Manage Safety Incidents
Introduction
Register and report incidents that occur at your company and track the progress of incidents reported to a health insurance company. Registering an incident can be done by employees, and the progress of incidents can be tracked and closed when finished. You can add documents, photos, and information about an incident such as affected employee, location, and time and date of the incident etc. You can also track any legal actions that have been taken, and view costs related to incidents.
Safe Work Managers create and manage Safety Incidents. Safe Work Technicians can modify Safety Incidents.
- Prerequisites
Setup for Safety Incidents is completed.
- Audience
- Safe Work Manager, Technician
Create a Safety Incident
A Safety Incident is a record that contains information about an incident that occurred at the company. Examples of such incidents are:
- Robot hitting an employee.
- Employee slipping on a wet floor.
- Unsecured goods falling from a shelf.
Safe Work Managers can work with Lockouts from the Safe Work Role Center.
Create a Safety Incident
You can create a safety incident record from the Safety Incidents list.
The steps listed below describe how to create a basic Safety Incident. Your Safety Incidents records don't have to have all the information mentioned below, e.g. no one can be affected by the incident. You can customize the setup of the Safety Incidents to fully suit your needs, for example by defining your own incident types, body parts that are most likely to be affected or by setting specific values as default ones.
- On your role center, search for "safety incidents" and select Safety Incidents.
- On the Safety Incident list, select New.
- Enter a No. of the incident or just go to the next field, then the No. will be filled automatically based on what number series you've set up.
- Enter a Description of the incident, which should be a short summary of what has happened.
- Enter a Detailed Description. This field allows you to provide a more comprehensive summary of what happened. If you don't see the Detailed Description field, select Show more on the right side of the General FastTab.
- Select a Person Affected by the incident. You can select people from your Employee list.
- Enter Incident Date-Time and Reporting Date-Time to provide information about when the incident occurred and when it was reported.
- Select an Incident Type to specify what kind of incident it was.
- Select a Body Part Affected during the incident.
- Select a Severity Level Code to determine how serious the incident was.
- Enter a Cause of Incident to provide short information about why the incident occurred.
- Enter a Detailed Cause of Incident for a more comprehensive description of why the incident took place. If you don't see the Detailed Cause of Incident field, select Show more on the right side of the Incident FastTab.
- Select an Incident Location Code and the Incident Location Name will be filled in automatically. If there is no Location Code for the place where the incident occurred and you don't want to add a new Location, you can leave the Incident Location Code field blank and fill in just the Incident Location Name.
- Select a Person Reporting the Issue and a Person Providing First Aid if it was necessary.
- Select an Outcome Code to provide information about the outcome of the incident.
- Enter an Expected Days Away from Work as information on how long the employee will not be able to work.
- Enter an Actual Days Away from Work as information on how the employee wasn't able to work.
Add a Treatment
You can add Treatments to existing Safety Incidents. It provides information and helps keep track of procedures that the employee underwent after the incident.
You can add a Treatment on the Safety Incident card.
- Go to the Treatment FastTab.
- Select the field Code on the empty line and select Treatment Type from the lookup. Description and information about Emergency Room Visit and Overnight Stay will be filled in automatically. On the line you can always change information about Emergency Room Visit and Overnight Stay. If you don't have the underwent Treatment Type on the list and you don't want to add it, you can just leave the Code field blank and fill in the Description, Emergency Room Visit, and Overnight Stay fields manually.
- Enter the Date of the Treatment in case of longer processes like rehabilitation or sick leave, it should be the first day of the treatment.
- You can enter additional information about the Treatment such as Treatment Comment, Treatment Facility, and Treatment Details on the line.
Add a Corrective Action
After the incident has occurred, there is usually a need to conduct some corrective action to prevent this incident from happening in the future.
You can add a Corrective Action on the Safety Incident card.
- Go to the Corrective Actions FastTab.
- Select the empty Code field and select a Corrective Action. The field Description will be filled in automatically and the Status will be set to Open. Only the Description field is necessary, which means you can add a corrective action that is not on the list and leave the Code field blank.
- Select a Person Responsible for conducting the corrective action.
- Enter a Planned Date and an Actual Date of performing the corrective action.
