Road Traffic Collision (RTC) Reporting Procedure

Transcription

1 Road Traffic Collision (RTC) Reporting Procedure Road Traffic Collision (RTC) Reporting Procedure Page: Page 1 of 17

2 Recommended by Approved by Head of Fleet Engineering Services Executive Management Team Approval date Version number 2.0 Review date April 2016 Responsible Director Responsible Manager (Sponsor) For use by Director of Operations Head of Fleet Engineering services All Staff This Procedure is available in alternative formats on request. Please contact the Fleet Department on Road Traffic Collision (RTC) Reporting Procedure Page: Page 2 of 17

3 Change Record Form Version Date of change Date of release Changed by Reason for change Dec 2010 S McIver Document creation June June 2010 A Pritchard Updated to corporate format June June 2011 A Pritchard Updated to remove EMT Report July 2011 S.McIver Redefine support centre and managers titles July 2011 K Bamford Amendments Dec 2011 M. Sweetmore Procedure Review and Update Jan 2014 A Jennings Procedure Review and Update Mar 2014 A Jennings April April April 2014 M. Sweetmore Updated with H&S Management Group recommendations Final Review for EMT submission Approved for issue by Executive Management Team 16/04/14 Road Traffic Collision (RTC) Reporting Procedure Page: Page 3 of 17

4 Contents 1 Introduction 4 2 Background Driver Action Fleet Insurance, Fleet Office Managers Investigation.. 6 Appendix 1 Flow Chart... 8 Annex 2 Scene of Accident Information Form BUMP Card. 10 Appendix 3 Equality Impact Assessment. 11 Road Traffic Collision (RTC) Reporting Procedure Page: Page 4 of 17

5 1 Background 1.1 This procedure is intended for use whenever a Trust vehicle driven by a Trust employee is involved in a Road Traffic Collision (RTC). A collision is any damage caused to a vehicle by colliding into an object or another vehicle. 1.2 The procedure covers operational vehicles only, leased vehicles are dealt with under the lease car policy. 1.3 The procedure should be used in conjunction with other Trust Policies and Procedures covering specific elements, e.g. sickness disciplinary etc. 1.4 UNDER THE MINISTRY OF JUSTICE REFORM (APRIL 2010) THE TRUST IS REQUIRED TO REPORT ALL ACCIDENTS INVOLVING A THIRD PARTY IMMEDIATELY BECAUSE INSURERS ONLY HAVE 15 DAYS TO REPORT AND OR DISPUTE SUCH CLAIMS. 2 Driver Action 2.1 All RTC s must be reported to the North West Ambulance Support Centre (NWSSC) in Carlisle immediately by whatever means are available, i.e. mobile phone or landline, Tel: , (see flow chart at Appendix 1). 2.2 Details that should be passed to the NWSSC include the exact location of the incident, personal injuries to Trust staff and/or third parties, and if any other vehicles are involved. 2.3 NWSSC should contact the relevant Manager for the directorate in which the individual works to inform them that a member of their staff has been involved in an RTC. 2.4 NWSSC to fleet Insurance department to notify of the RTC. 2.5 Out of hours the (NWSSC) should send an to the relevant Manager of the driver s directorate with the above information. The Manager on duty, (in the sector that the accident has happened), should also be informed to make contact with the individual to ensure the RTC reports are completed and ascertain if there are any welfare requirements in relation to the staff involved. 2.6 Line Reporting If a member of staff is injured out of hours then the Bronze on call should also be contacted (regardless of directorate). 2.7 The driver of the Trust vehicle must comply with the requirements of Road Traffic Law with regards to involvement in a RTC (Section 170). 2.8 Following the incident, any Trust staff involved should attempt to obtain details of any witnesses to the incident. These details should be recorded on the Scene of Accident Information Form (BUMP card) which is held on all vehicles (Appendix 2). Road Traffic Collision (RTC) Reporting Procedure Page: Page 5 of 17

