Accident, incident and near miss reporting, recording and investigation procedure for managers

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1 F.09 Accident, incident and near miss reporting, recording and investigation procedure for managers 1.0 SCOPE 1.1 This procedure sets out Crossroads Care s position on the reporting and suitable recording and investigation of all accidents, incidents and near misses. The intended outcome of this document is to ensure that wherever possible a proactive / preventive approach is adopted (near misses and incidents) for Crossroads Care schemes, although it is recognised that sometimes corrective actions may be reactive following an accident. 1.2 Pending the development of guidance specific to volunteers, the accompanying health and safety guidance (F.06) will apply to all volunteers (including trustees) to the extent that the content is relevant to them in the course of their volunteer work with Crossroads Care. 2.0 ACCIDENT OR INCIDENT 2.1 An accident or incident is an unplanned event that causes, or in the case of an incident, has the potential to cause loss, harm, injury or damage including: any injury, however minor violence to staff (including physical contact, abuse and threatening behaviour) other incidents that merit reporting. 3.0 NEAR MISS 3.1 A near miss includes any event that might have caused injury, for example: fire leak or spillage of a cleaning fluid leak or spillage of clinical contaminated waste (for example blood or bodily fluids) encountering a contaminated sharp such as a needlestick visually damaged electrical equipment or electrical sockets (the list is not exhaustive). 3.2.Where a member of staff, service user, other family member, friend or another third party could have been injured during a work activity, these near miss situations need to be reported and recorded in order to allow the circumstances to be investigated and to prevent potential accidents in future. 3.3 Staff also need to report any incidents and / or situations where they may feel there is potential for threatening, verbally abusive or confrontational behaviour and / or inability to properly follow the risk controls outlined in the care plan. These situations may be associated with the work environment, work equipment, a service user, other family member, friend or Policy/Reporting&recordingoccurences/2012/08/APf009 Last updated July 2013, to be implemented by October Review due July Carers Trust is a registered charity in England and Wales ( ) and in Scotland (SCO42870). Registered as a company limited by guarantee in England and Wales No Registered office: Loman Street, London SE1 0EH. Crossroads Care trade mark is a collective mark. Carers Trust 2013

2 another third party. This may not involve potential for physical injury, but nevertheless may affect the health or wellbeing of the member of staff, the service user or their family. 3.4 Managers are required to instruct their staff to report and suitably record all near miss situations so that they can be investigated and appropriate corrective action taken. This provides an opportunity for improvement and allows for a proactive rather than reactive approach. 4.0 ACCIDENT BOOK 4.1 Under social security and health and safety legislation, anyone making a claim for Industrial Injury Benefit needs to have proof that the injury is work related. Crossroads Care offices are required to keep a record of accidents for this purpose All workplaces are required to have an accident book in which details of accidents / incidents / near misses to staff, service users or visitors are recorded. 4.3 The Health and Safety Executive (HSE) has published an accident book (BI 510) to meet the requirements of the Data Protection Act. Schemes are required to use the B1 510 version of accident book, which allows individual records to be removed and stored confidentially. 4.4 Information recorded in the accident book will include: the date and time of any accident, incident or near miss details of the person concerned, including name and occupation factual details of the accident, incident or near miss itself action required to prevent a recurrence. 4.5 The accident book will also be used to record any sickness that may have been caused or made worse by work. 4.6 The person responsible for keeping the accident book and recording accidents will be identified in the health and safety policy. Managers will inform staff of the location of the accident book as part of their induction training. 5.0 REPORTING 5.1 Staff are required to promptly report all accidents, incidents, near misses and work-related sickness to their line manager / the person on call and to fill in the appropriate section of the incident report form (DT.03). 5.2 Managers are required to complete and sign off the incident report form (DT.03) and to submit it to Crossroads Care insurance brokers (Watson Laurie). 5.3 In order to comply with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR), managers are required to report all major accidents or conditions to the HSE, as detailed in section 7.0 below. 5.4 The flowchart in Appendix 1 provides an overview of the action to take for reporting all types of accident or incident including those covered by RIDDOR. 2 of 7

