We want to ensure that we document all accidents, incidences and hazards so that together we can continue to create a workplace in which we all feel cared for and supported. By having a central system we can ensure all accidents, incidences and hazards are responded to and reviewed and we can, where necessary, review practice and share learning across the whole organisation.
Any staff member can complete the report. Ideally if first aid lead is present he/she will document any accidents, if incident then likely to be office lead, if hazard - anyone in the office can document that.
When should I complete a form?
Accident form: To be completed for each individual who has been injured at work; regardless of if first aid has been administered.
Incident Form: To be completed to describe an incident which resulted in an injury within the workplace. One form can be completed for the incident. e.g. if a box falls off a shelf and two staff members are injured as a result - one incident form can be completed to describe the incident, and two accident forms should be completed - one for each staff member.
A hazard form should be completed to describe something that has the potential to cause harm – this could be described as a ‘near miss’. e.g. if there are trailing wires across the floor and someone stumbles and steadies themselves by holding a table - no incident occurred, and not accident happened, but it could have done. The form should be completed to document what happened and what was done immediately to ensure it was safe (e.g. move the wires). The office lead will then able able to complete any longer tern actions.
How do I complete a form?
How to report Online: See this video for Guidance here.
Step-by-step Instructions on how to report
1. Go to the office database, and double click on the “Incident reporting” on the left corner circled in red.
2. Click on the drop down on employee to choose name of the person reporting, then include the names of witnesses in the witness box
3. Click on either of the 3 reporting options if
- Accident: If someone got hurt and required first aid
- Incident: if describing the event with multiple people and not injury was recorded
- Hazard: If near miss / potential to cause harm
4. Click the office dropdown to choose reporting office
5. Enter the exact date and time of event as well as location within the office
6. Scroll “Type of accident” to select the ones that applies to the event.
7. Write a detailed explanation of the event
8. Click on the drop down to choose preferred response on First Aid administration
9. Then complete the details of the first aid administration
10. Click on each dropdown to choose the outcome of the event. Each dropdowns has further dropdowns to elaborate the event outcomes
11. Then click “save changes” highlighted in yellow
12. After saving changes, the system will go back to the Top of your report, Scroll down and you’ll see the screenshot above to Upload Photograph evidence (if any)
13. Then click the submit button below in the screenshot to send finish the event reporting