How do You Report an Accident at Work: Your Essential Guide
How should You Report an Accident at Work?
Accidents can happen at any time so knowing how to deal with them is important for everyone’s safety.
This guide will walk you through each step so you understand the reporting procedure and how your employer must keep accurate records to keep the workplace safe for everyone.
Quick Guide
- Who reports accidents e.g. Health & Safety officers or managers.
- Act now and make the area safe, provide first aid and be sure to log in the accident book.
- Investigate thoroughly, check if the incident is reportable under RIDDOR and update risk assessments to prevent further incidents.
- Ensure there is a proper and robust accident reporting procedure.
Who Reports?
First identify who reports accidents. This will usually be a Health & Safety officer, manager or trained HR consultant. They know the compliance and paperwork.
Employers must make sure these roles are staffed and trained to prevent delays in the reporting process. In an emergency have the contact details of key people or consultants to hand and it will save time.
Employers may also have backups or deputies to report incidents when the main contact is not available. This way there will always be someone trained to manage the process. Training on workplace safety can also enable all staff to identify hazards and respond correctly so reliance on one person is reduced.
Also employers should communicate the accident reporting procedure to all staff. This way everyone knows their role and reduces confusion in an emergency. Regular refresher training on health and safety standards will reinforce these practices.
Acting Right Now After an Accident
This infographic outlines the crucial steps to take when a workplace accident occurs, emphasising the importance of assessing the situation, seeking help, and providing basic life support.
When an accident happens you must act fast.
- Assess the Scene: Make sure everyone is safe. A trained first aider will assess the injuries and the area.
- Get Medical Help: Even minor injuries need attention so don’t delay if it’s serious. Call 999 if needed.
- Prevent Further Harm: Remove hazards and help the injured person while following safety procedures. This may mean moving the injured person away from danger or applying a bandage to stop bleeding.
If several people are injured, prioritisation is key. First aiders should focus on the most serious injuries and direct others to minor cases. Regular emergency drills will also help staff react calmly in real life situations.
Acting fast also demonstrates a proactive approach to health and safety and that employees wellbeing matters. Having detailed guidance on emergency procedures means everyone knows how to minimise risks.
Logging in the Accident Book
A sample incident report form used to document workplace accidents.
The accident book is not just a legal requirement – it’s a safety tool.
Employers must log in the accident book:
- Time, date and location of the accident.
- What happened.
- Details of the injured person and the person logging the incident.
Logging this information quickly and accurately will help identify trends and reduce future risks. Employers can take this further by using digital tools like cloud based reporting systems. These will allow real time updates, secure storage and easy access for audits or reviews. Digital systems will also link to safety policies and risk management software for a more integrated approach to workplace safety.
A full entry in the accident book will also help with legal requirements and defend against potential claims. Making sure every detail is recorded accurately will help transparency and build trust between staff and employers.
Investigating
This is the process of investigating a workplace accident.
Every incident should have a formal investigation. This will help employers know what happened and prevent further serious accidents.
Gathering evidence:
- Witness Statements: Ask open ended questions to get detailed answers.
- Photographs: Document the scene, equipment involved and all relevant details.
- Accident Scene Plans: Combine visual evidence with witness input to get a clear and detailed picture.
A plan of the accident scene with witness statements and photographs will give a full picture. Digital incident reports can add to the documentation process by including other forms of evidence such as photographs and videos so nothing is missed during the investigation.
For serious work related accidents or fatalities employers may want to bring in external investigators. Their independent view will pick up on things that may have been missed and provide an objective report. Findings from these investigations can also inform targeted training for specific roles or departments.
By using tools like diagrams and structured interview templates investigators can ensure consistency in how incidents are investigated. A formal investigation will give actionable insights to improve overall workplace safety.
RIDDOR Reportability
RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations) requires certain incidents to be reported to the HSE (Health and Safety Executive).
Reportable incidents include:
- Major injuries (e.g. fractures, amputations).
- Loss of consciousness.
- Dangerous occurrences such as structural collapses.
Employers must familiarise themselves with the Dangerous Occurrence Regulations outlined in RIDDOR, which provide clear guidance on incidents that fall under this category.
Check with the employer’s Health & Safety officer or the HSE website to see if the incident is reportable. Filing correctly will keep you compliant and accountable.
