Reporting : How to Make a Report
Each state has its own process and documentation. The Child Welfare Information Gateway provides a database of contact information for state central registries for child abuse reporting: https://www.childwelfare.gov/state-child-abuse-and-neglect-reporting-numbers/.
The reporting process begins with a phone call to the State Central Register that is followed by a written report.
Download the form and be prepared to provide the information including but not limited to demographics, the nature and extent of the injuries and/or your concerns, information about siblings, the alleged perpetrator, the source of the report, and any information regarding actions taken.
If you took photographs of areas of trauma or ordered a radiological exam, send these with the written report or as soon after as possible.
For information about how to make a report in New York State, see How to Make a Report in New York State pdf.
How to Make a Report in a Hospital Setting
If your hospital has a Child Protection Coordinator to coordinate compliance with the reporting requirements concerning suspected child abuse and maltreatment. This person should be contacted regarding all cases of suspected child abuse and maltreatment, including child sexual abuse, identified in the hospital. It is the Coordinator's responsibility to collect any additional information needed to make reports complete; ensure reports are made in a timely fashion; provide feedback and coordinate evaluations among hospital staff; and facilitate communication with the child protective worker and/or the police and the district attorney, as appropriate.
If the Child Protection Coordinator decides not to report and you have reasonable cause to suspect abuse or neglect, you are required to make the report yourself.
If the Report Is Not Accepted
Give all the information regarding your suspicions about the abuse to the hotline staff member. Sometimes this information is not enough to warrant a full investigation. In that case, carefully document the content of the phone conversation in the medical record and consider alternative options that would ensure the safety of the child. You may choose to offer more frequent office visits, refer the family to local social services, or hospitalize the child until the situation is sorted out. For more information about protective custody, see LEGAL ISSUES: Protective Custody. NEEDS LINK
If you believe the concern has not been understood and that the report should be accepted, ask the hotline staff member for an explanation as to why the report is not being registered. You can also ask to speak with a supervisor who will provide further clarification and address your concerns. If additional information is needed, consider making a referral to a local child abuse pediatrician or a child sexual abuse advanced medical consultant for advice or consultation. After attempting to resolve misunderstandings through clarification of your report, you may wish to contact your State Office of Children and Family Services regional office or Department of Child Safety.