3 6.0 RECORDING 6.1 Crossroads Care schemes are required to keep a record of any accident, incident or near miss, including any injury, disease or dangerous occurrence that has been reported to the HSE (see section 7.0 below). The record will include: the date and method of reporting the date, time and place of the event personal details of those involved a brief description of the nature of the event or disease. 6.2 Records can be kept in various formats, including: keeping copies of report forms in a secure file recording the details on a computer using the accident book entry maintaining a written log. 6.3 The accident, incident or near miss will also be recorded in the scheme s Accident Book as detailed in section 4.0 above. 6.4 All records relating to any accident, incident or near miss will be retained by the Crossroads Care scheme for a period of not less than fifty years. 7.0 REPORTING INJURIES, DISEASES AND DANGEROUS OCCURRENCES TO THE HSE 7.1 The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations as amended 2012 (RIDDOR) place a duty on employers and persons in control of premises to report the following to the HSE: Fatality If there is an accident connected with work in which an employee, a self-employed person working on the premises or a member of the public is killed, the manager is required to notify the enforcing authority online (see 7.2 below) or by phone without delay. There is a telephone service available at the HSE Incident Contact Centre (ICC) for reporting fatal and major injuries only. The telephone number is: (opening hours Monday to Friday 8.30 am to 5 pm) Major injuries If there is an accident connected with work in which an employee, or self-employed person working on the premises sustains a major injury, or a member of the public suffers an injury and is taken to hospital from the site of the accident, the manager is required to notify the enforcing authority online (see 7.2 below) or by phone without delay (see above) Over seven days incapacitation Such an injury is not classed as "major" but results in the injured person being absent or unable to do work that they would reasonably be expected to do as part of their normal job for more than seven days. This does not include the day on which the accident / incident occurred. If there is an accident connected with work (including an act of physical violence) and an employee, or a self-employed person working on Crossroads Care premises, suffers an over-seven-day injury the manager is required to report the matter online to the HSE (see 7.2 below). 3 of 7

4 7.1.4 Reportable diseases If the manager is notified by a doctor that an employee is suffering from a reportable work-related disease, the manager is required to report it online to the HSE (see 7.2 below) Reportable dangerous occurrences If something happens that does not result in a reportable injury, but which clearly could have done, then it may be a dangerous occurrence that needs to be reported online to the HSE (see 7.2 below). Please note: major injuries, reportable diseases and dangerous occurrences are described in more detail in Appendix All above accidents / incidents / near misses can be reported to the HSE by completing the appropriate online form (F2508) available on their website - The form will then be submitted directly to the RIDDOR database and a copy will be sent to the person who submitted the report for recording purposes. Crossroads Care schemes will be able to request amendments to the record if it is felt the report is not fully accurate. 8.0 TIME LIMITS FOR REPORTING 8.1 Although the Regulations specify varying timescales for reporting different types of incidents, it is advisable to report any incident to the enforcing authority as soon as possible. 8.2 Cases of death, major injury or dangerous occurrences, must be reported immediately, without delay. 8.3 Cases of over-seven-day injury need to be reported within fifteen days of the incident occurring. 8.4 Where an employee is suffering from a disease, the manager needs to report it as soon as they are notified by a doctor that it is a reportable work-related disease. 9.0 INVESTIGATION 9.1 Managers will undertake prompt investigation of all accidents, incidents and near misses in order to establish root causes and to identify any action required to prevent a recurrence and / or to reduce risk. 9.2 During the investigation, managers will liaise with the appropriate staff to prepare a report that details the findings, conclusions and recommendations to prevent recurrence. Depending on the circumstances, this may involve taking statements from the staff involved as well as service users, carers, members of their family and friends and may also require photographs to be taken as appropriate and commensurate with the risk RESPONSIBILITIES OF MANAGERS 10.1 Managers have a responsibility to ensure all employees follow the accident, incident and near miss reporting, recording and investigation procedure as appropriate to their roles, in order to ensure the health, safety and well being of service users and staff Managers are required to have systems in place that ensure staff work to the accident, incident and near miss reporting, recording and investigation policy, procedure and guidance at all times. This includes ensuring that: staff are instructed to promptly report all accidents, incidents and near misses 4 of 7

