Reporting to the HTA is now clearer, faster and backed by a refreshed portal.
The Health and Care Services Oversight Authority (HTA) expects every licensed establishment operating in the post-mortem, anatomy and organ-donation fields to inform it promptly about any event that could undermine public trust or the dignity of the deceased.
Recent updates to the HTA portal – a more intuitive login flow, cleaner navigation and an updated visual layout – go live on 30 September 2025, giving users a smoother experience when filing mandatory reports.
Post-mortem sector: what must be reported and when
Facilities that perform post-mortem examinations are required to submit a HTA Reportable Incident (HTARI) for any serious incident or near-miss that could compromise the dignity of the deceased or erode public confidence. The definition of a near-miss encompasses any situation where an undesired outcome was avoided only by chance or swift corrective action.
Once such an event is identified, the establishment has five working days to lodge the report through the HTA portal. The five-day clock starts on the day the incident is either discovered or occurs, whichever is later.
Key steps for post-mortem reporting
1. Log into the refreshed HTA portal using the new single-sign-on option.
2. Select “Post-mortem HTARI” from the dashboard.
3. Complete the incident form, providing a concise description, dates, and any immediate remedial actions taken.
4. Submit the report; a confirmation email will be generated for record-keeping. Detailed root-cause analysis can be supplied later as a supplementary document.
Anatomy sector: parallel obligations
Licensed anatomy providers share a reporting regime very similar to the post-mortem arena. Any event that threatens the dignity or appropriate care of the deceased must be classified as an HTARI and transmitted to the HTA within the same five-working-day window. This includes, for example, mishandling of body parts, breaches of consent, or equipment failures that nearly caused harm.
Reporting workflow for anatomy establishments
The portal now groups anatomy incidents under a distinct tab, simplifying navigation. Users should:
- Choose the “Anatomy HTARI” module.
- Enter event specifics, ensuring that any near-miss details are clearly marked.
- Attach any supporting documentation, such as photographs or internal audit excerpts.
- Submit the entry; the system will log the submission date automatically.
As with post-mortem reports, a comprehensive investigation can be uploaded later; the initial filing focuses on timeliness and basic facts.
Human application: serious adverse events and reactions
When a licensed establishment involved in human applications (clinical trials, therapeutic use, etc.) encounters a serious adverse event (SAE) or a serious adverse reaction (SAR) the HTA mandates notification within 24 hours of discovery. The requirement emphasizes urgency because such events may have immediate health implications for participants or patients.
Initial versus follow-up reporting
The first report need not contain a full root-cause analysis. It should capture the essential facts: what happened, when, who was affected, and any immediate measures taken to protect further participants. A follow-up report—including detailed investigation results, corrective and preventive actions (CAPA), and any regulatory correspondence—can be submitted later, as the investigation concludes.
Organ donation and transplantation: dedicated adverse-event channel
Establishments operating in the organ-donation and transplantation field have a slightly different pathway: they must forward any serious adverse events or reactions to the National Health Service Blood and Transplant (NHSBT). NHSBT acts as the managing body on behalf of the HTA, maintaining a centralized database of such incidents. The same 24-hour reporting deadline applies, mirroring the human-application requirement.
Steps for transplant-related reporting
1. Access the HTA portal and navigate to the “Organ Donation/Transplant” section.
2. Select “Report SAE/SAR to NHSBT.”
3. Fill in the incident template, highlighting organ type, donor and recipient identifiers (anonymised where required), and immediate clinical actions.
4. Submit; an automatic acknowledgement is sent to both the HTA and NHSBT teams.
The upgraded portal, live for all users from 30 September 2025, introduces a single sign-on screen, contextual help icons, and a modular dashboard that groups reporting categories by sector. Users are encouraged to familiarize themselves with the new layout using the quick guide provided on the login page. Important enhancements include:
- Streamlined login One-click authentication using institutional credentials.
- Improved navigation Breadcrumb trails and sector-specific menus reduce the time needed to locate the correct reporting form.
- Responsive design Full functionality on desktop, tablet and mobile devices.
Adopting these features not only accelerates compliance but also minimizes the risk of missed deadlines. Establishments should schedule brief training sessions for staff responsible for incident reporting, ensuring everyone can locate the appropriate module, complete the mandatory fields, and submit the report within the legally defined timeframes.
