Organisations of all types and sizes risk employees becoming injured at work, so it is important to have a clear accident reporting procedure to follow in case an incident occurs.
Effective accident reporting in the workplace supports compliance with the Health and Safety at Work etc. Act 1974 and RIDDOR and helps to prevent similar accidents from occurring in future, protecting employees and the organisation.
Here are 6 simple steps to managing and reporting accidents and work:
1. Check for immediate danger
First, calmly assess the scene for any ongoing risks to yourself and others. Make sure the area is safe before assisting someone who is injured. Quickly but carefully survey the accident scene for potential dangers such as fires, chemical spills, exposed electrical wires, or structural damage.
If it is safe to do so, attempt to minimise risks. This could involve turning off power to prevent electrical hazards, containing spills with appropriate materials, or securing unstable structures.
Do not move the injured person unless they are in immediate danger (like being in a fire or near a collapsing structure), as this could worsen their condition.
2. Seek medical assistance
Briefly assess the severity of the person’s injuries. This assessment will determine the urgency and type of medical response required. Are the injuries life-threatening, or are they less severe but still requiring attention?
If the injuries are severe, dial 999 immediately. Provide the emergency services with precise information about:
- The location of the accident.
- The nature of the injuries.
- Any hazards present.
- The number of people injured.
Ensure the injured person receives first aid care until professional help arrives. This may include stopping bleeding, applying bandages, performing CPR, or using an automated external defibrillator (AED) if required.
Provide comfort and reassurance to the injured person. Keeping them calm can prevent shock and make it easier to manage the situation.
3. Record details in the accident book
The information recorded in an accident book can be crucial for insurance claims, legal inquiries, future safety audits and refining safety measures.
What to record:
- The name of the person injured, their job title, date of birth and gender.
- The date, time, and location of the accident.
- A description of exactly what happened and the sequence of events that led to the injury.
- Whether first aid was given and if medical professionals were called to the scene.
- The names and contact details of any witnesses, along with their accounts of the incident.
- The name, address and job title of the person filling in the accident report.
How to record:
Enter details into the accident book as soon as possible after the incident to make sure information is accurate and not forgotten. Be factual and detailed in your description. Avoid assumptions or subjective judgements about what caused the accident.
Handle information sensitively. Personal information should be protected in line with UK GDPR data protection laws.
4. Conduct a formal investigation
Conducting a formal investigation into an accident is a critical step in the accident reporting process. It aims to uncover the root causes of the incident, whether there were any breaches of safety protocols, and how similar events might be prevented in the future.
An investigation should be carried out as quickly as possible following an accident. When incidents are less severe an investigation by a line manager or supervisor will suffice. Where the severity is greater the investigation may need to be carried out by health and safety professionals, technical experts, or external investigators. In the case of serious incidents a team may be required.
Photographs may be taken of the accident scene, noting the position of equipment, environmental conditions, and any hazards. Witnesses will be interviewed with open-ended questions that encourage them to give a detailed account of what happened.
The person or team investigating the accident may examine maintenance logs, training records and past incident reports to check for any related issues or reoccurring problems. CCTV footage may be reviewed to understand the sequence of events that led to the accident.
The investigation should culminate in a detailed and factual report supported by evidence and free from bias. The report should explain what happened and why it happened. Actionable recommendations for improvements should also be provided.
5. Determine if the accident is reportable
Determine whether the accident must be reported under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR). For information about what is reportable, please see our article, What is RIDDOR and why is RIDDOR reporting important?
6. Review and update safety measures
The final step in the accident reporting procedure is important for turning insights from an accident investigation into actions to improve workplace safety.
Carry out a detailed risk assessment using data and conclusions from the accident investigation to pinpoint specific areas for safety improvements.
Engage with employees as part of the risk assessment process, especially those directly involved in the accident or the investigation process. Their input can be invaluable for understanding practical challenges and solutions that may not be immediately apparent.
The risk assessment might lead to changes to:
- Training. Consider if there is a need for additional training, such as our Health and Safety Awareness Course or Office Health and Safety Training.
- Equipment. If the investigation identified equipment failure as a contributing factor, plan for its repair, upgrade, or replacement. Ensure that all equipment meets current latest safety standards.
- Technologies. Consider the adoption of new technologies or safety devices that could prevent similar accidents. This might include more advanced machinery, safety sensors, or emergency shut-off systems.
- Environment. Sometimes, the physical layout of a workplace contributes to accidents. Redesign workspaces to eliminate hazards and improve ergonomics and efficiency.
- Signage. You might improve signage to clearly mark hazardous zones, provide directions for emergency exits, or remind workers of essential safety practices.
- Policies. Based on the findings, you might draft new safety policies or procedures. Ensure these are comprehensive and address any new risks identified.
Clearly and effectively communicate any changes in safety measures to all employees. Ensure that everyone understands the new procedures and the reasons behind the changes.
Implement mechanisms for employees to provide feedback on safety measures, which can help identify unforeseen issues or suggest further enhancements.
How to track and manage incidents effectively
Our Incident Reporting Software makes the process of reporting, tracking, investigating, analysing and reporting workplace accidents and incidents much easier, saving you time and money.
The software supports legal compliance and makes accident reporting procedures more accurate and efficient by minimising delays and speeding up investigations, so critical information is not forgotten.
By capturing detailed data, the software supports you to better analyse the root causes of incidents to prevent reoccurrence, protecting employees and your organisation.
Visit our website to find out more, or talk to us today on 0203 011 4242 or info@praxis42.com.
Adam Clarke
Managing Director (Consulting)
