This procedure applies to all DECS employees, students and others in worksites, schools, preschools and departmental offices. 1.0 PURPOSE...

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1 OCCUPATIONAL HEALTH SAFETY AND WELFARE INJURY / INCIDENT REPORTING and INVESTIGATION PROCEDURE SCOPE This procedure applies to all DECS employees, students and others in worksites, schools, preschools and departmental offices. 1.0 PURPOSE DEFINITIONS REPORTING AN INJURY WITHOUT A WORKER S COMPENSATION CLAIM REPORTING AN INJURY WITH A WORKER S COMPENSATION CLAIM STUDENT INJURIES VOLUNTEER INJURIES INVESTIGATING THE CAUSE OF AN INJURY AND/OR INCIDENT NOTIFIABLE INJURY AND DANGEROUS OCCURRENCES RECORDS EVALUATION AND REVIEW AUTHORISATION REFERENCES PURPOSE This procedure outlines the requirements for the investigation and reporting of incidents that occur in DECS sites. It also outlines the requirements for the statutory reporting of notifiable work-related injuries and dangerous occurrences, a mandatory requirement under the Occupational Health Safety and Welfare Act The purpose of incident/hazard reporting is to ascertain the root causes of the incident/ hazard which will: prevent any incident that may result from the hazard. correct the problem to prevent recurrence. obtain data which will allow trends to be measured and programs implemented to reduce risks. DECS Injury Reporting & Investigation Procedure IRMS UPDATE April 2010

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3 2.0 DEFINITIONS ACCIDENT HAZARD TERM HEALTH AND SAFETY REPRESENTATIVE (HSR) INCIDENT AND RESPONSE MANAGEMENT SYSTEM (IRMS) INCIDENT INVESTIGATION LOST TIME INJURIES/DISEASES NOTIFIABLE DANGEROUS OCCURRENCE (See Occupational Health, Safety and Welfare Regulations 1995 Division 6.6.3) MEANING A mishap; especially one causing injury or death A source of danger or something with the potential to cause illness or injury A person, elected by a work group to represent them in matters of health and safety in accordance with Part 4 of the Occupational Health Safety and Welfare Act 1986 Is a web enabled system accessed via the DECS Application Portal and is designed to facilitate the process for reporting and investigating OHS incidents and accidents, Critical Incidents and Site Security Incidents An occurrence or event that caused or could cause harm (injury, illness or damage) A systematic examination of an event and its cause/contributing factors to persons, plant, material or the environment Lost working time as a result of injuries and diseases For the purposes of this division a notifiable dangerous occurrence means an incident or event that is attributable to one of the following: Where there is an immediate and significant risk to a person in, on or near the relevant place, or who could have been in, on or near the relevant place and that is attributable to any of the following: (i) the collapse, overturning or failure of the load-bearing part of a scaffolding, lift, crane, hoist or mine-winding equipment; (ii) damage to, or malfunction of, other major plant; (iii) the unintended collapse or failure of an excavation that is more than 1.5 metres deep, or of any shoring; (iv) the unintended collapse or partial collapse (A) of a building or structure under construction, reconstruction, alteration, repair or demolition; or (B) the floor, wall or ceiling of a building being used as a workplace; (v) an uncontrolled explosion, fire or escape of any gas, hazardous substance or steam; (vi) the unintended ignition or explosion of an explosive; (vii) an electrical short circuit, malfunction or explosion; (viii) an unintended event involving a flood of water, rock burst, rock fall, or any collapse of ground; (ix) an incident where breathing apparatus intended to permit the user to breathe independently of the surrounding atmosphere malfunctions in such a way that the wearer is deprived of breathing air or exposed to an atmospheric contaminant to an extent that may endanger health; (x) any other unintended or uncontrolled incident or event arising from 3

4 NOTIFIABLE WORK RELATED INJURY operations carried on at a workplace. An injury that falls under the following: a work-related injury that causes death a work-related injury that has acute symptoms associated with exposure to a substance at work a work-related injury that requires treatment as an in-patient in a hospital immediately after the injury (disregarding any time taken for emergency treatment or to get the person to the hospital 3.0 REPORTING AN INJURY WITHOUT A WORKERS COMPENSATION CLAIM When an employee s injury is unlikely to result in a workers compensation claim: Employees shall: 3.1 Report the injury or incident to their manager. Worksite managers shall: 3.2 Conduct an investigation of the injury or incident. 3.3 Ensure the details of the injury or incident and investigation is recorded in the IRMS within 48 hours. 3.4 Provide a copy of the submitted Injury Report to the employee and employee s line manager where relevant. Health and Safety Representative, where present, shall: 3.5 Complete the Health and Safety Representative section of the report in IRMS. 4.0 REPORTING AN INJURY WITH A WORKERS COMPENSATION CLAIM Employee shall: 4.1 Report the injury or incident to the worksite manager as soon as practicable. 4.2 Complete WorkCover SA Claim Form as soon as possible. 4.3 Give approval to the worksite manager for the forms to be completed, if they unable to do so themselves. 4.4 Attach to the WorkCover SA Claim Form a workers compensation medical certificate. 4.5 Forward any other accounts for payment to Health and Safety Services within 48 hours. 4.6 Complete an Application for Leave of Absence form if absent from work due to an injury. (N.B. mark as WorkCover claim). Worksite manager shall: 4.7 Immediately complete the Injury Report directly into the IRMS (this notifies Health and Safety Services). 4

