Environmental & Risk Management / EH&S / Incident Reporting / Report Incident task

Report Workplace Incident (Occasional User)

As a company employee or external personnel, you may need to report a health-related or safety-related incident, such as a fall, chemical spill, medical emergency, or car accident. Your system administrator has likely provided you access to the Report Incident task so that you can enter basic information about the incident. With this basic information entered, the system will route your incident report to a safety officer for further documentation, follow up, and other details.

As a witness or participant of an incident, you will want to report the incident as soon as possible after safety has been ensured. The sooner you enter the incident, the fresher the details will be in your memory, and the more accurate report you can make.

Incidents can involve more than one person. For each person involved in the incident, create a separate report.

As an optional step, you can indicate on the floor plan the exact location of the incident. This can be helpful in analysis of the incident and prevention of future occurrences.

Note: Once you use this task to initially report an incident, the system will route it to a safety manager for entering further details, following up on medical treatment, and analyzing the problem. When running this task and completing its forms, enter as much information as you know, and feel free to leave fields empty. When the safety manager is notified of this issue, they can complete its further details.

Note: If you have access to the ARCHIBUS Incident Reporting mobile app, you can report incidents using your smart phone and then sync the device to upload the data to the database.

To enter a health-related or safety-related incident:

On the Process Navigator, choose the Incident Reporting/Report Incident task.

In the resulting Incident Details form, complete these fields as best you are able. A safety manager will review your report and fill in any missing details.

Date/Time of Incident	Enter the date and time of the incident. The time is optional; you must enter the date.
Incident Type	Click on the ellipses button to access a list of classifications of incidents. Choose a value from this list. You must complete this field.
Injury Category Code	Click on the ellipses button to access a list of classifications of injuries. Choose a value from this list.
Affected Employee	If the person involved in the incident is a company employee, click on the ellipses button and choose the employee from the list. If the person is not an employee, complete Non-Employee Contact Code or Affected Non-Employee Name at the bottom of the form.
Incident Description	In this field, enter as many details about the incident as you know. Describe in detail the events that occurred leading up to the incident, the employee's injury, the conditions of the area, any witnesses, and so forth. If the event occurred outdoors, describe the current weather conditions.
Site/Property	Depending on operations at your company, buildings may be housed on properties or on sites. If you are not sure how your company classifies this, move to the Property field and choose the ellipses button. The resulting list contains both properties and sites.
Building/Floor/Room	If the incident occurred in a specific room, you can enter it here. If it occurred in a hallway or other non-room area, you can enter the floor. If you leave these fields empty and then indicate the location on a floor plan drawing, the system will update these fields with the location from the floor plan drawing. See the below discussion for information on using the floor plan drawing.
Non-Employee Contact Code	If the person involved in the incident is not a company employee, but is a contract worker, a visitor, an inspector, a tradesperson, or other non-employee, your system administrator may have entered them into the system. Use the ellipses button to access a list of people with whom your company does business. If the party in question is not in the list, you must completed the Affected Non-Employee Name field (below).
Affected Non-Employee Name	See the description of the above field. If you do not find a non-employee listed as a choice for the Non-Employee Contact Code field, you may type the person's name in this field. Thus, you will complete either Non-Employee Contact Code or Affected Non-Employee Name.
Contact Info for Non-Employee	If you completed Affected non-Employee Name, enter any information that you have for this party in this field. For example, you could enter the name of their company and its contact information, their role, why the party was at your site, and so forth. This field is only available to edit if you have completed Affected Non-Employee Name.

Once you have complete the above information, choose Save. Your incident is now reported.
Optional: If you wish, you can indicate on a floor plan drawing the exact location of the incident by choosing the Indicate on Drawing button. For information, see Indicating Incident Location on a Floor Plan Drawing. Once you finish updating the drawing, the system will inform you that your drawing has been added to the incident report and return you to the Incident Details form.
To exit from the Incident Details form, choose Cancel.