Policy for Mandatory Reporting to the IGJ

1. Purpose and Scope

This policy is designed to comply with the mandatory reporting requirements as stipulated in the Dutch Healthcare Quality, Complaints, and Disputes Act (Wkkgz). It outlines the procedures for reporting serious incidents to the Dutch Healthcare and Youth Inspectorate (IGJ). This policy applies to all staff and stakeholders of Essence of Juji.

2. Mandatory Reporting

Under the Wkkgz, the following situations must be reported directly to the IGJ:

  • Serious Incidents:

    • Serious events where a client has died or has suffered significant harm. Examples include serious medical errors or other incidents causing substantial damage.

  • Violence in the Care Relationship:

    • Incidents involving violence directed at a client by a caregiver or another person working on behalf of the caregiver, or violence between clients.

  • Dismissal of a Caregiver Due to Severe Underperformance:

    • When a caregiver is dismissed due to severe underperformance, regardless of the type of contract (e.g., employment contract, collaboration agreement, or assignment).

3. Reporting Procedure

  • Internal Policy and Responsibilities:

    • Reporting Responsible Person: The complaints officer or a designated staff member is responsible for submitting reports to the IGJ. This person is also responsible for gathering all necessary information and ensuring timely submission.

    • Reporting Forms: Reports are submitted using the mandatory reporting form available on the IGJ website.

  • Steps for Reporting:

    1. Identification: Recognize a situation that must be reported.

    2. Internal Reporting: Immediately report the incident to the complaints officer or designated staff member.

    3. Information Collection: Gather all relevant information about the incident.

    4. Submission of Reports: Submit the report to the IGJ using the online form. This should be done immediately upon discovering the incident.

    5. Documentation: The incident and the report are documented in Essence of Juji’s complaint register.

4. Training and Awareness

  • Training: All staff receive annual training on recognizing situations that must be reported and on the procedures for making reports.

  • Information: New employees are provided with information on reporting procedures during their onboarding.

5. Accessibility and Client Information

  • Client Information: Clients are informed about their rights and the procedures for reporting serious incidents. This information is available on the Essence of Juji website (www.essenceofjuji.com).

  • Feedback Mechanism: Clients have the opportunity to provide feedback on the complaints and reporting procedures via a feedback form, email or during a discussion with owner of Essence of Juji, Juliette Eleonora.

6. Responsibility of Subcontractors

  • Information to Subcontractors: If working with subcontractors, they are informed about the reporting obligations and procedures. The main contractor is responsible for reporting serious incidents to the IGJ. For youth care providers, they are responsible for reporting themselves if they act as subcontractors.

7. Documentation and Reporting

  • Register: All reports and incidents are recorded in a complaint register. This register is reviewed regularly to analyze trends and implement any necessary improvements.

8. Evaluation and Improvement

  • Policy Evaluation: The policy is evaluated annually and adjusted as necessary based on new legislation or internal feedback.