ACCIDENT INVESTIGATION POLICY

Transcription

1 ACCIDENT INVESTIGATION POLICY Latest Revision July 2016 Next Revision July 2017 Compliance Associated Policies Management of Health & Safety at Work Reporting of Injury, Disease & Dangerous Occurrence Regulations Near Miss Policy RIDDOR Policy Reviewer: H&S MGR Contents 1. Introduction 1 2. Which Accident/Incident or Near Miss should be Investigated 2 3. Investigation Arrangements 2 4. Investigation Procedure 3 5. Witnesses 3 6. Action Plan 3 7. Informing Others 4 8. Inclusion in Local Health and Safety Forums 4 9. Monitoring Audit & Review 4 Appendix 1 Report & Investigation Flow Diagram 5 1. Introduction The management of Health & Safety at Work Regulations 1999, Regulation 5 requires employers to plan, organise, control, monitor & review their health & safety arrangements. Reporting & investigating form an essential part of this process. There are other very good reasons for effective and thorough investigation, which include: Moral obligation Report to Enforcement Authority Damage to plant and equipment Loss of Working Time and Financial Impact Insurance Obligations 1.1 Purpose The company requires accident, incident, near miss or identified hazards information in order to be pro active in improving health & safety rather then merely reactive, to help reduce the likelihood of injury to persons involved with our business, especially the services users & young people for whom we have an extra duty of care towards. Reasons for Investigating of Accidents/Incidents or Near Miss include; Determine the causes of the accident Ensure that any preventative measures taken are adequate to prevent a recurrence and to secure compliance with the law Determine whether any specific breaches of legislation have occurred Increase the knowledge and awareness of the employer/employee Determine whether lessons can be learnt Policy review, training requirements etc 1.2 Implementation Copyright Outcomes Fist Group, All rights reserved. 1

2 It is the Policy of Outcomes First Group to investigate all accidents which result in injury or significant loss or damage to property. Responsibility for the implementation of this policy lies with the relevant responsible person. 1.3 Scope The scope of this policy includes all members of staff, service users & visitors involved in or witness too an accident, incident or near miss, or who have observed a hazard that is associated with the business activities and / or premises. 2. Which Accidents/Incidents or Near Miss should be Investigated The Company procedure requires that all accidents/incidents or near miss be investigated (legislative requirement). However, the depth of investigation will be influenced by the following factors; the type of incident - fall from height, chemical handling, machinery - including vehicles the form and severity of the injury, or the potential for severe injury or damage whether the accident indicates the continuation of a particular trend in accident experience the extent or involvement of machinery, plant or dangerous substance possibility of breach of law whether accident is RIDDOR reportable whether there are likely to be claims against insurance policies. There are existing systems for the recording and investigation of all incidents that relate to our service user group. Where the items have been identified and actioned through a management system, compliance with the ethos of this policy will be met. 3. Investigation Arrangements All accidents and incidents need to be recorded but a decision needs to be made on the level of investigation that needs to be carried out. Clearly all serious cases need deeper investigations, but also looking at the likelihood of the event occurring again and the worst case potential consequence. Depending on the potential severity & complexity of the event, the investigation and action plan shall be completed by the appropriate level of personnel, a team can be made up of the following; Someone familiar with the work location A manager (Home Manager or Department Manager) A health and safety representative H & S Manager A person involved or who witnessed the accident or incident Other specialist professional Levels of Investigation Minimal investigations A Senior or Manager looks at the circumstances of the undesired event, identifies how to prevent future similar incidents and completes required action. Low level investigations A Senior or Manager does a short investigation into the circumstances and looks at the immediate underlying and root causes of the undesired event to try and prevent it from happening again. Medium level investigations A more detailed investigation involving the above together with the Health and Safety Manager and an employee representative. High level investigation The highest level of investigation, using a team based approach this includes Line Managers, Seniors, Health and Safety Manager, employee representatives but is led by the Health and Safety Manager together with the Centre Head or delegated person on his / her behalf. 4. Investigation Procedures Copyright Outcomes Fist Group, All rights reserved. 2