Not reporting incidents when required can result in fines or reputational damage. So employers should have a list of reportable occurrences and train staff to know when RIDDOR applies.
Filling in the Right Forms
For reportable incidents the forms on the HSE’s online reporting system must be completed. These forms will ask for:
- Names and contact details of the people involved.
- A full account of what happened.
- Supporting evidence such as photographs or witness statements.
Accurate reporting is in everyone’s interest and compliance with regulations. Employers should have a checklist of documentation required for each type of incident to ensure consistency and reduce errors. A compliance officer can review submissions to ensure accuracy.
And digital platforms often have templates for standardising reports. Using these will ensure all the information is included and reduce the chance of missing a step.
Updating Risk Assessments
Once the initial aftermath is over employers need to prevent recurrence by reviewing and updating risk assessments. Identifying gaps in safety measures and making improvements will strengthen overall protection.
Getting staff involved in the risk assessment process is beneficial. Staff have first hand knowledge of the risks associated with their tasks so their input is invaluable. Employers should also use data analytics to track incident trends and adjust their safety strategy accordingly.
Reviewing risk assessments regularly isn’t just about compliance; it’s a way the employer can demonstrate that employee wellbeing is paramount. Clear communication of updates will ensure staff know and follow the new safety procedures.
Your Rights (and Responsibilities)
If you’re injured at work, you have certain rights and responsibilities to ensure a fair and smooth recovery process. This includes access to key benefits such as:
- Statutory Sick Pay: Employees are entitled to sick pay from their employer during their recovery period. It’s important to familiarise yourself with the sick pay policies outlined by your workplace.
- Insurance Claims: Notify your employer’s insurer promptly to begin the claims process.
- Union Assistance: Unions can guide you through filing claims and advocating for your rights.
Employers play a vital role in ensuring transparency about employee rights. They should educate staff on how to claim benefits like statutory sick pay and provide accessible resources, such as online guides or leaflets. Clear communication about processes such as sick pay builds trust and fosters a culture of fairness.
It’s also crucial for employees to fulfill their responsibilities. This includes promptly reporting workplace incidents and adhering to safety protocols.
By maintaining this two-way commitment, employees and employers can strengthen the overall safety culture and promote mutual accountability.
Using Technology to Report
Incident reporting software can change how accidents are managed. These tools will serve to simplify documentation, improve communication and ensure accuracy.
Mobile apps for example will allow staff to report incidents on the go – perfect for large or multi-site organisations. It’s also possible for the employer to utilise AI powered software which will analyse trends in reports and suggest improvements to safety policies.
By using these tools employers can create a valuable process for managing accidents and reinforcing a culture of continuous improvement. These tools will save time and make sure nothing gets missed.
How Do You Report an Accident at Work: Summary
Reporting a workplace accident is more than just a tick box exercise.
It’s a critical process involving a formal investigation to protect employees and build a strong safety culture. By knowing the reporting process, acting fast and following the right steps employers will be compliant and reduce risk.
A proactive approach with proper documentation and regular safety reviews will keep workplaces safe and supportive. Building safe spaces means employees are valued and protected which benefits the organisation overall.
FAQs
Who reports workplace accidents?
Trained staff like Health & Safety officers or managers will document and manage workplace incidents.
What to do first?
Treat the injured person immediately with first aid and call for medical help if needed.
What to log in the accident book?
Time, date, full description of the incident, contact details of the injured person and the reporter.
Why RIDDOR?
RIDDOR reports serious incidents to the authorities to improve workplace safety and compliance.
Can software help? Yes, digital tools can simplify the process, reduce paperwork and improve accuracy for better compliance and communication.
Injured at Work? Claim the Compensation You Deserve Today
- If you’ve been injured in an accident at work, it’s essential to understand your rights and take action to protect your health and well-being.
- Whether your situation involves diseases and dangerous occurrences or other workplace hazards, you may be entitled to claim compensation for your injuries.
- Our team is here to guide you through every step of the process, ensuring you receive the support and advice you need to secure the best possible outcome.
- Don’t hesitate—contact us today to discuss your case and take the first step toward recovery.
For a free, no obligation discussion about your claim, simply either call us now on 0800 652 0586, email us on [email protected], or complete a Free Online Enquiry and we will explain all of the options available to you.
by Odiseo Castrejon (https://unsplash.com/@edgarraw)