- Select a Status. You can choose one of 4 statuses: Open (default), In Progress, Finished, and Approved. Updating Status provides information about the current state of corrective action.
- You can enter Comments as additional information about the corrective action.
Add a Cost
Safety Incidents are usually causing additional costs for your company.
You can add Costs related to an incident on the Safety Incident card.
- Go to the Costs FastTab.
- Select the empty Code field and select a Cost from the list. Only the Description field is necessary, which means, you can add a cost that is not on the list and leave the Code field blank.
- Select the Date when the cost occurred.
- Enter the Cost itself.
On the Incident FastTab, you can find the Total Cost of the Incident, which sums up all costs related to the safety incident.
Add a Reporting Agency
Safety Incident usually has to be reported to the reporting agency.
You can add a Reporting Agency on the Safety Incident card.
- Go to the Reporting Agencies FastTab.
- Select the Code of the reporting agency.
- Enter the Submission date - the date when the incident was reported to the agency.
- Enter the Case Number provided by the agency.
- Check the Incident Reported checkbox when you've reported the incident to the agency.
- Enter Comments, if any.
You can only add a specific Reporting Agency to the Safety Incident once, but you can add multiple different agencies.
Change Status of a Safety Incident
After creating a Safety Incident, it will have a default status which you've set up. If there are any corrective actions to be done related to this incident, you would probably want to change the Status from default to something like "In progress" or "Pending".
You can change the Status on the Safety Incident card.
- Select the Change Status button on the ribbon.
- Select the Status from the list or create a new one.
If you select a Status, which is a Closing Status, then your Safety Incident will be closed. You can define multiple different closing statuses. When the Safety Incident is closed you can't edit it, and by default you have 2 days to reopen it and do some changes. You can set up the number of days to reopen in the Safe Work Setup.
Additional Information
On the bottom of a Safety Incident card, you can find the Additional Information FastTab. It contains information about who created and closed the Safety Incident document and when it was created and closed. The data is automatically filled in when creating and closing the Safety Incident.
In the case of a Safety Incident being reopened, the data about closing the Safety Incident is removed and will be filled in when it's finally closed.
Upload a Document
You can upload documents to a Safety Incident card that are relevant to the incident such as a report from the inspection after the incident.
- Search for 'upload document' on the Safety Incident card and select Upload Document.
- Choose a document to upload from your device.
You can also upload documents from a FactBox.
- On the Safety Incident card, expand the FactBox pane.
- Select the arrow next to the Documents caption and select Upload.
- Choose a document to upload from your device.
Manage Documents
You can show documents, show their details, download, and delete documents related to a Safety Incident.
- Go to the FactBox on the Safety Incident card.
- Select the arrow next to the Documents caption.
- You will see possible actions like upload, show details, download, delete, etc.
You can also Show Documents on the Safety Incident card.
- Search for 'show documents' and select Show Documents.
- You will see a window with all documents related to the Safety Incident. From this view, you can perform the same actions as from the FactBox.
Take a Picture
You can add pictures to Safety Incidents by taking them directly from the Safety Incident card. This allows for documenting the place of the incident or damages that occurred during the incident etc.
You can take pictures on the Safety Incident card.
- Search for 'take picture' and select Take Picture.
- Select the white circle to take the shot.
- You can decide if you want to use the shot or do a retake. To use the picture, select Use.
- Your picture will be uploaded.
You can add multiple pictures to a Safety Incident.
Upload a Picture
You can upload pictures that have been taken by others to the Safety Incident card.
- On the Safety Incident card, expand the FactBox pane.
- Select the arrow next to the Pictures caption and select Upload from the actions.
- You will see a modal window that allows choosing a file from your device.
Manage Pictures
You can show, download, and delete pictures that were added to a Safety Incident.
- Go to FactBox on the safety Incident card.
- Select the arrow next to the Pictures caption.
- You can choose if you want to collapse the section, upload, take picture, download, delete or go to another picture.
You can also Show Pictures for the Safety Incident.
- Search for 'show pictures' on the Safety Incident card and select Show Pictures.
- You will see a window with all pictures related to this Safety Incident. You can also Download pictures from this view.
