How to Complete an Employee Injury/Exposure Report Online

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1 All employee injuries are now submitted by completing the report on-line using the RL Solutions application. These instructions will tell you how to get to the site, what type file to create, and what information you need to provide. YOU ARE REQUIRED TO REPORT ALL INJURIES ON THE DAY THEY OCCUR. 1. Go to any Proctor computer and look for the Occurrence Reporting shortcut. On some computers this will be right on the Desktop. On other computers you will need to open the Proctor Citrix folder first, and then you will see the application. 2. When you click on the shortcut the following screen will open. Your sign-on is the same as the user name and password you use to log into the computer initially (your main Proctor sign-on).

2 3. If you have successfully logged in, the RL Solutions Icon Wall will come up and you will need to choose the Employee Event Icon. It doesn t matter what type of injury you have, you will need to start with this Icon. (If you fall, you DO NOT choose the Falls Icon you choose the Employee Event Icon.)

3 4. When you click on the Employee Event Icon you will be taken to a form that needs to be completed. Some fields in the form have a green asterisk next to them. You will not be allowed to save the report unless those fields are completed. Some fields are not marked as mandatory but you do need to fill them out to have a complete report. Those will be identified as you go through this training. If there is an arrow at the end of the field that means that you have to select from a list of answers. Choose the best one. Some fields allow you to select more than one response. If there is no arrow, the field wants you to type in your answer. 5. Beginning the Report Specific Event Type: What type of event caused your injury or prompted you to complete this report? Choose one of the options for Specific Event Type. Use the arrows to scroll up and down. Click on your answer.

4 6. Type of Person Affected: Are you an Employee, Volunteer, or Affiliate? Affiliate selection would include students, non-employed physicians, agency workers, contract workers, etc. Please ignore the choices of In-patient and Out-patient when completing this type report. 7. Severity Level: In your opinion, what is the severity of your injury at the time you are reporting it? Level 0 will usually not apply. Level 1 might apply if you tripped over something and fell or if something fell and hit you but you didn t feel any pain. An example of Level 2 would be something that is painful, but not extremely, and you don t need to be seen by a doctor. Level 3 would apply if you are injured enough to require medical attention. Levels 4 and 5 would apply if the injury were so severe that you are incapacitated and someone else has to complete the injury form (i.e., unconscious, unable to move, etc.)

5 8. Injury Incurred - Do you think you are injured? (Choose yes if your answer to Severity of Injury was Level 2 Level 5) 9. Equipment Involved/Malfunctioned - Did the injury involve any equipment or occur because equipment wasn t working correctly? If your answer states equipment was involved you will be given an opportunity to provide more information about the equipment later. If this is a needlestick or other sharps injury, please choose yes. 10. Brief Description of the Occurrence: This is where you type out what happened. Include in your description exactly what happened and where it happened. Type out what the patient s room number is, or what part of the hallway, or exactly where in the cafeteria. There is a question later on that asks for specific location, but it only allows you to pick a category, like patient bathroom, or hallway. It does not allow you to specify which room number, or where in a hallway.

6 11. Employee Event Details: Occurred while working? Were you working, or was it before or after your shift actually started, or during your lunch break? Use the drop-down menu to select your answer. Time work began Type a 4-digit military time. Object/substance that directly injured person was there something that actually caused the injury, i.e. a door, water, dirty needle, food tray, hammer, etc. Type in your response. Activity just prior to the event what were you doing right before you were injured? Mopping the floor, repositioning a patient, drawing blood from patient, walking to cafeteria, etc. Type your response. Supervisor on duty at time of incident At the time the injury occurred, who was the supervisor on duty? If you are on hospital grounds and there is an injury requiring medical evaluation you must notify the House Supervisor if your department manager (or someone covering for your department manager) is not in the building. Type the person s name. Time supervisor was notified - note what time you told the supervisor you named above (in military time). How can this be avoided in future In your opinion, how could this injury have been prevented, or what will you do differently to avoid it happening again. Be brief, but think of something, i.e., get more help, get fixed, wet floor sign, pay more attention, slow down, better instructions, wear goggles/gloves or PPE, etc. 12. Please Note: If you selected Exposure to Blood/Body Fluid or Exposure to Communicable Disease the Employee Event Details Screen will look a little different and ask a few additional questions: Source patient: Please put down the NAME of the patient you were exposed to, the patient s DATE OF BIRTH, and the Medical Record Number of the patient. Duration contaminated object/fluid was in contact: This is hours:minutes. If only seconds, put 00:01 (one minute). Volume: Estimate blood/body fluid volume, or put NA if airborne exposure. Date of Last Tetanus shot and # Hepatitis B shots enter if you know, but okay to leave blank. Substance: What were you exposed to? Blood, sputum, scabies, TB, etc.

