AFTRS Health & Safety Incident Reporting Policy and Procedure Responsible Officer Contact Officer Director, Corporate Services Head of Human Resources Authorisation Effective Date 7 th February 2012 Chief Executive Office (in accordance with legislation) Associated Documents Work Health and Safety Act 2011 Work Health and Safety Regulations 2011 Health and Safety Management Arrangements Health and Safety Committee Policy First Aid Policy Health and Safety Representative Interactions 1. Policy Name The AFTRS Health and Safety Incident Reporting Policy and Procedure. 2. Preamble Background AFTRS has operated a system of completion of Accident, Injury and Incident Reports which were then referred to the then Occupational Health and Safety Committee for review and action. If required under law the incident was notified to Comcare. With the implementation of the Work Health and Safety Act 2011 AFTRS statutory responsibilities for reporting to Comcare as regulator have changed. This policy and procedure has been developed to maintain current reporting responsibilities of staff and the review and reporting function of the Health and Safety Committee, while ensuring that AFTRS meets its new statutory reporting requirements. 3. Policy Scope This policy and procedure applies to all AFTRS workers as defined below.
4. Definitions Dangerous incident means an incident in relation to a workplace that exposes a worker or any other person to a serious risk to their health or safety emanating from an immediate or imminent exposure to: a) an uncontrolled escape, spillage or leakage of a substance; or b) an uncontrolled implosion, explosion or fire; or c) an uncontrolled escape of gas or steam; or d) an uncontrolled escape of a pressurised substance; or e) electric shock; or f) the fall or release from a height of any plant, substance or thing; or g) the collapse, overturning, failure or malfunction of, or damage to, any plant that is required to be authorised for use in accordance with the regulations; or h) the collapse or partial collapse of a structure; or i) the collapse or failure of an excavation or of any shoring supporting an excavation or j) the inrush of water, mud or gas in workings, in an underground excavation or tunnel; or k) the interruption of the main system of ventilation in an underground excavation or tunnel, or l) any other event prescribed by the regulations; but does not include an incident of a prescribed kind. Escape means leakage. Exposure means being laid open or bare; openness to danger that may have a detrimental effect. Immediate means happening or done without delay as the particular circumstances permit. Imminent means likely to occur at any moment. Medical treatment means treatment administered within 48 hours of being exposed to a substance by a doctor who is registered or licensed to practice under a state or territory law or certain allied health professionals such as ambulance officers and nurses. It does not include first aid treatment administered by first aid officers. Notifiable incident means: a) the death of a person; or b) a serious injury or illness of a person, or c) a dangerous incident. PCBU means the person conducting the business or undertaking i.e. AFTRS. Reasonably practicable means that which is, or was at a particular time, reasonably able to be done in relation to ensuring health and safety, taking into account and weighing up all relevant matters including: a) the likelihood of the hazard or the risk concerned occurring; and b) the degree of harm that might result from the hazard or the risk; and c) what the person concerned knows, or ought reasonably to know, about:
a. the hazard or the risk, and b. ways of eliminating or minimising the risk; and d) the availability and suitability of ways to eliminate or minimise the risk, and e) after assessing the extent of the risk and the available ways of eliminating or minimising the risk, the cost associated with available ways of eliminating or minimising the risk, including whether the cost is grossly disproportionate to the risk. Serious means of great consequence due to threatening harm. Serious injury or illness means an injury or illness requiring the person to have: a) immediate treatment as an in-patient in a hospital; or b) immediate treatment for: a. the amputation of any part of their body; or b. a serious head injury (does not include bruises or minor abrasions/lacerations); or c. a serious eye injury (likely to result in the loss of the eye or total/partial loss of vision, object penetrating the eye, substance which poses a serious risk); or d. a serious burn (requires intensive care and/or compression garment and/or skin graft); or e. the separation of their skin from an underlying tissues (such as degloving or scalping); or f. a spinal injury (injury to cervical, thoracic, lumbar or sacral vertebrae includes associated soft tissues such as muscles, ligaments, discs and nerves); or g. the loss of a bodily function (consciousness, movement, senses, function of an internal organ); or h. serious lacerations (causing muscle, tendon, nerve or blood vessel damage, deep and/or extensive cuts, tears of wounds may include stitching to prevent blood loss); or c) medical treatment within 48 hours of exposure to a substance, or d) the following prescribed illnesses (irrespective of whether medical treatment is sought): a. any infection to which the carrying out of work is a significant contributing factor, and the infection can be reliably attributable to carrying out work: i. with micro-organisms; ii. that involves providing treatment or care of a person; iii. that involves contact with human blood or body substances; iv. that involves handling or contact with animals, animal hides, skin, wool or hair, animal carcasses or animal waste products b. the following zoonoses (diseases and infections that are naturally transmitted between vertebrate animals and humans): i. Q fever; ii. Anthrax iii. Leptospirosis; iv. Brucellosis; v. Hendra virus vi. Avian influenza, and vii. Psittacosis And includes any other injury or illness prescribed by the regulations but does not include an illness or injury of a prescribed kind.
