Timely communication with the Washington State Joint Underwriting Association (JUA) allows appropriate support to be provided when an unexpected clinical situation occurs.

Policyholders are encouraged to report incidents as soon as reasonably possible when circumstances arise that could potentially lead to a claim.

Early communication allows the JUA to assist in protecting both the provider and the client relationship.

What is an Incident?

An incident is any event or situation related to care that could reasonably result in a complaint, claim, or legal inquiry.

Examples may include:

• an unexpected clinical outcome
• significant deviation from an anticipated course of care
• client dissatisfaction related to clinical care or communication
• transfer of care associated with complications
• a request for records from an attorney
• notice of a regulatory inquiry or complaint
• any situation in which there is concern about potential legal exposure

Not all incidents result in claims. Reporting allows the JUA to provide guidance when it may be most helpful.

When to Report

Incidents should generally be reported when:

• an outcome differs significantly from what was anticipated
• there is concern that a client may pursue legal action
• a complaint is made to a licensing or regulatory body
• medical records are requested by an attorney
• a situation feels unusual or concerning from a risk perspective
• consultation is desired regarding documentation or communication considerations

If you are uncertain whether a situation should be reported, it is usually appropriate to contact the JUA for guidance.

How to Report an Incident

Policyholders may submit incident reports through the secure Policyholder Portal.

The portal includes:

• incident reporting forms
• guidance on what information to include
• secure upload capability for supporting documentation

If you are unable to access the portal or need assistance, please contact the JUA using the information on the Contact page.

What Happens After a Report is Submitted

After an incident is reported:

1. The information is reviewed by the JUA and its claims partners.
2. Additional information may be requested if needed.
3. Guidance may be provided regarding documentation, communication, or next steps.
4. The matter may be monitored for developments.

Reporting an incident does not mean that a claim has been filed.

Many reported incidents are resolved without further action.

Importance of Timely Reporting

Professional liability policies typically require timely notice of incidents that could reasonably lead to a claim.

Prompt reporting helps ensure that:

• appropriate guidance can be provided
• documentation considerations are addressed early
• communication issues can be managed proactively
• coverage protections are preserved

Delays in reporting may limit available options for support.

Confidentiality

Information submitted through the incident reporting process is handled in accordance with applicable privacy and confidentiality standards.

Questions

Questions about incident reporting may be directed to the JUA through the Contact page.

If you are unsure whether an incident should be reported, early communication is encouraged.