Employee Incident Report

What is an empolyee incident report?

In companies, incidents that resulted in personal injury, illness or property damage must be reported in the form of a report. This serves both as a legal safeguard and to prevent similar incidents in the future. In a report form pre-structured for this purpose, all events that led to the incident are documented in the same way as the location, time and persons involved.

A meaningful employee incident report includes all information about the accident or near miss. The proper documentation is important to identify and analyze the causes of the incident. An incident report should be prepared promptly after the event so that important details, which are important for insurance and regulatory reasons, are not lost. Recording all information with a digital checklist speeds up the process and ensures documentation.

This article addresses the following topics:

1. The types of incidents

2. The structure of an employee incident report

3. An easy way to document incidents and (near) accidents

The types of incidents

What needs to be documented as an incident in a company can be varied and depends on the particular industry. However, one thing is certain: incidents are not just near misses and work accidents. It also pays to report incidents, and thus irregularities, in other areas to avoid property damage or fines, among other things.

Typical incidents in different industries are:

• Accidents at the workplace or on the way there
• Bone chilling accidents
• incidents of bullying
• Data privacy breaches and theft
• Failure of machinery, equipment and facilities
• Failure or disruption of IT systems
• Hacker attacks
• Incidents in property and plant security
• Incidents in care facilities of any kind (schools, kindergartens, nursing homes, etc.)

Both for the affected person and for the organization, it is important to record incidents in order to draw conclusions. Therefore, an employee incident report should not simply be filed, but the information contained therein should always be evaluated.

The structure of an employee incident report

Depending on the type of incident, the structure of an employee incident report may vary. The following basic items, with some exceptions, are covered in almost every incident report checklist:

1. WORKPLACE INFORMATION

• Name
• Address
• Activity
• Health or social security identification

2. APPROPRIATE PERSONAL DATA

• Name and last name
• ID
• Date of birth
• Social security registration number
• Employment
• Time in position
• Category/occupation group
• Type of workday

3. DESCRIPTION OF INCIDENT

• Workplace where the incident occurred
• Date of incident
• Time of the incident
• Task performed
• Type of incident (2)
• Description of the incident
• Individual/collective protective measures used by the worker
• People present at the time of the incident
• How did you act after the incident ?
• The degree of compliance with the Risk Prevention Act

4. CONSEQUENCES OF THE INCIDENT

• Type of injury
• Consequence of death
• Property damage
• Low/high frequency incident

5. CAUSES OF THE INCIDENT

6. PROPOSED ACTIONS

7. CONCLUSIONS

8. APPENDICES

A simple way to document incidents and (near) accidents

Digitizing paper employee incident reports and documentation saves time and effort. With digital checklists, all anganes to an incident are automatically stored and are available from anywhere at any time. If an incident occurs, all responsible employees are informed immediately. Chat and push messages facilitate collaboration and problem-solving related to the incident.

With Lumiform, the digital and powerful app and desktop software, organizations can:

• Record incident data and information instantly in the field using the super intuitive mobile app.


• Generate real-time data about incidents. This enables faster response to incidents and implementation of preventive measures for the future.


• Easily add photos and comments to the reports.


• Create employee incident reports automatically - saving all the post-processing.


• Increase reporting efficiency: through more efficient communication within the team, with third parties and with management, and faster incident reporting.


• Store all employee incident reports securely in the cloud and log them for regulatory purposes.


• Thanks to a comprehensive analytics function, identify accident hotspots and perform accident root cause analysis to get action underway.


• Thanks to a lot of ready-to-use templates on incident reports in template library, get started digitally right away.