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Instructions for reporting issues in the workplace

Every employee has both the right and a statutory duty to respond to and report any shortcomings they observe in order to ensure the safety of clients, patients and employees.

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Hazardous situations and shortcomings must be reported in writing so that their causes can be investigated, deficiencies corrected and the employee’s legal protection safeguarded.

High-quality and safe care is based on an open reporting culture in which identified incidents and risks are reported to improve quality and support shared learning.

Reporting obligation in social and health care services

Under the Act on Supervision, social and health care personnel have a statutory duty to report shortcomings they observe.

Report if you notice:

  • A serious problem, or a clear risk of a problem, affecting a client’s or patient’s care or services, such as the implementation of a care or service plan.
  • Inappropriate treatment of a client or patient, including physical, psychological, or medication-related abuse or neglect.
  • Any other issue that may put client or patient safety at risk, such as insufficient staffing levels

How do I make a report?

  1. Report the issue to your manager first:
    • Always report the issue in writing. This ensures there is a record of your report.
    • You can use your organisation’s reporting form or send an email.
    • Describe the shortcoming and its concrete impact on client or patient safety and on the smooth running of daily work.
  2. The role of the manager and organisation
    • Your manager must forward the report to the service organiser (the wellbeing services county).
    • The organisation must take prompt action to address and correct the issue.
  3. Report to the Finnish Supervisory Agency

Reporting obligation in early childhood education and care

Under the Act on Early Childhood Education and Care, employees have a statutory duty to report any shortcomings they notice.

This applies to all staff working in early childhood education and care, including teachers, social services professionals, childcare workers, private home-based childcare practitioners and special education teachers.

What should I report?

Report any shortcoming, or risk of a shortcoming, that may affect a child’s early childhood education and care. If you notice a problem, inform your manager as soon as possible.

How do I make a report?

  1. Submit the report in writing. The reporting channel must be known to all employees. Reports may be submitted, for example, through the organisation’s intranet, by email or on paper.
  2. Describe the issue as clearly as possible.
    • It may relate to staffing levels, the treatment of children or the quality of early childhood education and care.
    • State in your report that it is made under Section 57a of the Early Childhood Education and Care Act.
    • The person receiving the report must forward it to the senior official responsible for early childhood education and care.
    • You have the right to report concerns without fear of negative consequences. Your employer must not treat you unfairly because you have made a report.
  3. Report to the Finnish Supervisory Agency

Incident reporting (client and patient safety)

An incident reporting system, such as HaiPro® or Laatuportti®, is used to report incidents and near misses that affect client or patient safety. The information is used to improve safety and prevent similar incidents from happening again.

What should I report?

  • Near misses: incidents that could have caused harm but were identified in time.
    • Example: the wrong medication dose was prepared but noticed before it was given to the patient.
  • Adverse events: incidents that caused harm to a client or patient.
    • Examples: a patient received the wrong medication or a client fell.

How do I make an incident report?

  1. Open your organisation’s incident reporting system (for example, HaiPro® or Laatuportti®).
  2. Describe what happened. Record when and where the incident happened.
  3. Submit the report through the system. The report will be reviewed and handled by the person responsible for incident.

Occupational safety report

An occupational safety report is used to report situations and incidents in the workplace that endanger employees’ safety, health or capacity for work.

What should I report?

  • Violence or threats at work, such as aggressive behaviour by a patient or client.
  • Problems in the work environment, such as poor indoor air quality
  • Workplace accidents or near-accident situations, such as a needlestick injury or a slip.
  • Workload factors, such as insufficient staffing levels that may affect employees’ health, safety or wellbeing.

What should I do if I notice a health and safety risk?

  1. Make sure everyone is safe.
    • Move away from the dangerous situation if necessary.
    • Make sure that you and your colleagues are safe.
  2. Report the issue immediately to your manager and health and safety representative.
    • Make sure the report is submitted both verbally and in writing.
  3. Complete a report.
    • Complete an occupational safety report using your workplace’s reporting system.
    • Your workplace may use the HaiPro® system (select “occupational safety report”) or a separate occupational safety reporting form.
  4. Record the details.
    • Document when the incident happened, who was involved, what happened, and the consequences (for example, physical injury or psychological distress).
  5. Get support.
    • If the incident was a workplace accident, contact occupational health services.
    • Make sure your employer submits an accident report to the insurance company.

Further information and support

For further information and support, contact your workplace’s occupational health and safety representative, your local SuPer trade union branch, or SuPer’s experts. They can provide guidance on how to act in different situations and support you throughout the reporting process.