Click the yellow + in top right hand corner, select ‘Log accident’.
There are 7 stages, as described below. Fill in all the information, as comprehensibly, as possible in stages 1-7.
Stage 1 requires information about the location of the accident, the date and time, the person logging the accident any involved assets, lighting and weather conditions.
Stage 2 allows details of witnesses to be added and relevant documents to be uploaded. Documents can be videos, photos, PDFs or any other electronic file. This is not mandatory, but it is helpful to an accident record if photos of the scene, injury or associated equipment are added. This can aid claims management at a later date. If you have completed an accident investigation form this should also be uploaded here.
There is also an option to download an accident investigation form, complete the details and then upload the completed document to the system. This is particularly helpful in the case of a RIDDOR (or potential RIDDOR) reportable accident to demonstrate fill investigation of the details.
Stage 3 enables full free text details of how the accident occurred to be entered.
Stage 4 ensures details of the injured person have been captured. Click the ‘Add person’ button and fill in the pop-up form as accurately as possible. Some fields are mandatory so for example if a customer reports an accident without leaving their name, you enter ‘unknown’. If the age is unknown please enter 999. Ensure to enter the ‘occupation’ of the injured party (such as member of staff, a contractor or a member of the public) different RIDDOR rules apply for different occupations.
If there is more than one injured person the ‘Add person’ button should be clicked again and details of the second person entered, this should continue until all injured person details have been captured.
Stage 5 asks for information about the injuries sustained.
The layout of stage 5 will vary depending on whether the injured person is an employee, a contractor or a member of the public.
If there is more than one injured person the ‘Injuries sustained’ fields will be repeated for each injured person.
Stage 6 asks questions about first aid treatment, emergency services treatment and if a visit to hospital resulted from the accident.
If the visit did result in a trip to hospital please record the ‘Treatment nature at the hospital’ dropdown as accurately as you are able;
If it is clear treatment will be required, or if confirmation has been received that treatment was provided please select ‘Treatment fully provided’;
If it is unclear then select ‘Unknown’;
If it was confirmed no treatment was required then select ‘Examinations and diagnostic tests only’.
Stage 7 is where the system identifies if it thinks the accident is reportable under RIDDOR.
If the system does not identify the accident as reportable under RIDDOR, select save and the report will be completed. You will then be re-directed back to your dashboard.
Notifications that an accident has been logged will then be sent to appropriate people.
Accidents reportable under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013)
Stages 1-6 will be identical to the above.
RIDDOR Reportable Accidents
Certain employees will have been given the permission to confirm whether the accident is or isn’t reportable under RIDDOR. These employees should have sufficient knowledge of the legislation to make the correct decision and to be able to log a RIDDOR report as required.
Employees with Permission to Confirm RIDDOR Status
If the system identifies an accident as RIDDOR reportable, and the employee logging the accident has the above ‘RIDDOR confirmation permission’ enabled, they will see the following screen:
They do not have the ‘RIDDOR reportable?’ dropdown field visible so must save and a notification will be sent to employees who can select the RIDDOR status.
The employees receiving the notification should log into the system, review the details and make the RIDDOR decision.
Once a RIDDOR status has been confirmed and the report saved, notifications a RIDDOR reportable accident has been logged will then be sent to appropriate people.