5 incident report forms (DT.03) are filled in by the staff members concerned such forms are checked and completed at the earliest opportunity (following an accident or incident) and contain the necessary information in order that a decision may be reached on the appropriate action to be taken such forms contain the necessary factual information so that the form can be used to conduct a thorough investigation where this is merited and for suitable corrective actions to be identified such forms do not contain information that is not factual or that is subjective, conjecture or diagnosing a condition (based on hearsay recorded by a first aider for instance) on the part of the member of the staff completing the form as this would compromise the ability to defend any future claim that may be made by a party alleging loss, harm or injury a thorough investigation is conducted where merited and that suitable corrective actions are identified and formally tracked to completion accident / incident records and statistics are compiled and maintained so that trends can be identified and focus areas for additional training or corrective actions identified Managers are responsible for assessing the roles undertaken by volunteers (including trustees) within their scheme and the level of briefing / induction those volunteers require in relation to the health and safety guidance (F.06) WORKING WITH CARE PROVIDERS FROM OTHER AGENCIES 11.1 If Crossroads Care staff are asked to work alongside staff from another care provider there needs to be clear agreement of procedures to ensure that accident, incident and near miss reporting is consistently managed. Even though staff from the other care provider complete their own accident / incident report forms, this does not remove the need to follow the Crossroads Care procedure to report the accident, incident or near miss and to complete the associated report form (DT.03) LEARNING AND DEVELOPMENT 12.1 General learning and development requirements relating to the accident, incident and near miss reporting, recording and investigation policy, procedure are contained in the learning and development policy, procedure and guidance (E.13a, E.13b and E.13c) Staff Members of staff will receive the necessary instruction and training so that they can actively report and record accidents, incidents and near misses at work ACCEPTANCE OF THE ACCIDENT, INCIDENT AND NEAR MISS REPORTING, RECORDING AND INVESTIGATION PROCEDURE 13.1 All managers, care planners and other staff members involved in the implementation of the accident, incident and near miss reporting, recording and investigation procedure are required to evidence that they have received, read and understood its contents Evidence will include: the title and reference number of the document the name and signature of the staff member their job title the date. 5 of 7

6 APPENDIX 1 Accident / Incident Reporting - Flowchart Work-related accidents / incidents / near misses involving staff Accidents / incidents / near misses to service users, members of their family, contractors, others Near Miss Accident Incident Over 7 days incapacity/ absence from work/riddor Fatality Major Injury Notifiable Disease No Has the person been taken from scene to hospital for treatment or has there been a fatality? No Staff to report accident / incident / near miss / work related illness to manager / person on call immediately RIDDOR Staff to inform Manager who will inform HSE and Carers Trust immediately and follow up with F2508/F2508A or F2508A. Staff to complete report form (DT.03) promptly. Staff to complete accident book. Manager to check and sign off report form (DT.03) and submit to Crossroads Care insurance brokers (Watson Laurie). RIDDOR Staff to inform Manager who will inform HSE and Carers Trust asap and follow up with F2508/F2508A Manager to investigate and identify corrective actions if appropriate and commensurate with risk Records of accidents / incidents / near misses will be retained by Crossroads care schemes for at least fifty years Staff to implement, operate and maintain any corrective actions manager to track to completion. 6 of 7

7 APPENDIX 2 MAJOR INJURIES Reportable major injuries include : fracture, other than to fingers, thumbs and toes amputation dislocation of the shoulder, hip, knee or spine loss of sight (temporary or permanent) chemical or hot metal burn to the eye or any penetrating injury to the eye injury resulting from an electric shock or electrical burn leading to unconsciousness, or requiring resuscitation or admittance to hospital for more than 24 hours any other injury leading to hypothermia, heat-induced illness or unconsciousness; or requiring resuscitation; or requiring admittance to hospital for more than 24 hours unconsciousness caused by asphyxia or exposure to harmful substance or biological agent acute illness requiring medical treatment, or loss of consciousness arising from absorption of any substance by inhalation, ingestion or through the skin acute illness requiring medical treatment where there is reason to believe that this resulted from exposure to a biological agent or its toxins or infected material. WORK RELATED DISEASES Reportable work-related diseases include: certain poisonings some skin diseases such as occupational dermatitis, acne lung diseases such as occupational asthma, asbestosis infections such as tuberculosis, tetanus blood borne viruses (BBV) such as hepatitis B and C and HIV other conditions such as occupational cancer, certain musculoskeletal disorders. Full details of all reportable diseases are available on the HSE website: DANGEROUS OCCURENCES Reportable dangerous occurrences include: an accident or incident that could result in the release of a biological agent likely to cause severe human illness or infection, or a sharps injury involving known blood / bodily fluid infected with a blood borne virus (BBV) such as Hepatitis B or C or HIV collapse, overturning or failure of load-bearing parts of lifts and lifting equipment (for example hoists, stair lifts, through-floor lifts) electrical short circuit or overload causing fire or explosion unintentional collapse of a wall or floor in a place of work or any false work accidental release of any substance that may damage health. This is not a fully exhaustive list, but is intended to cover anything that could be foreseeably encountered by Crossroads Care staff. Full details of reportable dangerous occurrences are available on the HSE website: 7 of 7

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