Accidents and Incidents Module
When an accident takes place in the workplace, it is essential that it is reported without delay. Recording accidents and incidents within the system helps to improve safety, ensures compliance, and aids in preventing similar occurrences in future. The information recorded should be accurate and as detailed as possible. Accidents and incidents may be reported by staff members, administrators, or clients using the system.
Recording Accidents and Incidents – Initial Report (Stage 1)
When first logging an accident, the system requires basic details such as the type of incident, date, individuals involved, location of the accident, and the relevant project. Once this information is submitted, users can complete the investigation forms linked to that particular accident type. These forms can be digitised using the ‘Form Builder’ functionality.
Recording Accidents and Incidents – Investigation (Stage 2)
Investigation forms are used to capture more detailed information regarding the accident. A specific investigation report form may be selected when configuring the accident or incident type within the system. This form is automatically associated when that accident or incident type is selected.
Investigation report forms can be tailored using the ‘Form Builder’ functionality, which includes a variety of tools such as dropdown menus (to select involved individuals from within the system), image upload options, and other useful elements to ensure a thorough report.
As not all users will have immediate access to a computer, the system allows for accident and incident forms to be accessed by scanning a QR code with a mobile phone camera. When scanned, a clickable link will appear, leading to the relevant public forms. QR codes can be generated using the ‘Public Forms’ functionality within the Accidents and Incidents module.
Late Reporting
If an accident is logged more than 48 hours after it occurred, the system requires a justification for the delay. This is important as late reporting can have implications for both safety and cost.
Accident and Incident Statuses
Administrators have the ability to approve or reject reported accidents and incidents to ensure the accuracy and completeness of documentation.
Available statuses include:
Accidents and Incidents Map
The system offers the functionality to select the precise location of an incident on a map during the reporting process. This can also be done for existing records awaiting approval. This feature provides a visual overview of accident frequency in particular areas.
Cost Calculations
The system enables users to input data regarding the financial impact of an accident – including productivity loss, administrative expenses, and replacement costs. This helps organisations monitor cost patterns and may support efforts to reduce future losses. Once entered, the system automatically calculates the total cost of the incident.
Corrective actions can be implemented to accidents and incidents to identify the root causes of issues.