Substance means any natural or artificial substance whether in the form of a solid, liquid, gas or vapour. Uncontrolled means unrestrained. Worker means any person that carries out work in any capacity for AFTRS and includes staff, casual employees, contractors, sub-contractors, employees of a contractor or sub-contractor, employees of a labour hire company, apprentices or trainees, students gaining work experience and volunteers. Workplace means a place where work is carried out for AFTRS and includes any place where a worker goes, or is likely to be, while at work. 5. Policy Statement AFTRS is committed to improving the health and safety of its workers, students and visitors. An important element in achieving this is reporting work related accidents, incidents, injuries and illnesses. AFTRS will ensure that all incidents are reported, appropriately reviewed, further investigated if necessary, remedial action is taken where required, and records maintained. Comcare will be notified of any incidents as required by legislation or regulations and reports with aggregated statistics and relevant information will be submitted to the AFTRS Executive. 6. Implementation When there is a work related incident (accident, injury or illness) the appropriate worker (usually a supervisor) must submit an incident report through the AFTRS website as soon as practicable. They should include as much information as available at the time, but not delay submitting the form. More information can be provided later. Supervisors should be aware that they are required by law to preserve an incident site as far as practicable when incidents are notified to Comcare. This includes any plant, substance, structure or thing associated with the notifiable incident and may need to be maintained until an inspector arrives. This does not prevent any action: to assist an injured person; to remove a deceased person; that is essential to make the site safe or minimise risk; that is associated with a police investigation, or where the inspector from Comcare has given permission. All incident reports will be automatically forwarded to the whsincident@aftrs.edu.au email address to be reviewed by either the Director, Corporate Services or the Head of Human Resources. Where appropriate the Director, Corporate Services or the Head of Human Resources will advise the Chief Executive Officer.
Notifiable Incident If it is determined to be a notifiable incident (death, serious injury or illness, or dangerous incident related to AFTRS business) it will be notified to Comcare immediately (as soon as reasonably practicable by the fastest means possible). If by telephone this must be followed up in writing within 48 hours. AFTRS may continue to investigate the incident however Comcare (as regulator) may choose to allocate an inspector to investigate. It should be noted that where AFTRS and another business are responsible for the workplace, AFTRS must still notify Comcare of the incident. The information needed to provide a clear and detailed description of the incident is as follows. Nomination of the type of notifiable incident i.e. death, serious injury or illness, or dangerous incident. Incident address, date and time. Description of the specific location of the incident. Description of the incident. Injured person s name, salutation, date of birth, address and contact number. Injured person s occupation. Relationship of the injured person to the entity notifying. Description of injury/illness. Initial treatment of injury/illness. Where the patient has been taken for treatment (if applicable). AFTRS legal and trading name. Business address (if different to incident address), ABN and contact details. Action taken/intended, if any, to prevent recurrence of the incident. Notifier s name, salutation, contact phone number and position at AFTRS. Name, phone number and position of person to contact for further information (if different). If the incident type changes e.g. serious injury results in death, Comcare must be advised immediately after AFTRS becomes aware. Notification to Comcare (Director, Corporate Services or Head of Human Resources only) Telephone 1300 366 97 Fax 1300 305 916 Online: https://www.comcare.gov.au/secure/notification_of_an_incident_january_2012 Non-Notifiable Incident It is still important that all incident reports be reviewed. The Head of Human Resources or Senior WHS Officer will review each incident report and, in consultation with the area if appropriate, determine if further action is necessary. If remedial action is necessary they will monitor its implementation and documentation.
