3/7/2019 12 Step Guide to Completing an Accident Report and Investigation - DDS International

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12 Step Guide to Completing an Accident Report and

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Investigation

14th April 2015 Steve Johns No Comments Health and Safety

eLearning Zone

This article has been written to work as a reference when you are completing a health and safety workplace
accident report and investigation.

It is always good practice to record an accident however small, it protects both the company and the injured
person (IP) should any future problems occur. Reporting all accidents also makes it easier to spot trends and
prevent such accidents happening again.
The eLearning Zone is a web based
In the UK, certain types of accidents and incidents must be reported by law to the Health and Safety Executive learning application developed to
(HSE). These requirements are beyond the scope of this article, but please see the HSE’s RIDDOR web site for automate and streamline the
the full criteria of accidents and incidents that require reporting. This guide is based on the requirements of UK management of your organisation’s
law. training needs and to ensure your
employees always meet training
In the first instance of an accident, make sure the area is safe to enter, give necessary first aid to the IP and requirements.
notify a member of management as soon as possible.
Find out more
An investigation should be carried out as soon as possible after the accident by someone who ideally has
knowledge of the health and safety legislation, the workplace and workplace processes and procedures. The
goal is to establish how the accident happened and prevent future occurrence. Accident investigations should Testimonials
focus on prevention.

Below is a 12 step guide to completing an accident report and investigation. Each step lists what information
should be gathered or examples of questions you should be asking yourself when completing that step of the
accident reporting process. A fully comprehensive guide to accident information gathering and investigation is
available in the free book from the HSE entitled “Investigating accidents and incidents“.
THE MALL CORPORATION
Head of Facilities
1. Record the IP’s Personal and Contact Details
First name

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3/7/2019 12 Step Guide to Completing an Accident Report and Investigation - DDS International
Last name
Contact phone number
Email Address
“ I cannot speak highly
enough of the professional
manner and commitment of
Home Address DDS International to provide
Reason for being at the location just what was required.

Sex
Age or Date of Birth
Occupation
Employee Number (where applicable)
Whether the IP was a member of the public

2. Record Your Contact Details and Information ••••

First name
Last name
Position Some of Our Valued
Customers
Contact phone number
Email Address
Employee Number (where applicable)

3. Record Accident Details

The date of the accident
The time of the accident
The location of the accident e.g. area or department

4. Record Injury Details

The type of injury the IP suffered e.g. fracture, laceration, bruising, burn
The part of the body injured
Whether the IP required hospitalisation or resuscitation
Whether the IP was unconscious
Whether the IP is an employee and had lost days from work due the accident and how many days
Whether the IP taken from the scene by ambulance to hospital

5. Collect Witness Details

First name
Last name
Contact phone number
Email Address
Address Categories

6. Gather Supporting Evidence Case Studies

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If witnesses are available and can provide a written statement, record the statement along with the accident DVD
report as evidence.
Fire Safety
First Aid
Other examples of evidence…
Food Hygiene

CCTV footage Health and Safety

Photographs News
Training Records Promotions
Health and Safety Check Records PYRAMID™ Risk Management
Cleaning Logs System
Training Courses

7. Record How the Accident Happened

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3/7/2019 12 Step Guide to Completing an Accident Report and Investigation - DDS International
Record any details of the accident given to you by the IP in your accident report.

Example questions to ask yourself and information to record at this stage…

How did the injury occur?

What have you observed?
Was there anything unusual or different about the working conditions?
What personal protective equipment was being worn at the time of the accident?
What work process or activity was being carried out at time?
What equipment was being used at the time?
What were the events that led up to the accident?

8. Record What Caused the Accident

When recording information about how the accident happened use only the objective facts that you have
gathered e.g. leave assumptions or accusations out of the record.

Example questions to ask yourself and information to record at this stage…

Was the IP a new employee?

What suitable training had the IP had to carry out the task?
Was it due to human error?
Did the IP have a lapse in concentration?
Was the accident due to faulty equipment?
Was the IP fatigued or stressed?
Is there a preventive maintenance program in place?
Was the IP following the correct health and safety procedures?

9. Record What Was Done When Dealing with the Accident

Example questions to ask yourself and information to record at this stage…

Was first aid was administered?

What first aid was administered?
Was an ambulance called?
How was the area made safe?
What had been done directly after the accident happened?

10. Record What Has Been Done to Prevent Such an Accident

Happening Again
Example questions to ask yourself and information to record at this stage…

Have any training needs been identified?

Has a plan been put in place for corrective action?
How will your preventative measures stop future occurrences of the accident?

11. Review Risk Assessments

Review and update any relevant risk assessments to reduce the risk of re-occurrence. Record within your
accident report which risk assessments have been reviewed.

Risk assessments can be created electronically on the PYRAMID™ Risk Management System and reviewed
and updated on-line. Using PYRAMID™ for risk assessments has all the added benefits of notifications,
monitoring and reporting that the on-line risk management system has to offer.

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12. Report the Accident to the HSE as per RIDDOR

Requirements
If the accident meets the RIDDOR criteria then it will need to be reported to the HSE via their web site. Your
accident report can be used as a reference to complete the on-line forms and then as reference to any possible
future investigation.

DDS International can report accidents on your behalf to the HSE if required. Our PYRAMID™ Risk
Management System has accident reporting built in and can automatically calculate and detect if the accident
must be reported. PYRAMID™ can send notifications via email and text messages regarding accidents that
happen within your organisation and can also monitor and report on your accident data.

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