5 4.8 Ensure the employee completes all relevant forms listed above. 4.9 Conduct a Site Assessment for Rehabilitation Assistance Ensure confidentiality of information (in accordance with the Workers Rehabilitation and Compensation Act Section 112 and 112AAA; OHS&W Act 1986 Section 55; OHS&W Regulations 1995, Division 6.3.1) Provide a copy of the submitted Injury Report to the employee and employee s line manager where relevant Sign the WorkCover SA Claim Form and complete the manager section in the IRMS within 48 hours Forward the following documents to the Health & Safety Services Courier R11/7 within 48 hours: WorkCover SA Claim Form Workers Compensation Medical Certificate Application for Leave of Absence where appropriate 4.14 Keep copies of all forms. Health and Safety Representative, where present, shall: 4.15 Assist the worksite manager investigate the incident or injury 4.16 Endorse all injury reports unless requested otherwise by the person submitting the report Note: Note: In cases of conflict between the injured person and the worksite/line manager, an ED155 form can be sent directly to the worksite/line manager s manager for investigation. In cases of conflict between the injured person and the Health and Safety Representative, forward the forms without the Health and Safety Representative signature or involvement. In this instance the IRMS report does not have to be signed by the Health and Safety Representative. 5.0 STUDENT INJURIES: Worksite manager shall: 5.1 In the event of Notifiable Injury, telephone SafeWork SA Inspectorate on Telephone: within 24 hours. 5.2 Record details of minor injuries in the worksite s first aid book, or equivalent. 5.3 Undertake an investigation and complete the IRMS report for injuries that: require professional medical treatment. in the opinion of the principal or delegate legal proceedings may result. 5.4 Forward a copy of the ambulance account and Statutory Declaration to Legislation and Legal Services (courier number R11/13) if an ambulance has been called for a student and the parent/caregiver has claimed payment via a Statutory Declaration from. The Statutory Declaration Form can be located from: 5

6 6.0 VOLUNTEER INJURIES Worksite manager is to: 6.1 Notify SafeWork SA on Telephone: within 24 hours, in the event of a notifiable injury. 6.2 Investigate and complete an Injury Report in the IRMS. 6.3 Inform volunteers and visitors that they are not eligible for Workers Compensation benefits (if necessary). 6.4 Advise the volunteer they may lodge a claim with the Legislation and Legal Services Unit by forwarding a copy of the Injury Report (IRMS) and any accounts to the Legislation and Legal Services Unit (R11/13). Note: Employees visiting or working at another DECS worksite are still deemed as employees and not visitors for the purpose of reporting. 7.0 INVESTIGATING THE CAUSE OF AN INJURY AND/OR INCIDENT Worksite managers, in consultation with the Health and Safety Representative (where present), shall investigate the cause of an injury. The extent of the investigation will depend upon the seriousness of the injury or incident. The following factors should inform the investigation: The cause/contributing factors The events surrounding it The actions taken for the welfare of the injured employee Actions to prevent recurrence. Worksite managers should: 7.1 Begin the investigation immediately after the injured person has received prompt medical attention. 7.2 Not disturb the scene, except to help the injured person, until all relevant information is gathered and the scene has been thoroughly inspected. SafeWork SA inspectors may want to investigate the scene. 7.3 Maintain objectivity gather all facts: i.e. What? Who? Why? When? Where? 7.4 Discuss the circumstances surrounding the injury or incident with the injured person and/or any witnesses. 7.5 Consult any relevant documentation: e.g. procedures, guidelines, hazard/near miss reports, maintenance records, etc. 7.6 Reconstruct the events that led to the injury taking into account all possible causes including underlying or procedural failures or inadequacies. 7.7 Ensure remedial action is taken to prevent recurrence once all causes are clearly understood. 7.8 Use the IRMS to record the details of the injury and create additional notes if necessary. 7.9 Base remedial actions on the hierarchy of control i.e. elimination, substitution, engineering, administration and training and the use of personal protective equipment. 6