6 2.9 The driver of the vehicle must exchange details with the third party (where applicable) and record the third party details on the Scene of Accident Information Form (BUMP card) which is situation within the cab area of the vehicle. (Appendix 2) Under no circumstances should Trust staff admit liability If the Police attend the scene of the incident then the attending officers name, number and station (Scene of Accident Information Form - BUMP card) 2.11 The driver is then to ascertain if the Trust vehicle is driveable or if recovery is required. The driver is to update (NWSSC) at the earliest opportunity Where the RTC involves injury to any party, an IRF must also be completed and reported though the usual channels The Trust driver must complete a Datix RTC from when back at a base.. This will ensure all the details of the incident are recorded whilst still fresh in the mind If the incident involves a third party vehicle or property, then any damage to these must also be noted on the Datix RTC form It is the responsibility of the Trust staff to inform their own insurance company of the fact they have been involved in a Motor Vehicle Collision whether blameworthy or not. Failure to do so may result in their own insurance being void NOTE If injuries have occurred to any Trust staff as a result of them being involved in a RTC then a Manager must attend the scene. If necessary the attending Manager will complete the DATIX RTC 1 form on behalf of the driver if they are unable to do so. 3 Fleet Insurance Fleet Support Office 3.1 On receipt of a Datix RTC 1 form the Fleet Insurance will check to ensure that it has been completed correctly. 3.2 If the form has been correctly completed then the following applies: CCTV footage and accident investigation report will be requested from VUE if applicable. Footage will be forwarded to NWAS insurance provider and the investigation report forwarded to the investigating manager. Road Traffic Collision (RTC) Reporting Procedure Page: Page 6 of 17

7 If there is a personal injury to any member of Trust staff then a link will be attached through RTC 1 Datix form, once completed this will be forwarded to the local Healthcare Governance department electronically. 4 Managers Investigation (DATIX RTC 2) 4.1 As soon after the incident as possible the Investigating Manager will be automatically contacted through the Datix SYSTEM. 4.2 The Investigating Manager should also check the following: a) Individuals personal file for number of RTC occurrences and time span between each one b) If there are copies of the individuals driving licence on file 4.3 The Manager must meet with the individuals to ascertain the facts as stated by them on original accident form ( DATIX RTC1) and the accident investigation report supplied by VUE (if applicable ) This can be individually or in the case of a crew, both together. The driver of the Trust vehicle at the time should be requested to bring their driving license with them. 4.4 The driving license should be checked with any that are held on file. A copy of the license presented should be placed on file. 4.5 Following the investigation the Manager will make a recommendation on the need for further action or otherwise. 4.6 If counselling is recommended then the Line Manager will counsel the individual(s) at completion of the investigation. This verbal counselling will be reinforced with a letter detailing where policy and procedures have not been followed. 4.7 If the recommendation is for re-assessment or further training then the referral for this will be made by the Investigating Manager to the Head of Driver Training in the Education and Training Department within 10 days of the investigation being completed. 4.8 If a recommendation is made for referral to disciplinary then a copy of the RTC1, RTC2 and independent accident report supplied by VUE, the form should be passed to an appropriate Manager for further investigation. Road Traffic Collision (RTC) Reporting Procedure Page: Page 7 of 17

8 Appendix 1 Flow Chart for the reporting and completion of RTC forms Road Traffic Collision (RTC) Reporting Procedure Page: Page 8 of 17

9 Road Traffic incident occurs NWAS Support Centre - Carlisle informed immediately. Local ECC Injury Sustained? Yes NWAS Support Centre to inform relevant Manager and Fleet insurance Team No Crew to exchange details with any relevant third parties by using Scene of Accident form (Bump Card) issued on the vehicle. Duty Manager (or Bronze on call out of hours) should be contacted to attend DATIX RTC1 to be completed as soon as possible DATIX RTC1 forms to be completed by Crew as soon as possible. Managers meet with individuals to ascertain facts and complete Managers investigation DATIX RTC2 Form Insurance team to send RTC paperwork to QBE as soon as possible. Road Traffic Collision (RTC) Reporting Procedure Page: Page 9 of 17

