Understanding what is and isn't reportable under RIDDOR
Understanding what is and isn't reportable under RIDDOR can be challenging for
social care providers. Uncertainty around reporting requirements can lead to both
over-reporting and under-reporting, potentially creating regulatory issues and making
it harder to demonstrate effective risk management.
Drawing on our experience supporting social care organisations with claims and risk
management, we've highlighted some of the most common areas of confusion and
outlined practical steps providers can take to improve compliance, strengthen
incident management and reduce potential claims costs.
Understand what is actually reportable
Both under-reporting and over-reporting are often symptoms of uncertainty around
RIDDOR requirements.
RIDDOR only applies to specific work-related injuries, diseases, dangerous
occurrences, fatalities and certain injuries involving non-workers. This means that not every accident or incident in a care setting is reportable.
Before making a report, it is important to establish whether the incident meets the
relevant reporting criteria and whether it was work-related.
Don't assume all care receiver injuries are RIDDOR reportable
Not every injury involving a care receiver requires reporting under RIDDOR. Where
an injury results from a work-related failure, such as poorly maintained equipment,
unsafe systems of work or inadequate procedures, the incident may become
reportable.
However, where an injury arises due to a resident's known medical condition, frailty
or underlying health concerns, it will not usually fall within the scope of RIDDOR.
Understanding the distinction between these scenarios is critical.
Pay particular attention to staff injuries
Staff injuries are common across the social care sector, particularly those involving
manual handling, slips and trips, violence and aggression, and needlestick injuries.
Many of these incidents can result in employees being absent from work for
extended periods. Where a work-related injury prevents an employee from carrying
out their normal duties for more than seven consecutive days, a RIDDOR report may
be required.
Managers should have clear processes in place to identify potential reporting
obligations and ensure incidents are escalated promptly.
Track extended absences
One of the most frequently overlooked reporting categories relates to employees
who are unable to perform their normal work activities for more than seven
consecutive days following a work-related injury.
These incidents can easily become lost within day-to-day operational activities,
particularly across larger organisations or multiple care settings.
Effective absence monitoring and workforce management systems can help ensure
these reporting requirements are not missed.
Maintain strong incident recording processes
Not every incident will be reportable under RIDDOR, but every significant accident,
incident or near miss should still be recorded internally.
Whether managed through specialist software or manual reporting processes,
maintaining accurate records creates a valuable evidence base for the organisation.
Strong record keeping supports regulatory compliance, assists with claims defence
and helps identify emerging trends that may require intervention before incidents
reoccur.
Reporting a RIDDOR incident is not an admission of liability
A common misconception is that reporting an incident under RIDDOR amounts to
admitting fault.
In reality, RIDDOR reporting is a regulatory requirement and should be viewed as an
opportunity to investigate what happened, identify any underlying causes and
implement corrective actions where appropriate.
Taking a structured approach to incident investigation can often strengthen an
organisation's position should a future claim arise.
Training is essential
Registered managers and operational leaders should feel confident in
understanding:
- What constitutes a work-related accident or incident
- When an injury involving a care receiver becomes reportable
- Applicable reporting timescales
- Internal escalation procedures
- When specialist support may be required
Regular refresher training can help ensure reporting obligations remain understood
across the organisation.
Should you report incidents to both the HSE and your insurer?
Whenever a RIDDOR report is submitted, providers should also consider whether
the incident needs to be notified to their insurer.
Some insurance policies contain incident notification requirements, and notifying
insurers at an early stage can provide access to guidance and support before a
formal claim is received. Even where no claim has been presented, early notification
can often be beneficial if there is a reasonable possibility that one may arise in the
future.
Utilising your insurance adviser as your risk manager
Claims and incident data can provide valuable insight into the risks facing your
organisation.
Sharing incident and near-miss trends with your broker allows them to help identify
recurring patterns, potential areas of concern and practical improvements that could
reduce future risk.
For example, multiple slips and trips occurring in the same location may indicate a
maintenance issue, unsuitable flooring, worn carpets or an environmental factor that
requires attention.
Examining incidents collectively, rather than individually, can often reveal
opportunities to strengthen controls and prevent recurrence.
The key question: was the incident work-related?
When deciding whether an incident is reportable under RIDDOR, the most important
consideration is whether the event was work-related.
In social care, this can be particularly challenging because incidents often involve
vulnerable individuals whose injuries may be linked to underlying health conditions
rather than workplace failures.
Understanding and evidencing that distinction is essential. Getting it right will not
only support compliance but also help organisations demonstrate effective risk
management, strengthen claims defensibility and protect the people in their care.
How Partners& can help
Understanding reporting obligations is only one part of effective risk management.
The real value comes from using incidents, near misses and claims data to identify
trends, strengthen controls and reduce the likelihood of future issues.
Our social care specialists work with providers to review incidents, analyse claims
trends and support practical improvements that help protect both employees and the
people in their care.
If you'd like to discuss your approach to RIDDOR reporting, claims
management or wider risk management, our Care Sector team is here to help.
Got a question? Want to know more?
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