7 7.10 Review and evaluate controls and any relevant procedures modify if necessary. 8.0 NOTIFIABLE INJURY AND DANGEROUS OCCURRENCES: Where a dangerous occurrence or immediately notifiable work-related injury has occurred the worksite manager must obtain permission from a SafeWork SA inspector before they: Alter the site where the injury occurred. Re-use, repair or remove any plant or substance that caused or was connected to the death or injury. 8.1 Notifiable Injury If an employee, student, visitor or other suffers a work related injury which is defined as immediately notifiable, the worksite manager must notify SafeWork SA by telephone as soon as possible. 8.2 Notifiable Dangerous Occurrence In the event of a notifiable dangerous occurrence or the manager must notify SafeWork SA: as soon as practicable after it occurs by telephoning in writing within 24 hours of the occurrence; i.e. complete a Notification of Dangerous Occurrences Form available from the SafeWork SA website ( and fax a copy to SafeWork SA (Fax No ) within 24 hours. The original copy of the form should be retained for local records It may be necessary to secure the site of the injury or dangerous occurrence as further investigation may be required. Work must not commence after a dangerous occurrence until sanctioned by the investigating officers. 8.3 Electrical or Gas Incident Notify the Office of the Technical Regulator (Telephone: ) immediately Advise anyone who experiences an electric shock that they must seek professional medical advice as soon as possible after the incident. 8.4 For further information, worksite managers should contact Health & Safety Services Telephone

8 9.0 RECORDS Worksite managers must keep copies of the appropriate forms they have used to record, investigate and report dangerous occurrences and injuries. As a guide, retain records relating to injuries in accordance with the following table: e.g. Description of Record Records relating to the management of personal injuries to agency staff and volunteers not resulting in claims for compensation. Includes official accident and incident reports. Records relating to the management of personal injuries to visitors aged under 18 years, not resulting in claims for compensation. Records relating to the management of reports of damage to property, not resulting in claims for compensation. Registers of accidents and incidents. Reference or regional office copies of accident and incident reports and related information Dispose of appeals records as if they form part of the claim file. Records relating to the management of claims under the Workers Rehabilitation and Compensation Act Includes incident reports, medical records, advice, appeals, litigation, payments and other information related to the case. Disposal Schedule Reference 2004/GDS15(V6) : Destroy 45 years after action completed. 2004/GDS15(V6) : Destroy when person turns 25 years, or 7 years after last action, whichever is later. 2004/GDS15(V6) : Destroy 7 years after action completed. 2004/GDS15(V6) : Destroy 60 years after last entry. 2004/GDS15(V6) : Destroy 1 year after last action. 2004/GDS15(V6) : Destroy 75 years after worker s date of birth or 7 years after case is closed, whichever is later. See GDS and 2.85 for further Claims and Rehabilitation record keeping requirements Note: Records may only be destroyed in accordance with the State Records Act 1997 Guidelines, with approval by State Records of SA. To assist with disposal of agency records refer to the DECS Records Management Unit Disposal Schedule Inquiry System ( EVALUATION AND REVIEW This procedure will be evaluated and reviewed by the OHS&W State Consultative Committee every three years. The worksite manager shall review the Injury & Incident, Investigation and Reporting Procedure annually in consultation with the OHS&W committee and/or staff. 8

9 11.0 AUTHORISATION Procedure Injury & Incident, Reporting Compliance Mandatory & Investigation Procedure Version Version 4 Status Approved by State OHS&W Consultative Committee Issued February 2010 Review date June 2010 Author Health and Safety Services Location R/OHS/Policy/Procedures Authority Chief Executive File details DECS 05 / 0470 Review Authority Executive Director, Human Resources and Workforce Development Office Human Resources and Workforce Development 12.0 REFERENCES Australian Standard Workplace Injuries and Disease Recording Standard DECS OHS&W and Injury Management Policy (2007) DECS Safety Plan AS/NZS 4004:2001Occupational Health & Safety Management Systems General guidelines on principles, systems and supporting techniques OHSW Act 1986 section 19 Duty of Care: Managers and Supervisors OHS&W Regulation 1995 Part 1 Div General Principles for Implementation OHS&W Regulation 1995 Part 6 Div 6.6 Notification of Certain Occurrences DECS Hazard Management Procedure DECS Occupational First Aid Procedure General Disposal Schedule 15 6th Edition Effective 9 March 2004 to 30 June 2009 Workers Rehabilitation and Compensation Act

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