Incident Reporting

The Incident Reporting Portal Official Public Launch!

Community Care Facilities Licensing is excited to announce the official launch of the Incident Reporting Portal for Licensees!

Licensees are now able to submit incident reports online. 

What to Expect

• Licensees are encouraged to attend an Information Session to learn more about the online Incident Reporting Portal.
• Licensees will receive an email with registration details. Keep an eye out and be sure to register.
• Resources are available below to assist Licensees to successfully register & submit Incident Reports online.

Information Sessions 

Monday, September 22, 2025 | 2-3pm | Long Term Care
Thursday, October 2, 2025 | 10-11am | Residential Care
Tuesday, October 7, 2025 | 6-7pm | Child Care
Saturday, October 18, 2025 | 9-10am | Family Child Care & In Home Multi Age Child Care

Licensees unable to attend a specific Information Session can register for the most applicable session.

Steps to Register and Submit Incident Reports 

Licensees must ensure the following steps are completed to successfully submit Incident Reports using the Online Reporting Portal:

1. Obtain your facility Personal Identification Number

• Licensees will receive a letter in the mail with your facility’s unique Personal Identification Number (PIN) and instructions on how to register your facility to submit incident reports using the online portal.

2. Register/Create an Incident Reporting Portal Account

• Complete the registration process provided in the instructions to create an account for your facility.
• Bookmark the Incident Portal login link for quick access:
  • https://myhealthdepartment.com/island-health/login

3. Submit an Incident Report using the Incident Portal

• Once  you have successfully created an account for your facility, you are ready to submit incident reports to Licensing using the online portal. 

Additional Resources 

For additional support for Licensees, please see the following resources available:

• Registration Instructions
• Frequently Asked Questions
• Video: How to Register Your Account
• Video: How to Submit an Incident Report
• Reportable & Non-Reportable Incident Reporting InfoSheet

For questions and inquiries, please reach out to your Licensing Officer or email Licensing@islandhealth.ca. 

The Community Care Facilities Licensing Program would like to thank all Licensees for their continued patience during the development and implementation of the Incident Reporting Portal.

What is a reportable incident?

A reportable incident is an event where a person in care has been injured or has been seriously or adversely affected, or has gone missing while under the care or supervision of the licensee. 

A detailed list of reportable incidents can be found in Schedule H of the Child Care Licensing Regulation and Schedule D of the Residential Care Regulation.

Notification Requirements

The licensee must notify the Community Care Facility Licensing program to report a reportable incident.  

Licensees are encouraged to submit incident reports using the online reporting portal. 

Licensees unable to submit incident reports online can complete paper Incident Report Forms and submit completed forms to Licensing via email to Licensing@islandhealth.ca or by fax. Please reach out to your Licensing Officer or any Island Health Licensing office location to obtain a paper Incident Report Form.

Licensees must comply with the Section 52 of the Child Care Licensing Regulation and the Residential Care Regulations when it comes to notification of harmful actions not permitted. 

Section 55 of the Child Care Licensing Regulation and Section 76 & 77 of the Residential Care Regulation set out requirements for notification of illness, injury and reportable incidents in licensed care facilities.

Please ensure you submit a copy of the completed Incident Report form to your funding program if applicable. 

Please ensure that you keep a copy of the completed Incident Report form for your records.