Service Providers
Special Incident Reporting
Who Should Report
Per DDS, any vendor or long-term care facility staff should report special incidents as required by Title 17, Section 54327 of the California Code of Regulations.
Why do we report SIRs?
SIRs outline a timeline of incidents that affect a client’s health and safety. By examining SIR histories, Special Incident Reporting Coordinators (SIRCs) can identify trends or patterns of behaviors that allow SDRC to provide better trauma-informed care and risk mitigation plans.
Why do SIRs matter?
By reporting in a timely manner, clients can be connected to resources faster, investigations by appropriate agencies can begin sooner, and we can remove perpetrators from harming other clients thus preventing future SIRs.
Phone Reports (24 hours notice)
SDRC service providers and long-term care facilities should report special incidents to a client’s service coordinator or an on-call service coordinator via phone call/voice message within 24 hours of incident occurrence.
Written Reports (48 hours notice)
Submit a written report of the special incident to the regional center within 48 hours of special incident occurrence.
The Special Incident Form is to be used by SDRC service providers as well as long-term care facilities. Please use this form when submitting SIRs to SDRC and Community Care Licensing.
Written reports can be submitted via Email and Online SIR Vendor Portal (also known as Service Provider Portal). SDRC will accept faxed SIRs, however, we highly encourage written SIRs be submitted via Email or the Portal to ensure the assigned service coordinator is notified.
Report via Email
Written reports can now be sent to our email vendorsirs@sdrc.org.
Please do not send written SIRs to your service coordinator’s personal email.
Report via Online SIR Vendor Portal
After a vendor has been given access, they can begin using the Online SIR Vendor Portal to report Special Incidents.
To begin using the Online SIR Vendor Portal:
- Download the SPP Agreement Form
- Complete and email this form to your assigned SDRC Resource Coordinator.
Guides & Tutorials
- Online Vendor SIR Portal FAQs (pdf)
- How to Submit an Online Vendor SIR (video)
- How to Submit an Online Vendor SIR (screenshots)
- Online Vendor SPP Superuser Setup (screenshots)
Need to update a SIR?
If a Vendor needs to update an existing SIR, please notify your SC with the new information and the SC will relay it to the SIR Coordinators. This way SCs can be aware of any changes to a client’s status.
Incident Types
- Aggressive act involving a weapon
- Aggressive act to another consumer
- Aggressive act to family/visitors
- Aggressive act to self
- Aggressive act to staff
- Community safety
- Minor verbal aggression
- Aggravated assault
- Arrests
- Burglary
- Larceny
- Law enforcement involvement
- Missing person – law notify – not VND care
- Missing person – law notify – VND care
- Personal robbery
- Death
- Property damage
- Rape or attempted rape
- Severe verbal threats
- Theft by a consumer
- Unauthorized absence – law not notified
ALLEGED:
- Abuse – other
- Consumer neglect – other
- Emotional/mental abuse
- Emotional/mental abuse – VND care
- Physical abuse
- Physical abuse – VND care
- Sexual abuse
- Sexual abuse – VND care
- Violation of rights
- Phys/chem restraint – VND care
- Cons financial abuse
- Cons financial abuse – VND care
FAIL TO:
- Assist w/pers hygiene
- Assist w/pers hygiene – VND care
- Prev malnutrition – VND care
- Protect from h/s hazards – VND care
- Protect from h/s hazards
- Prov care – elder/adult – VND care
- Prov food/cloth/shelter – VND care
- Prov medical care
- Prov medical care – VND care
- Other
- Other sexual incident
- Bites break skin/req trmt
- Bites break skin/req trmt – VND care
- Burns req medical trmt – VND care
- Choking
- Condition req medical intervention
- Covid 19 virus
- Disease outbreak
- Drug/alcohol abuse
- Emergency room visit
- Fractures
- Fractures – VND care
HOSPITAL:
- Cardiac
- Cardiac – VND care
- Diabetes – VND care
- Due to seizure
- Due to seizure – VND care
- Internal infection
- Internal infect – VND care
- Involuntary psych adm
- Involuntary psych adm – VND care
- Nutrition deficiency – VND care
- Other
- Resp illness
- Resp illness – VND care
- Wound/skin care
- Wound/skin care – VND care
- Inc req psych emg team/no hospital
INJURY:
- Accident-dislocation – VND care
- Accident
- From a behavior episode
- From another consumer
- From seizure
- Unknown origin
- Internal bleeding – VND care
- Lacerations – sutures/staples – VND care
- Medical emergency – other
- Medication error
- Medication error – VND care
- Medication reactions
- Medication reactions – VND care
- Planned hospitalization
- Seizures
- Suicide attempt
- Suicide threat
- Voluntary psych hospitalization
*Special Incidents should be reported according to DDS timeliness regardless of if SIR is reportable to DDS or not. Additionally, SDRC is requiring that ALL hospitalizations/ ER visits are documented via SANDIS SIR. Doing so assists SDRC in analyzing trends and identifying opportunities for improved care.*
If a client’s health and safety are being affected, enter a SIR.
If you are unsure on which Incident Type to enter, select “Other”. A SIR Coordinator will adjust it as appropriate
IF INCIDENT OCCURS UNDER VENDORED CARE,
USE THE “VND CARE” TYPE.
SLS & Residential Care Providers are considered 24-hour care; Please submit SIRs even if the client is not with the vendor at the time of the incident
(i.e. Med Errors / Hospitalizations / Abuse during family visits)
Trainings
Upcoming Vendor Trainings
June 11, 2025 – All
July 10, 2025 – Residential Providers
September 11, 2025 – All
December 10, 2025 – All
All trainings will be conducted via Zoom
from 10:00 am – 11:30 am.
Registration is required for each individual session. CLICK HERE TO REGISTER.
