Accident, Incident, Concerns & Near Miss Policy. Approvals

Transcription

1 Accident, Incident, Concerns & Near Miss Policy Prepared by Approvals The signatures below certify that this procedure has been reviewed and accepted, and demonstrates that the signatories are aware of all the requirements retained herein and are committed to ensuring their provision. Name Signature Position Date Reviewed by John Cotterill Director of Care Oct 2012 Approved in monthly SMT meeting Not needed as existing policy Amendment Record Page No Context Revision Date Existing policy amended October 2012 Contents Accidents, Incidents, Concerns and Near Miss Policy Accidents, Incidents, Concerns and Near Miss Procedure Accident, Incident Reporting Form Accident, Incident Reporting Flowchart Risk Assessment Form 1

2 Policy Strode Park Foundation is committed to ensuring the health, safety and welfare of service users, employees and visitors, so far as is reasonably practicable. The Foundation will ensure compliance with statutory duties and responsibilities at all times. Part of this duty involves effective recording and monitoring of accidents, incidents and near-misses with the aim of future prevention. This policy covers reporting procedures for managers, employees and non-employees. Suitable information and training will be given to all personnel regarding accident reporting and the location and completion of the accident book. DEFINITIONS Accident An accident can be defined as an unplanned event that causes injury to persons, damages property or a combination of both. Incident An incident can also be defined as an unplanned event, which does not necessarily involve injury or damage, but may have the potential to do so and may have repercussions. Incidents may relate to untoward behaviour of individuals, illegal acts or other occurrences that do not readily lend themselves to recording on Accident or Near-miss Forms. Near-miss/concern A near miss is the same as a concern it can be defined as an unplanned event, situation or circumstance that does not cause harm or injury, but has the potential to do so. 2

3 Accident, Incident, Concerns & Near Miss Procedure Reporting Procedure Service Users, Employees All accidents resulting in personal injury must, by law, be recorded in the departmental Accident Book. In lieu of a formal accident book, Strode Park Foundation has developed Accident Forms that include all the information required by law. All accidents must be recorded, however minor. Where the injured person is unable to make an entry on an Accident Form, this should be completed by a witness or someone who is able to enter a factual account of the accident. The injured person s account must be entered as soon as possible after the event. Once completed, the Accident Form must be placed in a sealed envelope and forwarded to the departmental manager or a H&S Executive Committee Member, who will advise relevant Department Managers of the accident, and report under RIDDOR, should this be required. Injuries that occur whilst carrying out work duties off-site must be reported in the same way. Accident forms contain personal information about the injured person and therefore it is important to observe confidentiality at all times. All completed Accident Forms will be held in the Human Resources Department to ensure confidentiality is maintained. Accident records will be reviewed and monitored to ascertain the nature of incidents that have occurred in the workplace. These reviews are in addition to an individual investigation of the circumstances surrounding each incident. Near-miss forms are particularly important as they enable the Foundation to take action to prevent an accident or incident from occurring, thereby avoiding injury of damage. Any nearmisses must be reported without delay. In addition to an entry on the relevant Form, any accident, incident or near-miss must be reported to a responsible person immediately this wills normally be the senior person on duty at the time. Reporting Procedure Non-employees Any non-employee who is involved in and accident, incident or near-miss must report this, without delay, to the person responsible for his or her presence on the Foundation s premises. If that person is not available, then report must be made to another responsible person on duty. All accidents, incidents or near-misses involving non-employees, must be reported and recorded as in the above procedure for service users and employees. Reporting Procedure-Managers If an accident, incident or near-miss is reported to a manager, that manager is responsible for ensuring that appropriate records are maintained and an appropriate investigation is done and reported and recorded using the appropriate forms and procedures. The trigger point for RIDDOR reporting increased in 2012 from over three days to over seven days incapacitation (not counting the day on which the accident happened). Incapacitation means that the worker is absent or is unable to do work that they would reasonably be expected to do as part of their normal work. However, under EU law, employers and others with responsibilities under RIDDOR must still keep a record of all over three day injuries. SPF s records in this respect are held as part of the overall accident data analysis. 3

