Accident Reports

An accident is defined as an unplanned event which causes an injury. It is important that we inform our employees to report all accidents even if the resulting injury is minor. This is because an organisation can learn from all accidents by undertaking an accident investigation to identify the route cause of the accident and implement measures which could be used to reduce the risk of recurrence. In the same vein it is equally important that incidents where no one has been injured, but could have been, are also reported because control measures can be implemented which can stop an accident from happening in the first place (which is always preferable).

Your Health and Safety Management System (HSMS) should clearly outline how your business will manage accidents and who will be responsible for it. If you use the HSMS included in the Pilla Document Platform, you will have this in place. There is a section in the ‘Safety Arrangements’ document which outlines specifically the measures your business can implement.

Accident reporting procedure

Reporting of incidents and accidents is part of building a safety culture in the workplace and reduces the risk of further accidents. Employees should be encouraged to document the accident or incident by completing an accident report form, an incident report template or enter a version of the accident in an accident book.

For clear guidance on how to report it is advised to develop an accident reporting procedure, which details where the accident report forms are located, who to report the accidents/incidents to and who has the responsibility to report under the RIDDOR regulations within the organisation. The accident reporting procedure should be communicated to all employees and managers, so there is a clear understanding of what is expected of employees and the sequence of events that should follow all reported accident and incidents.

If you use a Pilla Management Diary, you will have this in hand as there is a specific section at the front of your Diary to record incidents and also to carry out a simple 20-point investigation. If you don’t use a Pilla Management Diary then you should have another system in place to carry out and record these actions.

Reporting accidents under the Reporting of Injuries Diseases and Dangerous Regulations – RIDDOR

There are accidents and incidents which need to be reported to enforcing authorities. Employers have a duty to report accidents, ill health, or incidents if they meet the criteria set out in RIDDOR. The first criteria being the accident must be work-related. In regard to the accidents an employer will only need to report, if the accident leads to an over 7-day injury (meaning as a result of the accident the employee is absent from work for over 7 days recuperating), the injury meets the criteria of a reportable injury, or the accident resulted in a fatality. In most cases an employer can make an accident report using the Health & Safety Executive’s (HSE) online reporting system – to find out all the ways to make an accident report please use this link below. https://www.hse.gov.uk/riddor/report.htm

The RIDDOR regulations also documents that accidents to non-employees which occur due to or in connection with working related activities or responsibilities should also be reported. An accident report should be made if the injured person is taken from the scene of the accident to hospital for treatment to the injury sustained.

Within the RIDDOR regulations there are a list of reportable dangerous occurrences and diseases which are identified in the workplace. Dangerous occurrences are defined as near-miss events (incidents with the potential to cause harm). Only the dangerous occurrences listed in the regulations need to be report, which means not all incidents are reportable.

In regard to occupational diseases, employers must make a report when alerted that an employee has been diagnosed with a certain occupational disease, which has likely to have been caused or made worse by their work. For more information on the list of criteria for making a report under RIDDOR please use this link below. https://www.hse.gov.uk/pubns/indg453.pdf