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Incident Reporting

This SOP covers reporting requirements for incidents, injuries, and suspected abuse or neglect.

Mandated Reporting

“Employees are legally required to report any suspicion of child abuse or neglect to the relevant authorities.”

As healthcare providers working with children, all Bee-Have staff are mandated reporters under California law.

When to Report

Suspected Abuse or Neglect

You must report if you have reasonable suspicion of:

  • Physical abuse (unexplained injuries, bruises, burns)
  • Emotional abuse (verbal abuse, isolation, threats)
  • Sexual abuse (any signs or disclosures)
  • Neglect (inadequate food, clothing, supervision, medical care)
  • Witnessing domestic violence

You Do NOT Need to Be Certain

  • Report based on reasonable suspicion
  • You are not required to investigate or prove abuse
  • It is not your role to determine if abuse occurred
  • Let authorities conduct the investigation

How to Report Suspected Abuse/Neglect

Step 1: Contact Bee-Have Leadership

  1. Contact your treating BCBA immediately
  2. Contact the owners (Kayla and Louise) by phone or email
  3. Do this before or while making the official report

Step 2: Make Official Report

  1. Call the Child Protective Services Hotline
    • Orange County: 1-800-207-4464 (available 24/7)
  2. Provide information requested by the operator
  3. Be factual — report what you observed, not interpretations

Step 3: Document

  1. Write down what you observed
  2. Note date, time, and circumstances
  3. Keep documentation confidential
  4. Submit written report within 36 hours if required

Reporting Injuries During Sessions

School Setting Injuries

From the RBT School Policy:

“If you witness an incident or injury, notify the teacher immediately. Do not provide consequences or intervene with other students. If your client is injured at school, follow the school’s protocol or crisis procedure.”

Home Setting Injuries

  1. Ensure client safety
  2. Notify parent/caregiver immediately
  3. Contact your BCBA
  4. Document what happened in session notes
  5. Follow any additional guidance from BCBA/Admin

What to Document

For Any Incident

  • Date and time
  • Location
  • What you observed (factual, objective)
  • Who was present
  • Actions you took
  • Who you notified

Do NOT Include

  • Opinions or interpretations
  • Accusations
  • Information you didn’t directly observe
  • Speculation about causes

Confidentiality

Your Report is Protected

  • Your identity as the reporter is confidential
  • You cannot be retaliated against for making a good-faith report
  • Report even if you’re unsure — let investigators determine

Client Information

  • Share only information necessary for the report
  • Follow HIPAA guidelines for all other disclosures
  • Document what information was shared and with whom

Emergency Situations

If a Child is in Immediate Danger

  1. Call 911 immediately
  2. Do not leave the child in danger
  3. Follow directions from emergency responders
  4. Contact Bee-Have leadership as soon as safe to do so

Medical Emergencies

  1. Call 911 if needed
  2. Notify parent/caregiver
  3. Stay with child until help arrives
  4. Contact your BCBA and Admin
  5. Document the incident

Failure to Report

Mandated reporters who fail to report suspected abuse can face:

  • Criminal charges (misdemeanor)
  • Fines
  • Civil liability

Professional Consequences

  • Disciplinary action up to termination
  • Potential loss of RBT or BCBA certification
  • BACB ethics violations

Ethical Obligation

BACB Code 2.15 — Discontinuation of Services

“It is our ethical obligation never to abandon a client.”

Even when difficult situations arise:

  • Continue providing appropriate care
  • Follow proper protocols for reporting
  • Work with leadership to address concerns
  • Maintain professional boundaries

Quick Reference

SituationAction
Unexplained bruises on clientReport to BCBA and Admin; call CPS if suspected abuse
Client discloses abuseListen, don’t interrogate; report immediately
Client injured during sessionEnsure safety, notify parent, document, inform BCBA
Witness incident at schoolNotify teacher, follow school protocol
Unsure if you should reportReport — let investigators determine

Important Contacts

  • Child Protective Services (Orange County): 1-800-207-4464
  • Emergency: 911
  • Bee-Have Admin: adminbee@beehaveserviceteam.com
  • Kayla Peterman: Contact via Teams
  • Louise Casey: Contact via Teams