4 The deadline by which the over-seven-day injury must be reported has also increased to fifteen days from the day of the accident. If the incident results in over seven consecutive days of incapacity from work, it is reportable to RIDDOR within ten days of the accident occurring. Managers are responsible for ensuring that HSE are advised promptly of such accidents to enable reporting to RIDDOR within the above timescale. A H&S Executive Committee Member will complete the required RIDDOR forms and will ensure that a copy of the completed form and the confirmation of receipt from the enforcing authority are kept with the original Accident Form. Where required, a H&S Executive Committee Member will advise the Foundation s insurers of any potential claim. Records of the injured person s health up to and including their return to normal duties will be monitored by their Line Manager and a H&S Executive Committee Member. 4

5 Accident/incident report P53 Accident, Incidents, Concerns & Near Miss Policy & Procedure June 2012 HS Form Date/time of event: Category: This section to be completed by Health & Safety Committee only Ref No: ISSUE 4 Incident Accident Serious Serious Safeguarding Complaint Clinical Serious Incident Accident Related Clinical Type of event: Injury Ill health Incident, Near Miss, Reportable Situation Harm (or potential for harm): Fatal or major Serious Minor Damage to property About the person (state employee or service user) involved in the accident/incident/concern About the person completing this form (state employee or service user) Brief description of event or situation: (Details of what happened, when, where, and emergency action taken, and any harm or damage). Include date of birth as appropriate. Use continuation sheet (HS Form 1C) as required Name: Position: Name: Position: Address: Contact Number: Address: Contact Number: For employee only By ticking this box I give my consent to my employer to disclose my personal information and details of the accident which appear on this form to safety representatives and representatives of my employee safety for them to carry out the health and safety functions given to them by law. Signature Details of witness(es), if any: (Name, position, contact number, etc) State employee or service user Signature: Position: Date: Counter sig: Date 5

6 Accident/incident report SECTION BELOW TO BE COMPLETED BY MANAGER P53 Accident, Incidents, Concerns & Near Miss Policy & Procedure June 2012 HS Form Investigation required: Yes No RIDDOR reportable: Investigation Level: All Investigations must commence within 24 hours of the event or situation being identified. Leader of investigation: High Medium Low Minimal Date/time reported to RIDDOR Yes No Emergency contacts informed as appropriate? Date Time Name of person contacted Parent / Guardian / NOK School / Other Education / Employment Manager GP Care Manager Y/N / / : Y/N / / : Y/N / / : Y/N / / : Y/N / / : Report passed to Strode Park Foundation Health and Safety Committee? Yes No 6

7 7 P53 Accident, Incidents, Concerns & Near Miss Policy & Procedure June 2012

8 Accident/incident investigation report P53 Accident, Incidents, Concerns & Near Miss Policy & Procedure June 2012 Page 1 of 3 Department: Location: Ref No: Event details: Person/people involved: Injuries or ill health effects, if any: Location: Date: Time: Investigation details: Include such details as: Overview of the event Activities being performed Equipment used Working conditions Safety of working practices Maintenance Competence of people involved Workplace layout Safety equipment used Any other conditions which may have influenced the event 8

9 Accident/incident investigation report Causes of the event: Immediate causes Underlying causes Root causes Which risk control measures should be implemented to prevent recurrence? Risk Control Planned completion date Actual completion date Manager responsible Which risk assessments and safe working procedures need to be reviewed and updated? Risk Control Planned completion date Actual completion date Manager responsible 9

10 Accident/Investigation report Are there any further details that should be mentioned? Members of the Investigation team: Name Position Name Position Signed on behalf of the Investigation team: Name: Position: Date: Signature: Report accepted by: Name: Position: Date: Signature: The findings of this investigation need to be communicated to the following people: Name Position Date Signature 10

