Reporting Incidents to CQC – What You Need to Know

Providers must notify CQC of all incidents that affect the health, welfare, or safety of service users. The full guidance is available via the CQC, if in doubt check there or confirm directly with the CQC. For a simplified, easier to understand view, here are the eight types of incidents that must be reported to the CQC:

Abuse or Abuse Allegations

Providers need to report incidents to the CQC that concern any abuse or accusations of abuse within their service, regardless of whether they see them as credible.

Abuse can include physical or mental abuse, discrimination, unlawful restraint, inappropriate deprivation of liberty (under the terms of the Mental Capacity Act 2005), neglect, subjecting people to degrading treatment. For full guidance on abuse see CQC Regulation 13: Safeguarding service users from abuse and improper treatment.

Even if the allegation comes from a third party, appears exaggerated, or is later withdrawn, it is still notifiable. The CQC expects immediate transparency so that safeguarding concerns can be assessed and associated risks managed. Providers should also record any actions taken, such as raising a safeguarding referral with the local authority or suspending a member of staff pending investigation.

Serious Injuries

Injuries that need to be reported to the CQC include any ‘serious injuries.’ The CQC categories serious injuries as those that (in the reasonable opinion of a health and care professional) has resulted in:

• An impairment to the sensory, motor or intellectual functions of the service user which is not likely to be temporary.
• Changes to the structure of a service user’s body
• The service user experiencing prolonged pain or prolonged psychological harm
• Shortens the service user’s life expectancy

Serious injuries often arise from falls, accidents, medical incidents, or errors in care delivery. Providers should also consider psychological harm, such as trauma resulting from an incident or restraint. The CQC looks not only at the incident but at the provider’s response, including risk assessments, immediate medical intervention, and follow‑up action.

Deprivation of Liberty Applications

Applying to deprive someone of their liberty is a serious step that can be taken in line with the provisions of the Mental Capacity Act 2005. When making an application you should always inform the CQC. Given the seriousness of the process it’s not simple, so you should familiarise yourself with as much information as possible.

The Social Care Institute for Excellence has published guidance on Deprivations of Liberty Safeguards (DoLS) and the application process for deprivation of liberty. It’s important to note that while the Liberty Protection Safeguards (LPS) were intended to replace DoLS, the Government has paused their implementation and no go‑live date has been confirmed. This means the current Deprivation of Liberty Safeguards remain fully in place, and providers should continue following existing Mental Capacity Act requirements until further updates are issued.

Providers should clearly document the reasons for any deprivation of liberty application, including the assessment outcomes, mental capacity decisions, and best‑interest considerations. Although the Liberty Protection Safeguards have not yet fully replaced DoLS, the transition is underway, making it important to stay informed about updates and expected changes to reporting requirements.

Unauthorized Absences

This is especially relevant to providers of care in secure settings, such as forensic mental health. If a person is detained under the Mental Health Act and is absent for whatever reason without authorisation you must report such an incident to the CQC. This also applies where someone under DoLS/Liberty Protection Safeguards leaves the service without permission. Providers should record the timeline, actions taken to locate the individual, and any escalation to safeguarding or police.

Placement of Young People in Psychiatric Units

You must report to the CQC any placement of a service-user under the age of 18 (for longer than a 48 hour continuous period) in a psychiatric unit whose services are intended for persons over the age of 18.

Such placements are closely monitored by the CQC due to the vulnerability of young people and the suitability of adult environments. Providers should include full rationale, risk assessments, and details of any alternative options considered.

Deaths of Service Users

The death of any service user must be reported as an incident to the CQC without delay. Notifications must not identify the person, instead using a unique code which the provider needs to record for future reference.

Providers should ensure they document the circumstances of the death, whether it was expected or unexpected, and any clinical input received. The CQC may also expect information about medication, handover notes, and risk assessments completed before the event.

When they inform the police of an incident, care providers often think that because they are dealing with an enforcement authority, or they mistakenly think the police and CQC share a system, that they do not need to inform the CQC too.

This is not the case. If any incident involves the police, however minor or trivial it may seem, it is always a good idea to protect your organisation and its registered status by informing the CQC.

Examples include physical altercations, allegations of theft, missing person alerts, or safeguarding matters escalated to the police. CQC expects providers to demonstrate openness, show they have taken appropriate action, and evidence their decision‑making process.