3 The quality of the investigation and the accuracy of the findings are dependent on the investigation commencing immediately after the accident. This is particularly true when it comes to interviewing witnesses and recording the conditions of the accident location. The purpose of investigation is to; Establish the immediate cause What were contributory causes What corrective actions are necessary The following procedure is recommended; Look at the overall picture first Use the camera to take photographs of the accident scene. Collect names & contact details of witnesses, to include all those who saw, heard, felt or smelt something related to the event. Interview witnesses separately to ensure that each tells their own story without influence from others - take full statements about what they have seen and heard, as soon as possible after the event. Clarify the facts where discrepancies occur. Establish the facts as quickly and completely as possible about; the general environment. the particular equipment, product or procedure involved. the sequence of events leading to the accident. Establish the immediate causes, such as; failures to follow procedures sub-standard / faulty equipment Establish underlying causes, such as; Personal factors, pressure of work Determine the most critical causes, such as; check the adequacy of the management system were the policy or procedures adequate, did staff comply with them? 5. Witnesses Interview them separately so that they can speak freely, without embarrassment and with no influence from others Ask open questions and do not lead witnesses Interview them at the scene of the accident if possible Make the interview as informal and unthreatening as possible you are establishing what happened, not allocating blame Ask questions to draw out information Feedback to witnesses what you understand they said, to check that your version is correct Include full name and address, telephone number and signature. Encourage witnesses to let you know if they subsequently remember anything else that may be relevant. 6. Action Plan When carrying out an investigation fill in the action plan form correctly and ensure that the relevant people are informed. Additional information other than requested on the form may be required depending upon the severity & complexity of the incident. Copyright Outcomes Fist Group, All rights reserved. 3

4 Recommend remedial action which can include; Safe working procedures written or reviewed Reduce the likelihood that the event will recur Reduce the consequences of the event recurring Take immediate remedial action, even if it is only a temporary one Take permanent action as soon as possible Planned completion date Details of actions to be completed in order to prevent an occurrence must be recorded, and should; Identify & consider alternative or improved measures of Risk Control (training, signage, guarding) Identify risk assessments to be reviewed Review findings and recommendations; The report writer s Manager, Company Quality Control Manager and the Group Health and Safety Manager should review the report. They should evaluate the quality of the report and give feedback on how it could be improved. 7. Informing others The report & action plan must be communicated to the relevant interested parties; Who will have a duty to complete actions they have been made responsible for Have a direct health & safety responsibility involved (Line Management) External agencies requiring a statutory report Health & Safety representatives & committees Please also refer to the Incident Notifications Policy & Procedures regarding internal notifications. 8. Inclusion in Monthly Local Health and Safety Forum s Accidents / Incidents & Near Miss events and reports are to be included in the monthly forum s to; Monitor that the completion of recommended remedial actions have been taken on time and to Check the ongoing effectiveness of these actions. Raise the awareness of events to all staff groups Whilst also ensuring the full local compliance with this Policy. 9. Monitoring Audit & Review The ongoing implementation of this Policy will be monitored through supervision, Local Health and Safety Forum s and also the company H&S Audit process. This policy will be reviewed as part of the regular cycle of reviews, unless changing circumstances require an earlier review. Copyright Outcomes Fist Group, All rights reserved. 4

5 Appendix 1 Accident Reporting & Investigation Flow Diagram START ACCIDENT, INCIDENT, NEAR MISS YES IS THIS REPORTABLE UNDER RIDDOR NO ENTER ACCIDENT, TO LOCAL ACCIDENT REPORTING SYSTEM ENTER ACCIDENT, TO LOCAL ACCIDENT REPORTING SYSTEM REPPORT TO RIDDOR & INTERNAL MANAGEMENT (SEE HS1.18 & CG3.4) YES IS THE ACCIDENT, DEEMED SERIOUS ENOUGH TO WARRANT AN INVESTIGATION INVESTIGATE ACCIDENT INVESTIGATE ACCIDENT NO MAKE RECOMMENDATIONS MAKE RECOMMENDATIONS INSPECT ACCIDENT AREA REVIEW OF REPORT & RECCOMENDATIONS BY SMT TAKE ACTION TO PREVENT REPEAT ACCIDENTS OCCURING REVIEW AT LOCAL H&S FORUM Copyright Outcomes Fist Group, All rights reserved. 5 CONTINUE TO REVIEW ACCIDENT/INCIDENT & NEAR MISS REPORTS