Adverse Incident Reporting

The adverse incident reporting and review process is designed to facilitate ongoing quality improvement to ensure the health and safety of individuals receiving services by agencies licensed or funded by KDADS. It is intended to provide information to improve policies, procedures, and practices. Definitions of what constitutes an adverse incident (i.e., Serious Occurrence) requiring immediate reporting are included in Attachment A – CSP Adverse Incident Definitions and Protocol.

Effective January 1, 2013, providers shall report all adverse incidents involving individuals receiving services by agencies licensed or funded by KDADS online through the Adverse Incident Report (AIR) web application, which is located in the KDADS web applications, within 24 hours of becoming aware of the incident.

On August 31, 2016, a new version of the AIR web application was placed into production. The AIR web applications reporting page is found on the KDADS website homepage at www.kdads.ks.gov under the "Quick Links" section. This reporting page is secure but no longer requires a login to KDADS web applications. Once a provider submits the report, the report can be printed for the providers records; once the page is closed, no further access will be available to the provider. At the time of submission an email notification is sent to the designated KDADS personnel that oversees the program of the individual. 

Once the MCO is verified by KDADS personnel, an email notification will be sent to MCO personnel (if it involves an enrolled Medicaid member). Each MCO will only have access to those incident reports involving consumers enrolled with a particular MCO at the time the incident occurred. Instructions for the AIR web application are also located through the links provided below. A KDADS supervisor or designee will review the AIR and assign to the appropriate staff for follow up and investigation. Staff will then begin their work by contacting the provider acknowledging receipt of the AIR, requesting additional documentation, gathering relevant information and planning their investigation if warranted.

If the MCO wishes to initiate a joint investigation, a MCO representative will contact the KDADS staff assigned to the AIR within one business day. To the extent possible, schedules will be coordinated so that interviews will be conducted together. Regardless, information and documentation shall be readily available, shared and exchanged between KDADS and MCOs. All communications, findings, notes, other supporting documentation, etc., will be documented in the AIR database as it is collected. Communication and collaboration between both parties will be ongoing until both parties are satisfied and can conclude the investigation.

For community mental health centers, if it is determined that an investigation is warranted (including those events designated in K.A.R. 30-60-55 as requiring investigation), the incident will be referred to a Peer Review Committee whose members are designated and are deemed to be peer review officers and/or peer review committees duly constituted by the mental health center under peer review and risk management laws, including, but not limited to, K.S.A. 65-4915 et. seq. and 65-4922 through 4927.

Implementation begins January 1, 2013. All other policies and procedures regarding reporting adverse incidents remain the same. Only the process of how providers report it has changed.

KDADS Community Services and Programs Commission has written policies and procedures on conducting investigations on adverse incidents. For specific policies or to obtain additional information, please contact the appropriate Community and Services Programs manager:

SUD/MH Providers – Rhonda Gabel 

HCBS Waiver Services – HCBS Mailbox

Manuals