10 Appendix 2 Scene of Accident Information Form (BUMP Card)

11 Road Traffic Collision (RTC) Reporting Procedure Page: Page 11 of 17

12 Appendix 3 - Equality Impact Assessment Report Name of Procedure, Service or Function Road Traffic Collision Procedures Equality Impact Assessment carried out by Mick Sweetmore - Head of Fleet Engineering Services Date of Equality Impact Assessment 07/04/14 Step 1: Description and Aims of Procedure, Service or Function Overall aims The purpose of this document is to standardise procedures across the Trust. Key elements of procedure, service, process The procedure is written for the drivers and managers utilising operational Trust vehicles to be systematic in their approach in the handling of road traffic collisions. Who does the procedure, service or function affect? All operational staff (Support and Road Staff) and their managers. Fleet Support How do you intend to implement the procedure or service change (if applicable)? The procedure is available by intranet for all internal staff and disseminated to all Fleet and Operations managers for implementation within their given area. The procedure will be reviewed and amended to take into account any future service developments. Step 2: Data Gathering Summary of data available and considered All data and informatics has been gathered by fleet management systems which have been subjected to external audits.

13 Also the procedure has taken into account all vehicle road traffic collisions related legislation and regulation. Outcomes of data analysis Equality Group Gender Race/Ethnicity Disability Sexual Orientation Religion or belief Age General (Human Rights) Evidence of Impact No impact, affects all genders equally No impact, affects all races/ethnicity equally No impact, affects all disabilities equally No impact, affects all sexual orientation groups equally No impact, as the procedure affects all religions and beliefs equally No impact, affects all ages equally No impact on areas covered by the Human Rights Act Step 3: Consultation Summary of consultation methods The procedure has been reviewed by Insurance Task Group with membership comprising:- Assistant Director of Estates and Fleet (Chair). Head of Fleet Engineering Services. (Deputy Chair). Fleet Engineer (Fleet Support Services). Representative of PES Senior Management Team. Representative of PTS Senior Management Team. Representative of Performance and Patient Experience. Supplies Manager. Finance Representative. Fleet Administration Manager. Driver Training Representative. Staff side Representatives (Operations). Road Traffic Collision (RTC) Reporting Procedure Page: Page 13 of 17

14 The procedure has been presented and reviewed by the Health and Safety Management Group (HSMG) on the 19 th February Outcomes of consultation Equality Group Gender Race/Ethnicity Disability Sexual Orientation Religion or belief Age General (Human Rights) Evidence of Impact None None The procedure is a written document and there may be an impact on those with visual impairments or those with conditions such as None None None None Road Traffic Collision (RTC) Reporting Procedure Page: Page 14 of 17

15 Step 4 & 5: Impact Grid Relevant Equality Area Gender Race/Ethnicity Areas of impact identified No impact, affects all genders equally No impact, affects all races/ethnicity equally Is the impact positive or negative? Key issues for action Will form basis of action plan] Disability No impact, affects all disabilities equally Sexual Orientation Religion or belief Age No impact, affects all sexual orientation groups equally No impact, as the procedure affects all religions and No impact, affects all ages equally General (Human No impact on areas covered by the Human Rights Act Page 15 of 17

16 Step 6: Action Plan Name of Procedure or Service: Procedure for ensuring compliance with legislation and regulation Issue identified and equalities group or communities affected Difficulties in reading the procedure by visually impaired users Action to be taken By When Who By Expected outcome Progress Produce a large print version in accordance with the principles of RNIB clear print guidelines. Once procedure is approved. Fleet Engineer (Support) Large print version produced. Awaiting final approval\of procedure. Summary of decisions and recommendations 1. To be actioned as above. Page 16 of 17

17 Step 7: Monitoring arrangements The procedure will be reviewed and amended to take into account any future service developments. Step 8: Date of next Equality Impact Assessment On acceptance of the procedure and any subsequent changes following procedure review.