Document the details of an incident following step-by-step instructions and create an incident report.
An incident report is a tool for documenting an incident that may have caused damage to a person or to the assets of a company. It is used to record injuries and accidents, near misses, damage to property and equipment, health and safety issues, safety violations and workplace misconduct.
Writing an incident report means recording the basic conditions of an incident and then analysing and evaluating the damage caused. It contains the root cause and corrective actions to eliminate the associated risks and prevent similar incidents in the future. An incident report can also be used as a safety document that points out a potential risk or uncontrolled hazard in your workplace.
An incident report is used by:
In the process of documenting all workplace injuries, including near misses. This article explains in detail what an incident report is and what types of incidents you should report.
An incident that should be reported is an event that:
As a rule of thumb, an incident report should be prepared as soon as an incident occurs. It is of great importance to treat minor injuries just as seriously as major ones. The reason for that is that these injuries can get worse and lead to more serious health problems. Employers, managers and safety representatives should be informed of the various situations and incidents.
4 types of incidents you should report:
This is what you should be aware of when writing an incident report:
All data must be clearly and specifically recorded. Most inaccuracies are due to typing errors and simple grammar and spelling mistakes (e.g. incorrect information on the names of the persons involved, date and time of the incident, contact numbers, etc.). Be more specific about what you are referring to and avoid vague statements that could lead to confusion. Finally, you should always have your report proofread before submitting it to avoid mistakes.
Be objective when writing a report and support the information you put forth by facts. Avoid including emotional, biased statements in the incident report form. It should never shed one-sided light on an incident. However, if there is a need to include testimony from witnesses or patients, it is important that it be marked as a citation.
Ensure that all key issues (what, where, when, why and how) are addressed in the incident report form. Talk not only to the person concerned, but also to witnesses, persons who reported the incident and, if necessary, to the treating paramedics or similar. Expect that the details will be used for future studies and investigations.
Evidence is a substantial part of your documentation. Include photos, diagrams etc. in your report as supporting evidence. Take as many photos as possible of the injury, the damage and the surroundings. This will supplement the facts given and make them more understandable.
Once the incident has been completed, those involved in the incident (e.g. victims, witnesses, managers, reporters, etc.) should sign to testify and confirm any information mentioned in the incident report.
Once your incident report is ready, you should submit it to an investigation team. An investigation should be conducted by those responsible for collecting and analysing information and evidence from the incident report. Those attending the investigation should be familiar with the fundamentals of occupational health and safety.
It should not be the aim of your documentation to find faults, but to identify the root of the problem and develop corrective actions to prevent other incidents. An investigation also helps meet regulatory requirements (such as OSHA forms) and determines the costs associated with property or equipment damage (if any).
An incident report template should be properly retained as they are an important record of any organisation. Creating incident reports can be time-consuming and requires strict documentation of the incident. Lumiform helps your organisation streamline the completion and recording of an incident report using a template. With the Lumiform mobile app and software, you can:
Use this template to investigate, review and learn from a single event. See template