FAQ's - Your HR Accident /Injury and Incident/Near Miss recording and reporting process

Transcription

1 FAQ's - Your HR Accident /Injury and Incident/Near Miss recording and reporting process What is the Your Health Safety & Wellbeing Module? HS&W Module Questions Answered YourHR Health, Safety & Wellbeing Module is a collection of online tool kits which currently allows to report, investigate / manage various health and safety accidents and incidents in the workplace. 1.2 Who can use it? who record and report accidents / injuries and incidents / near misses. 1.3 Where can the Your Health Safety & Wellbeing Module be found? 1.4 Can an employee submit a report on their own behalf? 1.5 What is the benefit of doing this online? 1.6 What if I don t have access to a computer at work? 1.7 Can I use a paper form instead? 1.8 What happens to the information once it is reported? Within YourHR at No, the system prevents an employee from creating an accident/injury report for themselves via background employee number validation. Completion of the E Form will ensure Speed of communicating and processing of information to key personnel Improved quality and consistency in reports One database for the organisation Improved analysis and ease of identifying tends Reduction in duplication and effort Compliance with RIDDOR, legislation. Complete a paper version which you should forward to your Directorate Health & Safety Coordinator for inputting into the system. Paper version should not be forwarded to the Health Safety & Wellbeing Team (HSW Team). The preferred method of reporting is through YourHR. The information will be sent electronically to the HSW Team for review. The Team may contact you for additional information to be included on the report. Some accidents / injuries will be reported to the HSE by the HSW Team. The information will be stored in a secure database to enable quarterly and annual health and safety reports to be run by Directorates and Corporately.

2 1.9 What if the Your Health Safety & Wellbeing Module doesn t appear in YourHR? The Your Health Safety & Wellbeing Module has been given to report/manage various Health and Safety accidents/ injuries and incidents/near misses in the workplace. If you feel you should have access to the Your Health Safety & Wellbeing Module, please contact AskHR askhr@aberdeencity.gov.uk quoting reference: HSWACCESS. We will need to know your employee number and address Where do I find YourHR? YourHR is available from the front page of the Zone on the right hand side How do I get access to YourHR? To set up your account on YourHR is simple, but we need a couple of things to be in place first: 1. You must be in Aberdeen City Council's Payroll system and have a Payroll Number. 2. You must already be able to access a computer at work with your own dedicated username. You must also have a personal Aberdeen City Council address. If you have regular access to computers at work you probably have both of these already. 3. YourHR is being rolled out on a phased basis. Therefore you must be in one of the identified groups of staff and have received an welcoming you to YourHR from the project team I work in a school, do I still have to use E1? 1.13 I work in Social Care and Wellbeing. Do I still need to use CareFirst? Yes, the modules on YourHR are for recording accidents / injuries and incidents / near misses. The E1 system should still be used for recording of pupil activities. Yes, information should still be recorded on CareFirst, but any injuries to staff and clients must be reported on the Accident / Injury E Form. 2. ACCIDENT / INJURY REPORTING Questions Answered 2.1 What is the F2508 E Form? The F2508 enables you to record and report ALL INJURIES (whether notifiable or minor) to any Aberdeen City Council employee whilst at work and any 3 rd party as defined by The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) Further guidance is available from the Health & Safety pages on the Zone.

3 2.2 Who can use the F2508 E Form? 2.3 Where do I find the F2508 E Form? 2.4 What happens when I submit the form? The F2508 is located online within the Health, Safety & Wellbeing Module in YourHR The F2508 will be sent to the HSW Team for review. The information you submit will be stored in a secure database. This will allow authorised staff to run reports and analyse the results to identify trends or areas of concern. 2.5 Can I save the form? The form will be saved automatically when you click the submit button. If you do not click submit and then quit YourHR, the form will remain live until it is submitted and you can not input a new report. 2.6 Can I print off the form? You can print off a PDF version of the F2508 E Form. 2.7 I m having technical difficulties filling in the form? Please contact AskHR (or whoever) askhr@aberdeencity.gov.uk quoting reference HSWINJ 2.8 I need further advice from the HSW Team Housing and Environment: Martin Crankshaw. Tel mcrankshaw@aberdeencity.gov.uk Education, Culture and Sport: Mark Askew. Tel maskew@aberdeencity.gov.uk Enterprise, Planning and Infrastructure: Martyn Phillips. Tel maphillips@aberdeencity.gov.uk Corporate Governance: Martyn Phillips. Tel maphillips@aberdeencity.gov.uk Social care and Wellbeing: Andrew Moat. Tel anmoat@aberdeencity.gov.uk