All incidents will be tabled at the Health and Safety Committee meetings and be included in reports to the AFTRS Executive. Any remedial action will be noted. Records All incident reports and records of follow up action will be retained in Human Resources for a minimum of 5 years following submission of the incident report. 7. Roles and Responsibilities Workers are responsible for adhering to all rules and policies, using identified protective equipment, reporting all hazards and incidents, and not doing anything to place themselves or another in danger. Supervisors are responsible for regularly reviewing their work areas for hazards, ensuring workers have appropriate training and equipment for tasks, reporting any incidents as soon as practicable, preserving the incident site as far as reasonably practicable, cooperating with any investigation, and adopting any identified remedial action. Director, Corporate Services is responsible for reviewing incident reports and advising Comcare of any notifiable incidents (in conjunction with the Head of Human Resources). They are also responsible for presenting related reports and documentation to the AFTRS Executive and Finance, Audit and Risk Management Committee. Head of Human Resources is responsible for reviewing incident reports and advising Comcare of any notifiable incident (in conjunction with the Director, Corporate Services), and will be the contact for Comcare. They are also responsible for overseeing any investigation and implementation of remedial actions, and providing related reports to the Director, Corporate Services. As Chair of the Health and Safety Committee they are responsible for tabling all incident reports at those meetings. Senior WHS Officer is responsible for, under the general direction of the Head of Human Resources, investigating incidents, assisting in assessing risk and identifying remedial action, monitoring implementation, drafting reports and maintaining records. 8. Forms Electronic Incident Report Incident Notification Decision Flowchart
Incident Report Please note that in the case of all injuries, accidents or dangerous Incidents this report form should be submitted. Date of Incident / / Time of incident am/pm Name of Injured Person Contact Details Status (e.g. staff, casual, student, volunteer etc) Are they under 18 years If yes, has their parent/guardian been notified Yes / No Yes / No Where did the injury/incident happen? What is the injury/incident? Provide a detailed statement of how the injury/incident occurred (including any equipment involved) Who saw the injury/incident occur (name and contact details)? What if any first aid/medical treatment was given? What if any preventative action has been taken e.g. hazard removal? Name of person completing the report Position Contact No: Email: Thank you for submitting this form. We will contact you if we need further information.
INCIDENT NOTIFICATION DECISION FLOWCHART Please note that in the case of all incidents, injuries and accidents an incident Report Form should be completed and submitted. Not notifiable No Did the incident arise out of the conduct of AFTRS business activities? Yes Notifiable death Yes Did the incident cause the death of any person? No Notifiable serious injury or illness Yes Did the incident cause serious injury or illness to a person, requiring the person to have: a) immediate treatment as an inpatient in a hospital; or b) immediate treatment as per section 36, or c) medical treatment within 48 hours of exposure to a substance. No Notifiable dangerous incident Yes Did the incident result in a dangerous incident as per section 37? No Not Notifiable 9. Review This Policy and Procedure will be reviewed every 3 years or more often if required by changes to legislation, regulations, guidelines, government policy or AFTRS.