Incident Management

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Incidents

The Incident window in view mode

Reporting A New Incident

The Quick Way

On the home page of Simple WorkSafe, press the “Report Incident” button.

You can give workers a Username and Password (see more on users here) for your workers to access certain parts of the application (Learn more on What a worker sees here)
With this facility, they’ll be able to alert you of any incidents in the workplace.

The site safety coordinator will be emailed when an incident has been reported.

From The Incident Section

From the menu bar choose “Incidents”. To create a new Incident record click the “+” symbol in the bottom right corner.

Now enter the details in each of the fields. Use the footer notes or by hovering over a field a tooltip will appear for guidance as what needs to be entered.

Press “Save” and you will be taken back to the Incidents record page.

A worker will be taken back to their home page.

In BOTH methods the site health & safety coordinator will be emailed the details of the incident.

Incident Reported – What Now?

An Incident has been reported by one of your people.

The Health and Safety Coordinator (the one that is associated with the site) has been notified.

What do you do now?

You’ll need to ensure you get accurate details of the incident.

When the incident was first reported only the basic details would have been entered.

From the menu bar choose “Incidents”. This is a list of all your incidents.

There are two ways to view your incidents:

  • All Incidents
  • Incidents with Reports Not Completed

By pressing on the little arrow beside “Incidents” on the action bar, under the menu bar.

You will be able to view the incidents that haven’t had reports completed by pressing “Incidents with Reports Not Completed”.

Press the “Edit” button.

Notifiable: In many jurisdictions, authorities must be notified if this is a serious incident or near-miss. Is this a notifiable incident in your jurisdiction? If yes, slide this button across.

Injuries: Were there any injuries sustained to the victim? If yes, slide this button across.

Investigation: Was there an investigation into the incident and who investigated the incident? Enter any notes relating to the investigation. Interviewing witnesses can identify other aspects of the incident investigation that you may have not thought of. For example, did they see the victim before the incident, were they fooling around or had the piece of equipment they were using been playing up. Add bits of information like these to the notes so you can investigate further.

An Investigation will also assist you to identify:

  • Major hazard types, unsafe work practices or trends (shift/location, etc.)
  • Design deficiency (plant/equipment, practices, ergonomics)
  • Systems implementation, compliance & understanding
  • Training effectiveness and frequency

A full investigation report should be attached in the “Attachment” section.

Witnesses: List the detail of any witnesses.

Police Involved: Was this incident reported to the police. Enter notes relating to the police involvement e.g. who called them and what was the outcome etc.

Lost Time Hours (LTH): Some workplaces keep details of lost work time. This is the hours lost due to an incident. Enter the hours here.

Choose the Assets, Chemical/Hazardous Goods, Jobs or Workers associated with this incident. This will then link everything together.

Injury Section

Add the injuries sustained

Incident Injuries: Click on the category to open this section.

This is where you will enter all the injuries that have occurred due to the incident.

Remember to enter ALL the injuries. If someone has fallen over but says they’re OK and refuses first aid or a doctor visit, prepare an incident report. Get that person to read and sign that they refused any medical treatment that was offered. It’s better to be prepared than sorry.

The old days of “Ambulance Chasers” has changed, these days they have billboards stating, “Injured at work…we’ll get you compensation”

Detail everything!!

To add a new injury record, press the “+” New on the action bar.

Worker or Visitor: Select if the person was either a worker or a visitor by clicking one of the radio buttons. Depending on the selection different questions will appear

Let’s choose “Worker” first…

Worker: To choose a Worker, you can either click or tap into the “select” space and choose Show Option, from which you will get a drop-down list of names already set up.

By typing in a few letters of a name and it will narrow down the options. Or choose to See All or Create New.

Another option is to click on to the arrow and be taken to that section where you can do all the above.

If Visitor was chosen …

Injured Name: Enter the name of the visitor or anyone other than a worker who was injured.

DOB / Address / Phone / Email: Enter the visitors details.

Different questions for different people

Depending on the selection different questions will appear

Injury Description: Enter a concise description of the injury.

Activity: Describe the activity the injured person was performing at the time of injury.

Injury Type: Enter the type of injury if more than one separate them with a comma. Here are some examples, Abrasion, Bruising, Burns, Concussion, Dislocation, Fracture, Internal Injury, Loss of Consciousness, Laceration, Muscular, Medication-Related, Psychological, Whiplash.

Injured Areas: List the injured areas of the body such as the head, neck, right shoulder, left forearm, chest, lower back, right hand, right forefinger, right foot. If more than one choice separate them by a comma.

Treatment Type: Select each type of treatment given to the injured person.

Continue entering the details in each of the fields. Use the footer notes or by hovering over a field a tooltip will appear for guidance as what needs to be entered.

Medical Certificate Received: Check the box if the person was issued with a medical certificate.

Injury Management Required: Check the box if injury management is required for this person to return to work full time.

Press “Save” and you will be taken back to the injury record page. If there are further injuries continue adding them here.

The Incident Injuries section can detail each step of the process.

Incident Injury Category

Reports Associated with the Incident

Incidents can be ongoing for a variety of reasons depending on the severity of the injuries. With that comes the paperwork, that’s where Simple WorkSafe can sync all the relevant documents, reports, certificates and any other items that are associated with the incident.

You may have to download templates from different departments in your jurisdiction such as Incident reports for workers compensation. You can attach the reports under the next section of “Attachments”. You can make a note of the reports on the form.
Reports: Select the reports that are required to be generated for this incident. You may select one or more as needed.

Reports Completed: Once all the required reports have been completed and sent to the designated authorities slide this button across.

Reports Completed By: Enter the name of the person responsible for ensuring all reports are completed correctly and sent to the right place.

Reports Completed Signature: The person who is responsible for completing the reports can sign here.

Until this section is completed you will see a “Reminder” on the “Home” page warning you that reports haven’t be completed.

Attachments

Almost every section of Simple WorkSafe has an “Attachments” section.
This is usually under a category named “Attachments” that you can press to open or close.

Attachments are files that are associated with a record.

It could be a doctors report from an incident or a set of images associated with a procedure or a video associated with a training course.

Attachments can be almost any digital file such as an image, a document in pdf or word format, a video, PowerPoint, spreadsheets or an audio file.

An almost unlimited number of these files can be attached to a record, making a powerful but simple way to manage all related information.

First, you must upload the document to the “Attachment” section. You will find Attachments on the menu bar.

Attachments

Find Attachments on the menu bar

To add a new attachment click the “+” symbol in the bottom right corner.

Now enter the details in each of the fields. Use the footer notes or by hovering over a field a tooltip will appear for guidance as what needs to be entered.

Remember the size of the file that will be uploaded is limited to 3mb.

Web Content: If you just want to link to the internet just enter the full URL here.

Create a new attachment

Now you will see further categories at the bottom of the record.

“Resources This Attachment Is Linked To” and “Health & Safety Records This Attachment Is Linked To”

Click on them to open.

Incident Categories

Under the Resources category attach the new attachment to any or all of the resources by clicking on the “Add Item”.

Same with any Health & Safety Records.

If you have already uploaded a document to the attachment section you can attach the document from the Incident Attachment category by choosing the appropriate document.

Attach files to resources

Printing Reports

There are a number of reports that can be printed.

Lists reports are lists of records such as a list of all the risk assessments on the application.

Detail reports are reports that contain all details of a particular record.

Reports are available in PDF, MS Word, MS Excel and image formats.

List reports are available by pressing the Report button on the header of the list.

Open a List Report

Print Repor tList

Open a Detail Report