Issued by: WHS Eff Date: 1 Oct 13 Rev: B Page 1 of 7 1. Purpose This procedure is aimed at ensuring Hockey NSW has a system is in place for reporting, investigating and analysing all incidents and tracking the status of corrective actions. 2. Scope This procedure applies to all staff, contractors, volunteers and visitors at the Homebush Office and in the field. 3. Definitions Incident Any unplanned event resulting in, or having the potential for injury, ill-health, damage or other loss (AS/NZS 4804: 2001) Near Miss An incident with the potential to result in harm or loss to people, property, the environment or impact on productivity. Hazard A source or situation that has the potential to cause harm to a person, the environment or damage to property. Injury Any physical harm experienced by a person. Illness Any physical or psychological illness experienced by a person. Incident investigation A methodical, systematic, unemotional process to collect and interpret information about an incident, in order to establish why it happened and to prevent recurrence. Root cause analysis This involves a systematic approach to tracing the causes of an incident from the most apparent and obvious causes to the deeper or root causes that were present, often as latent factors. It involves using guide words to assist in collecting evidence during the investigation. Authorised by: Title: Incident reporting band investigation procedure Page: 1
Issued by: WHS Eff Date: 1 Oct 13 Rev: B Page 2 of 7 4. Responsibilities 4.1 Directors and Managers Assist in the investigation of serious incidents Ensure that the recommendations of an investigation are implemented Ensure, as far as reasonably practicable, that adequate financial provision and other resources are made available to institute recommended actions Ensure reporting to the authorities as per legislation is carried out. 4.2 Managers Implement the requirements of this procedure Investigate all reported incidents Ensure the incident area is secured after a notifiable incident Ensure corrective action is taken to prevent recurrence Forward all appropriate documentation to the Operations Manager within the designated time frame. 4.3 Workers Report all incidents including near misses to direct supervisor and/or manager Ensure the completion of the Incident Report & Investigation Form, Part A incident /injury/treatment details (if any). 4.4 Human Resources (HR) Coordinator Monitor and review the system for effective incident management and reporting Provide advice and recommendations to site supervisors/managers on preventative and corrective actions to improve the level of health and safety Maintain a Register of Injuries Produce an annual report providing an analysis of incidents for the previous 12 months Ensure timely notification to the workers compensation insurer and /or WorkCover Authority/Workplace Health and Safety Queensland where required. 5. Immediate Action In the event of an incident staff/volunteers shall where it is safe to do so, take appropriate immediate action to minimize the risk of injury or damage (e.g. first aid, fire-fighting, contain spills, contact emergency services/initiate the site emergency response plan). Authorised by: Title: Incident reporting band investigation procedure Page: 2
Issued by: WHS Eff Date: 1 Oct 13 Rev: B Page 3 of 7 Where a notifiable incident or dangerous incident has occurred the scene must not be disturbed once the safety of all personnel has been established. Non-disturbance extends to any plant, equipment and anything directly related to the incident. The WHS Manager at Homebush office should be contacted so that WorkCover can be notified immediately; where in the field contact the site representative and/or Operations Manager so that the relevant regulatory authorities can be notified. 6. Internal Reporting All incidents must be reported to the direct supervisor/manager immediately (as reasonably practical) or by the next working day at the latest and a record of the incident must be included in the WHS Incident Reporting Spreadsheet and entries completed on form WHS2100a Injury record sheet. This includes incidents, which have occurred at work, off-site, on work-arranged activities, or during travel to and from work. Where the incident is a Reportable Incident for Workcover, then a full Incident Report must be completed, a copy retained at the site of the incident and a copy returned to the WHS Manager. The form is in three sections: Part A is to be completed by the person involved in the incident. All incident details must be described including location, description of incident and injury/treatment details (if any). Part B is to be completed by the supervisor. The supervisor must undertake an investigation to identify both the immediate cause and underlying root cause(s) and indicate the corrective actions to be taken, to prevent a recurrence of the incident. Part C is to be completed by the WHS Manager and CEO. Both parties are to review the actions taken and sign off as satisfied with the remedial action. The Incident Report and Investigation Form can be accessed from the WHS Manual kept at each site, or from the intranet. 7. Reporting Timeframe All incident reports shall be submitted to the WHS Manager and if in the field to the client site representative as soon as possible, within 24 hours of the incident. If full details of the incident, injury, investigation and corrective actions are not available within this timeframe, the essential details of the injury or incident as they are known, should be submitted initially. The report should then be re-submitted, including details of supervisor investigation and corrective actions, as soon as possible within 48 hours. Authorised by: Title: Incident reporting band investigation procedure Page: 3
