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The Accidents and Incidents Module


When an accident occurs in the workplace, it is important to report it immediately. Documenting accidents and incidents on the system can help improve safety, ensures compliance and helps to prevent recurring incidents. The information that is documented should be accurate and should include as much detail as possible. Accidents and incidents can be reported by employees, administrators, and clients on the system. 



Documenting Accidents and Incidents - Initial Report (Stage 1)

When initially adding an accident, the system requires basic information about the accident, such as the type, date, people involved, location of the accident, and the project connected to the accident. When this information is added, users can fill out the investigation forms that were applied to the accident type when creating an accident. Forms can be configured using the ‘Form Builder’ module.


Documenting Accidents and Incidents - Accident/Incident Investigation (Stage 2)

Investigation forms are used to add more detailed information about accidents. An investigation report form can be selected when configuring an accident and incident type on the system. This form is then applied when the accident and incident type is added to an accident. Accident and Incident investigation report forms can be configured using the ‘Form Builder’ functionality. Form builder provides multiple tools, which include dropdown options, so people on the system can be selected as people that were involved in the accident, or the option to upload photos can be added, as well as many other options that are helpful in adding more detailed information about accidents.


Not all users have instant access to a computer, so the system provides the option to scan a QR code using their phone's camera to access accident and incident report forms. When a code is scanned, a clickable link shows which includes accident and incident public forms.

QR codes can be accessed using the ‘Public Forms’ functionality in the Accident and Incidents module. 


Reporting late

If an accident is reported more than 48 hours after it has occurred, the system requires a reason as to why it is being reported late. This is important to document as reporting late can have safety and financial consequences. 



Accident and Incident Statuses

Administrators can approve and reject accidents and incidents. This is done to ensure accidents are fully and accurately documented.


The accident and incident statuses that show are:

  • Approved
  • Awaiting Approval
  • Rejected



Corrective Actions

Corrective actions are implemented to identify the root cause of incidents, and can help prevent incidents from recurring. 


Type of Corrective Actions (Immediate/Long Term)


There are two types of corrective actions that can be implemented:

  • Immediate - steps taken to quickly resolve the issue
  • Long Term - steps taken to improve overall processes to prevent recurrence 


Adding corrective actions includes:

  • Documenting the issue - include the problem description and any relevant details
  • Identifying the root cause - what caused the incident to happen
  • Implementing action(s) that is required to solve the issue


When implementing action(s) to a corrective action, it can be helpful to implement SMART actions:

  • Specific - enter exactly what needs to be done to resolve the issue
  • Measurable - include what is needed to track progress of actions being taken
  • Achievable - set a realistic but effective goal 
  • Relevant - make sure the actions align with the objectives
  • Time - Bound - set a time frame to ensure the actions are completed quickly



Accidents and Incidents Map

The system provides the option to select the exact location on a map when adding an accident. This also applies to existing accidents and incidents that are awaiting approval. This is beneficial as it gives a visual representation of the occurrence rate of accidents in specific areas. 



Calculating Costs

The system provides the option to document information about the costs of accidents, such as productivity loss, administrative costs and replacement costs. This can help companies keep track of cost trends and can help prevent financial losses in the future.

When these costs are entered, the system automatically calculates the total cost of the accident.

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