Any event or incident must be reported to CQC if it threatens, or the provider thinks is likely to threaten, the ability to carry on the regulated activity (i.e. the care service) safely, or in line with regulatory requirements. These could include:

• Insufficient numbers of staff or of suitably qualified/skilled/experienced staff
• Interruptions to the supply of electricity, gas, water, sewerage for longer than a continuous 24-hour period (to premises used for care e.g. a care home)
• Physical damage to premises used for care that has or is likely to have a detrimental effect on the care or treatment of service users
• Failure/malfunctioning of fire alarms or other safety devices for longer than a continuous 24-hour period (in premises used for care)

These incidents directly affect a provider’s ability to maintain safety, meet fundamental standards, and protect service users. Providers should document contingency plans, communication with stakeholders, and steps taken to minimise risk.

Including complete and accurate information helps the CQC assess the seriousness of an incident and determine whether further action is needed. Providers should include:

• A clear description of what happened
• Date, time, and location
• People involved or affected
• Immediate actions taken
• Medical treatment provided
• Safeguarding actions (if relevant)
• Steps taken to prevent recurrence

This level of detail supports transparency and demonstrates robust governance.

Failure to notify the CQC can have significant consequences for a care provider, both from a regulatory and reputational standpoint. The CQC views transparency as a core indicator of safe, well‑managed services, so missed or delayed notifications are taken very seriously. Depending on the nature and frequency of the failure, providers may face:

1. Regulatory breaches

Failure to submit the correct notifications may be recorded as a breach of Regulation 18. This can appear within inspection reports, affect ratings, and result in additional monitoring or enforcement.

2. Warning notices

The CQC can issue formal warning notices requiring immediate improvement. These notices are published on the CQC website, meaning families, commissioners, and professionals will see evidence of non‑compliance.

3. Enforcement action

In more serious cases, the CQC may take enforcement action such as imposing conditions on registration, restricting activities, or suspending services. This can disrupt operations, impact admissions, and cause financial strain.

4. Direct prosecution under Regulation 18

The CQC has the power to prosecute providers for breaches of notifiable incidents regulations without issuing a warning notice first. Prosecution brings legal costs, reputational impact, and potential fines.

5. Negative inspection outcomes

Missed notifications can reduce ratings under the Safe and Well‑Led key questions, both of which heavily influence overall inspection outcomes. A downgraded rating can affect referrals, contract renewals, and commissioning relationships.

6. Damage to reputation and trust

Families, local authorities, and partner organisations expect full transparency. Failure to report incidents risks eroding confidence in the provider’s governance, safeguarding standards, and ability to deliver high‑quality care.

Accurate reporting protects both the provider’s regulatory standing and the safety of the people receiving care. It demonstrates openness, strengthens trust with regulators, and ensures risks are identified, recorded, and acted upon swiftly.

Reporting incidents to the CQC can be done online via the CQC Provider Portal. If you don’t have access or an account to the Portal, you will need to select a form from the CQC’s Notification Finder, complete it and send to the specified email address.

Everything you need to handle CQC notifications is easier within our care compliance software, from generating and sending notifications, to tracking and viewing your historic notifications. This is just one aspect of the system though, with mock inspections, auditing and action plans forming a complete care compliance system.

Providers should ensure all staff know who is responsible for submitting notifications and that the process is documented internally. Using digital systems helps avoid errors, ensure correct versioning, and store records securely for inspections.

Reporting incidents to the CQC is essential for maintaining safe, high‑quality care and demonstrating strong governance. Understanding which incidents are notifiable and how to report them correctly, helps providers stay compliant and protect the wellbeing of service users. With clear processes in place, reporting becomes more efficient, consistent, and less stressful for your teams.

Digital compliance tools streamline the entire notification process by centralising incident logs, guiding staff through structured forms, and ensuring submissions meet CQC expectations. Real‑time dashboards, automated alerts, and audit trails help prevent missed notifications and improve visibility across teams.

Access Care Compliance offers integrated incident management features designed specifically to support providers with CQC reporting and regulatory governance. From capturing incidents at the point of care to generating notifications, tracking follow‑up actions, and storing evidence for inspections, the system gives providers the clarity and structure they need to manage risk effectively. With intelligent prompts, proactive alerts, and a centralised audit trail, Care Compliance helps ensure nothing is missed while strengthening overall safety and oversight.

To see how Access Care Compliance can simplify CQC reporting and improve compliance across your service, get in touch with our team or sign up to watch our demo today.