Issued by: WHS Eff Date: 1 Oct 13 Rev: B Page 4 of 7 8. External Reporting The WHS legislation requires notification of certain incidents and dangerous occurrences to the relevant statutory authorities within prescribed time limits. Where a notifiable incident occurs in the workplace the WHS Manager will notify the WorkCover authority immediately. The following table outlines the specific requirements in NSW. Note: These are examples of the most likely events workers will encounter. Full lists can be obtained from the relevant authority or legislation NSW Workplace Regulatory Authority - WorkCover Non-disturbance of the scene until inspector attends or directs otherwise Notifiable Incident - an incident resulting in one of the following: 1. Death of a person. 2. A serious injury or illness requiring the person to: Have immediate treatment as an outpatient in hospital. Immediate treatment for: - the amputation of any part of the body - a serious head or eye injury; - a serious burn - the separation of their skin from an underlying tissue (such as de-gloving or scalping) - loss of bodily function - serious lacerations Medical treatment within 48 hours of exposure to a substance; Work caused illness as prescribed in the Guide to Health and safety Incident Notifcation, for example an infection contracted while carrying out work that involves contact with human blood or substances. 3. A dangerous incident that exposes a worker or any other person to a serious risk to a person s health and safety emanating from an immediate or imminent exposure to: An uncontrolled escape, spillage or leakage of a substance; An uncontrolled implosion or fire An uncontrolled escape of gas or steam; An electric shock; The fall or release from a height of any plant, substance or thing. 9. Incident Investigation All reported incidents shall be investigated promptly (within 48 hours) by the immediate supervisor in conjunction with the worker/s directly involved, and investigations should be recorded on the appropriate form. Some incidents may require a more detailed investigation than at the local level. In particular, incidents involving a worker who is unable to attend work for a period of seven days or more, and notifiable incidents. Authorised by: Title: Incident reporting band investigation procedure Page: 4
Issued by: WHS Eff Date: 1 Oct 13 Rev: B Page 5 of 7 Where there is a notifiable incident, the investigation must be undertaken immediately by an investigation team comprising the following personnel: The Director or Manager The worker/s involved The WHS Manager The WHS Manager, in conjunction with the Operations Manager will coordinate the investigation of all serious incidents that are reportable to WorkCover. 10. How to investigate an incident The prime purpose of incident investigation is to establish both the immediate and underlying causes of an incident; to assess the hazards that need to be controlled; and to implement corrective actions to prevent a recurrence. The following steps should be followed: 10.1.1 Gather Information and Establish the Facts The investigation should begin as soon as possible after the incident occurs. This means that the investigator is more likely to see the conditions as they were at the time of the incident and identify witnesses. Initial facts need to be gathered such as events leading up to the incident, what exactly happened, who was involved, including witnesses, time and location and initial action taken. Where possible, a camera should also be used to capture evidence along with diagrams and notes. The investigation should establish contributing factors, for example work environment, equipment, work practices, supervision, staff skills, education and training. Reference to the checklist in Part B will assist in the process. 10.1.2. Analyse the Information The investigator(s) will analyse the information collected and draw conclusions as to immediate causes, which in turn will lead to identification of underlying deficiencies in the management system or operational processes. 10.1.3. Determine Corrective Actions/Recommendations and Implement Supervisors should discuss the incident with relevant workers and decide upon suitable risk controls to be implemented. Corrective actions are to be initiated where this is in the supervisor s scope of authority and/or recommendations made regarding changes to existing work methods or management practices. Authorised by: Title: Incident reporting band investigation procedure Page: 5
Issued by: WHS Eff Date: 1 Oct 13 Rev: B Page 6 of 7 The corrective actions must be targeted to address both the direct cause of the incident and underlying (root) causes if a recurrence is to be prevented. 10.1.4 Monitor and Review It is the responsibility of the supervisor/manager of the area to review the corrective actions periodically, to monitor compliance and to determine continuing effectiveness. The WHS Manager and a Senior Manager will review each completed report and ensure the corrective actions have been implemented, and if so, whether they were effective. In addition, the WHS Committee will review all incidents and resultant corrective actions and make recommendations where required. 10.2 Formal Investigation Report Upon completion of a formal investigation, the lead investigator must ensure that a report is prepared and all associated information compiled, e.g. the witness statement, photos and other evidence. A copy of the Witness Statement can be found in Appendix A. 11. Training Training will be provided to all managers and supervisors on incident investigation principles, conducting an investigation; and completion of associated reports. Workers will receive training and instruction on incident reporting procedures, either during orientation, and/or through their immediate supervisor. 12. Records All records relating to incident reporting and investigation shall be maintained in accordance with the Document and Control Procedure. Where applicable, records shall be kept for the duration as required by legislation. The WHS Manager will record all incidents on a database to facilitate the analysis of trends and identification of problem areas. Records shall be maintained for five years. 13. Documentation WHS 2100 Incident Report and Investigation Form Witness Statement Form Authorised by: Title: Incident reporting band investigation procedure Page: 6
Issued by: WHS Eff Date: 1 Oct 13 Rev: B Page 7 of 7 14. References NSW Workplace Injury Management and Workers Compensation Act 1998 NSW Work Health and Safety Act 2011 NSW Work Health and Safety Regulation 2011 AS 1885.1 Workplace Injury and Disease Recording Standard AS 4804.2001 Occupational Health and Safety Management Systems Australian Master OHS and Environment Guide Authorised by: Title: Incident reporting band investigation procedure Page: 7