4 4. INCIDENT / NEAR MISS REPORTING Questions Answered 4.1 What is the Form? The Incident / Near Miss Report enables you to report an incident or near miss. 4.2 Who can use the Form? 4.3 Where do I find the Form? The Incident / Near Miss Report is located online within the Health, Safety & Wellbeing Module in YourHR 4.4 What happens when I submit the form? The Incident / Near Miss Report will be sent to the Health & Safety Team for review. The information you submit will be stored in a secure database. This will allow authorised staff to run reports and analyse the results to identify trends or areas of concern. 4.5 Can I save the form? The form will be saved automatically when you click the submit button. If you do not click submit and then quit YourHR, the form will remain live until it is submitted and you can not input a new report. 4.6 Can I print off the form? You can print off a PDF version of the Incident / Near Miss Report. 4.7 I m having technical difficulties filling in the form? 4.8 I need further advice from the HSW Team Please contact AskHRaskhr@aberdeencity.gov.uk (or your Directorates H&S Adviser) Housing and Environment: Martin Crankshaw. Tel mcrankshaw@aberdeencity.gov.uk Education, Culture and Sport: Mark Askew. Tel maskew@aberdeencity.gov.uk Enterprise, Planning and Infrastructure: Martyn Phillips. Tel maphillips@aberdeencity.gov.uk Corporate Governance: Martyn Phillips. Tel Social care and Wellbeing: Andrew Moat. Tel anmoat@aberdeencity.gov.uk 5. INVESTIGATION Questions Answered 5.1 What is the Investigation Report? 5.2 Who can use the Investigation Report? 5.3 Where do I find the Investigation Report? This is the report on the findings following an accident / injury or incident / near miss. An investigation form can be generated independently of an Accident/ Injury or Incident / Near Miss. On completion of the accident / injury or incident / near miss report you will be asked if an investigation report is required? If the accident is subject to further investigation you should select "Yes" to the Is an Investigation Report required? When you select "Yes" an

5 Investigation Report will automatically be created and linked to this injury report. After "Yes" has been selected you will no longer be able to change this back to "No" as the linked Investigation Report has now already been created. The Investigation Report Reference Number will be displayed for reference. 5.4 What happens when I submit the form? The Investigation Report will be sent to the HSW Team for review. The information you submit will be stored in a secure database. This will allow authorised staff to decide on the right course of action, think whether the outcome could have been more serious and what prevented this from happening. 5.6 Can I save the form? The form will be saved automatically when you click the submit button. If you do not click submit and then quit YourHR, the form will remain live until it is submitted and you can not input a new report. 5.7 Can I print off the form? You can print off a PDF version of the Investigation Report. 5.8 I m having technical difficulties filling in the form? 5.9 I need further advice from the Health & Safety Team Please contact AskHRaskhr@aberdeencity.gov.uk (your Directorate H&S Adviser) Housing and Environment: Martin Crankshaw. Tel mcrankshaw@aberdeencity.gov.uk Education, Culture and Sport: Mark Askew. Tel maskew@aberdeencity.gov.uk Enterprise, Planning and Infrastructure: Martyn Phillips. Tel maphillips@aberdeencity.gov.uk Corporate Governance: Martyn Philips. Tel maphillips@aberdeencity.gov.uk Social Care and Wellbeing: Andrew Moat. Tel anmoat@aberdeencity.gov.uk 6.0 YOUR GENERAL QUESTIONS Answered 6.1 Where do I find a colleague s Employee Number? In the first instance, ask the colleague who s employee number you need. It can be found on the individual s paper payslip and on a holiday card. YourHR uses only the last 7 digits, eg A search by name option is also available. Only once you ve exhausted this possibility should you contact AskHR:askhr@aberdeencity.gov.uk