11 Appendix C When an Accident/Incident Happens or a Reportable Situation is Identified Make people as safe and as soon as possible, whilst preserving evidence of the Immediately the situation is under control, a form F020 must be completed by a witness or location supervisor Give completed form F020 to Manager A.S.A.P Manager identifies level of investigation needed Form to go to next departmental meeting for acceptance by Department If reportable under RIDDOR, SAFEGUARDING VULNERABLE ADULTS OR A POLICE MATTER act now via Manager or Senior Manager on call Manager completes Manager s section of F020-2 Investigation form Identifies: 1. Is further action needed and if so?: 2. Who is to investigate? 3. Timescale for completion 4. At what level (see below) F020 & F020-2 forwarded to Training & Information Advisor for processing F020 & F020-2 presented to Health, Safety & Environmental Management Committee at next meeting to consider potential impact on or changes needed in respect of Health & Safety Management matters. Senior Managers discuss and initiate Data collated, analysed and findings reported by H & S Committee to the Council of Management for inclusion in the SPF Annual Report Nominated investigator or investigating team complete F020-2 and return to Manager. Manager may require and request more detail Minor investigation supervisor looks at the circumstances and identifies how to prevent in the future Low level investigation supervisor/line manage does a short investigation and looks at immediate, underlying and root causes & identifies how to prevent in the future Medium level investigation a more detailed Manager led investigation, including health & safety and employee representatives High level investigations team based including Managers, Supervisors, including health & safety and employee representatives led by a Senior Manager or outside 11 consultant

12 RISK BEFORE CONTROL LIKELIHOO D AFTER CONTROL SEVERITY AFTER CONTROL RISK AFTER CONTROL P53 Accident, Incidents, Concerns & Near Miss Policy & Procedure June 2012 RISK ASSESSMENT FORM HSF3 Use this form in conjunction with the SPF 5 X 5 Risk Assessment Matrix and SPF s Risk Assessment Guidelines (overleaf). The person completing the risk assessment is responsible for communicating its content to relevant colleagues and others, and for filing this document as appropriate either in a Care & Support Plan or in the Departmental Risk Assessment File. If the risk assessment involves manual handling T.I.L.E must be taken into consideration (Task, Individual, Load and Environment) Briefly describe The situation: Who is, or might be, affected by the risks in the situation: Risks Identified: Likelihood Severity Risk Control Measures (used, if needed continue overleaf) Person responsible for action Date for action to be completed Date completed Risk Reduction: Signatories: Risk Assessed by: Job Role: Date & Time: Signed. Accepted by: Role: Supervisor: Signed: Date & Time: Comments & Review Recommendation: 12

13 Risk Assessment: Control Measures continued: SPF Risk Assessment Guidelines: When assessing risks you must consider the following points in particular: Describe the foreseeable risk. Is the risk potential or actual? Who is affected by the risk? In which situation does the risk usually occur? How likely is it that the risk will arise? If the risk arises, who or what is likely to be hurt or damaged? What kind of harm is likely to occur? How serious are the outcomes? Are there any other aspects of the situation that may result in harm? Before signing off the risk assessment form, please check that you have covered the things on this list. On Form HSF3, the Accepted by section is for use by a supervisor or manager when a risk assessment has been completed by staff who are not in a supervisory or management job role. If you are unsure of any aspect of how to complete a risk assessment, consult with your supervisor or manager and if they are unable to help, consult with a member of the Health, Safety and Environmental Executive Committee. Important: Dynamic Risk Assessment of Low Risks. A Dynamic Risk Assessment is where you think about the risks around what you are doing, who you are with, and about your work environment as you are working. Sometimes you will need to risk-manage a situation as it arises (dynamically) and then complete a risk assessment afterwards. Sometimes you will be able to risk-manage a situation as it arises (dynamically) without the risk level ever becoming high enough to need a risk assessment form to be completed. Before completing this form then, you should think about whether you need to complete it or not because if the risk you are considering can be, or is being, dynamically assessed and managed, without achieving a score higher than 4 then a form need not be completed. This is because the risk you are thinking about is at the moment adequately controlled by existing training, supervision, environmental or other control measures. We all need to stay alert to changing and fluid situations and this Dynamic Risk Assessment process is the way in which you can do that. 13