Incident Reporting & Escalation Policy (Under-18s)

HAUS OF ÄSTHETIK

Incident Reporting & Escalation Policy (Under-18s)

Effective Date: 1st April 2025

Review Date: 1st April 2026

Author: Clinical Governance Lead

Approved By: Managing Director

Version: 1.0

 

1. Purpose

This policy outlines the protocol for identifying, recording, reporting, and escalating incidents involving service users under the age of 18, in compliance with:

• Care Quality Commission (CQC) Regulation 13 – Safeguarding

• Working Together to Safeguard Children (2018)

• NHS Duty of Candour

• NMC/GMC Codes of Practice

• Haus of Ästhetik’s internal Clinical Governance Framework

The objective is to ensure safe, transparent, and timely management of incidents that may impact the wellbeing, treatment, or safeguarding of under-18 service users.

2. Scope

This policy applies to:

• All clinical and non-clinical staff at Haus of Ästhetik

• All patients aged 13–17 receiving treatment (currently limited to acne and post-acne care)

• Any incidents involving parents or guardians that relate to safeguarding, consent, or allegations

 

3. Definition of Reportable Incidents (Under-18 Specific)

Incidents that must be reported include, but are not limited to:

Incident Type	Examples
Adverse Reactions	Severe redness, swelling, infection, post-peel complications, allergic response
Safeguarding Concerns	Disclosures by child, suspected coercion, neglect, and emotional abuse
Allegations from Parents/Guardians	Concerns about treatment, communication, failure to follow agreed protocols
Non-Attendance or Missed Appointments	Repeated no-shows, especially for Gillick-incompetent minors requiring parental attendance
Refusal of Treatment Mid-Course	Patient becomes distressed or confused, unable to continue
Loss or Breach of Confidential Information	Patient records, ID documents, or communication with unauthorised persons

 

4. Immediate Response Protocol

Upon becoming aware of an incident involving a minor:

1. Ensure Immediate Safety:

   Prioritise the welfare of the child. If an urgent safeguarding concern arises, remove the child from harm and initiate safeguarding procedures.

2. Document the Incident:

   Use the Haus of Ästhetik Incident Reporting Form, completing within 24 hours.

3. Inform the Safeguarding Lead:

   Escalate to the Designated Safeguarding Lead (DSL) without delay if:

   • A safeguarding issue is suspected

   • A parent or child makes a disclosure

   • Any aspect of Gillick competence, consent, or clinical care is questioned

    

5. Escalation Pathway

Severity Level	Description	Action
Level 1(Minor)	Delayed appointment, mild adverse reaction	Record and monitor. Discuss with guardian at next appointment.
Level 2(Moderate)	Missed appointment by Gillick-incompetent minor, unclear consent, parent complaint	Notify Safeguarding Lead. Discuss with guardian. Reassess Gillick competence if needed.
Level 3(Major)	Safeguarding disclosure, refusal of treatment, and serious clinical reaction	Immediate escalation to Safeguarding Lead. Initiate LSCB referral if needed. Report via CQC/Local Authority if serious.

 

6. Staff Responsibilities

Role	Responsibilities
Practitioners	Identify and report any incidents involving under-18s. Ensure accurate documentation and communication with guardians.
Reception/Admin	Record cancellations or no-shows. Flag patterns of missed attendance.
Safeguarding Lead	Review incident reports. Assess for escalation. Refer to external safeguarding agencies when indicated.
Clinical Governance Lead	Audit and analyse trends in under-18 incident reports. Lead annual review of this policy.

 

7. Documentation & Reporting Tools

All incidents should be logged using the following:

• Incident Reporting Form (IRF-U18)

• Clinical Notes (EMR or physical)

• Safeguarding Concern Form (if applicable)

• Email Notification to Safeguarding Lead (within 24 hours)

All documentation must be stored securely in accordance with UK GDPR and CQC data retention requirements.

 

8. Non-Attendance Follow-Up

If an under-18 patient fails to attend a booked appointment:

• 1st Non-Attendance

  • Call guardian to confirm reason. Record in patient file.

   

• 2nd Consecutive Non-Attendance

  • Send formal letter or email to guardian. Notify Safeguarding Lead.

   

• Pattern of Missed Appointments (3+)

  • Escalate as potential safeguarding concern. DSL to assess for neglect, coercion, or disengagement from care.

   

9. Training

All staff must complete:

• Level 2 Safeguarding Children training

• Annual incident reporting training session

• Briefing on this specific policy for under-18 care

 

10. Monitoring & Review

• All under-18 incident reports will be reviewed quarterly at the Clinical Governance Meeting

• Trends or repeat incidents will trigger root cause analysis

• This policy will be reviewed annually or in response to any serious incident

 

Signed:

Managing Director & Safeguarding Lead

Date: 1st April 2025