
Word or PDF template | Incident management software | |
|---|---|---|
Cost | Free | Monthly subscription |
Best for | Sole traders and small teams | Providers with 10+ staff |
Deadline tracking | Manual | Automatic reminders |
Edits after filing | Can be overwritten | Time-stamped audit trail |
Audit evidence | Scattered across folders | One register you can filter |
A free template is a good start. It gets harder once you have several workers and incidents arriving by text message at 10pm. That’s where a support worker app helps: the report starts on the worker’s phone, not in a notebook.
Whichever you use, record what changed afterwards in your continuous improvement register. Auditors look for that link.
How CareVisor handles incident reports
CareVisor logs incidents from the support worker app on iOS and Android, links each one to the shift and the participant, and tracks the reportable incident deadlines. Every edit is time-stamped, so you can show an auditor who wrote what, and when. It’s part of our NDIS compliance software.
Key takeaways
Record every incident, including near misses. Only some are reportable.
NDIS reportable incidents come in 6 types. The “8 types” list is aged care.
Most reportable incidents need an Immediate Notification Form within 24 hours and a 5 Day Form within 5 business days.
Write facts, times and quotes. Leave opinions out.
Keep incident records for at least 7 years.
Frequently asked questions
Can I get in trouble for filing an incident report?
No. The NDIS Code of Conduct asks every worker to raise concerns about quality and safety. Workers get into trouble for not reporting, not for reporting. See NDIS support worker requirements.
Who should I report an NDIS incident to?
Tell your supervisor or key personnel straight away. The registered provider then notifies the NDIS Commission if it’s reportable. Call 000 for an emergency, and the police for a crime.
Can you change an incident report after it’s filed?
Add to it, don’t overwrite it. Write a dated amendment with your name. Overwriting the original removes the evidence an auditor needs.
Can ChatGPT write an incident report?
It can help with structure, but don’t paste participant names or health details into a public AI tool. The facts have to come from the person who was there.
Should incident reports be kept confidential?
Yes. Only people who need them should have access. Store them securely for at least 7 years.
Do unregistered NDIS providers need an incident report template?
Formal incident management rules apply to registered providers, but the NDIS Commission calls it good practice for all providers. The Code of Conduct applies to everyone.
Get the template, then make it easier
Download the free NDIS incident report template above and use it from your next shift. It sounds like you’ve got incidents arriving by text, email and paper, and you’re never sure the 24-hour clock is being tracked. That’s where audit findings start. Start a 7-day free trial with no credit card, log a test incident from the app, and see where the deadline appears.
About CareVisor
CareVisor is an Australian NDIS operating system for disability service providers. It brings participant management, rostering, SCHADS payroll calculations, progress notes, incident reporting, worker compliance and NDIS claiming into one platform, with a mobile app for support workers on iOS and Android. Pricing scales with participant numbers, every plan includes unlimited staff, and data is hosted in Australia. Learn more about CareVisor NDIS provider software.