7 13. When and Where the Event Occurred: Event Date you can either type 8 digits (without slashes) or click on the picture of the calendar and then click the date from the pop-up. Time Enter the time the injury occurred using four digits in military format. Site This is the building where the injury took place. Your choices will include the main hospital, the different Proctor First Care and Proctor Medical Group locations, the different IIAR locations, etc. Choose where the injury occurred from the drop-down menu. Department/Unit Where in the building that you indicated did the injury occur? This is not necessarily the department you are normally assigned to. Choose from the drop-down menu. Specific Location You are only allowed to choose from general areas. Choose the best selection. This is why you are asked to put the exact location earlier in the report in the Description of the Occurrence section. You do not have to complete the Patient Original Site, Patient Original Department/Unit, and Stage in patient flow event discovered? fields unless you think it is pertinent to your injury. 14. Details of the person affected by the event this is the place to put your personal information. The screen indicates that only your last name and gender are mandatory, but you need to complete ALL the fields.

8 15. Injury Details: If you stated initially that you were injured you will be asked to provide information about your injury. Click on Add/Modify and use the menu to select the best option. Please identify which location on your body was injured, and what you initially did (or are going to do) for treatment (going to First Care, put ice on the area, took ibuprofen, nothing, etc.). 16. Equipment Details: If you answered yes there was equipment involved in your injury, there will be a section that asks for more detailed information on that equipment. Click on Add and complete as much info as you know. If this was a blood exposure caused by a sharp object (needle, scalpel, other surgical instrument, etc.) please list the size of the needle or object, the product name, and product manufacturer.

9 17. Witnesses/Involved Parties: If there was an actual witness to the occurrence, please note who that was in this section. Click on the word Add and it will bring up a screen where you can enter their information. 18. When you have completed your information click on Submit. When your file closes, another window will pop up that gives you the File Number for your report. Please write this number down. 19. Let the supervisor on duty know the File Number of the report you just completed.

10 GENERAL INFORMATION 1. If you need medical evaluation/attention: a. Monday Friday, day shift hours: Contact Employee Health or designee (Human Resources or Infection Control can arrange for you to be seen at First Care). b. Evening, Night, Weekend, or Holiday shifts: The House Supervisor can arrange for you to be seen at First Care. 2. Where you should be evaluated: a. PREFERRED LOCATION: First Care, 1120 E. War Memorial Drive, Peoria Heights (East on War Memorial towards Prospect, next to Walgreens): Monday Friday, 8:00 am 6:00 pm, and Saturday, 9:00 am 4:00 pm. b. First Care, 3915 Barring Trace, Peoria (West on War Memorial Drive, across from Sam s Club in Willow Knolls Court): For initial evaluations only when the Peoria Heights First Care is closed (Monday Friday, 6:00 pm 10:00 pm, Saturday, 8:00 am 9:00 am and 4:00 pm 10:00 pm, Sunday 8:00 am 10:00 pm. FOLLOW UP APPOINTMENTS, IF NECESSARY, MUST BE SCHEDULED AT THE PEORIA HEIGHTS FIRST CARE. c. Emergency Department: If it is an emergency and it would be unsafe for you to be seen at First Care, OR, if it is after 10:00 pm and you need to be seen before First Care opens at 8:00 am. 3. Blood Exposures do not require you to go to First Care or the Emergency Department unless your exposure also created another injury and that injury requires medical attention. Employee Health (Infection Control as back-up) or the House Supervisor will take care of you. 4. Always contact Employee Health after you complete an injury report. If the office is not open at the time of your injury, call or visit on the next business day, or leave a message on the voice mail indicating how you are doing since your injury. 5. Remember to report all injuries (even if you think it is insignificant or minor and will be fine the next day) on the day the injury happens and notify the supervisor on duty. 6. Contact Employee Health if you have any questions. The hospital extension is 6168, and the direct-dial number from outside the hospital is

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