Environmental & Risk Management / EH&S / Track / Track Incidents task

Entering Employee-Specific Response to an Incident

If the incident involves a company employee (you completed the Affected Employee in the Incident Details tab), you can record additional response details for this employee. For example, you may need to specify the follow-up medical appointments, work restrictions, additional PPE, or additional training that this employee requires as a result of this incident.

So that you can complete these details, if the incident involves a company employee, the Incident Response tab offers a second set of tabs so that you can tie your incident response to other components of your safety program. Use this set of tabs to access forms for noting medical monitoring and work restrictions that result from an incident, as well as changes to PPE and training for this employee. Items that you enter through these tabs will be tied to the incident because the system will automatically complete the item's Related Incident Code field with the value of the incident.

Note: If you associate follow-up work restrictions, medical monitoring, PPE, and training courses with a workplace incident, when you run the incident reports and drill down to specific incidents, the Incident Details window will also include these related items. See EH&S Operational Reports and EH&S Management Reports.

Note: In addition to using the procedures described below, you can associate work restrictions, medical monitoring, PPE, and training with a workplace incident by completing the Related Incident Code field in these tables.

Schedule the Involved Employee for Additional Training

Analysis of the incident may result in you implementing new training requirements for the employee involved in this incident. For example, analysis may show that an employee was not properly trained in handling a chemical and that this lack of training led to the workplace accident. As part of documenting your response to the incident, you can document the new training requirements for this employee.

From the main Incident Response tab, select the Employee Training tab. The system lists all training for this employee.
Choose Add New.
Enter the training program that the employee must take and a date from which the scheduling routine should determine the schedule.
Choose the Assign Employee to Training button. The system schedules the training, associates it with the incident, and lists it in the Employee Training panel.

Similarly, you may decide that you need to change the date of an upcoming training class as the employee needs to be immediately trained in this area. In this case:

From the main Incident Response tab, select the Employee Assigned Training panel.
From the list of the employee's scheduled training, choose the training program that you would like to change.
Edit the Date Training field with the new date that the employee should take this course. You should first make sure that this training course is running on this date.
Save your changes.

For detailed information on assigning employees to training, see Assign Employees to Training Programs and Reschedule Training Programs.

Schedule the Involved Employee for Additional PPE

Similar to a workplace incident indicating the need for more training, an accident may show that an employee needs new PPE or needs to replace existing PPE. For example, the incident shows that the employee should be wearing a hard hat for certain tasks and this is not currently part of the employee's PPE.

From the main Incident Response tab, select the Personal Protective Equipment tab. The system shows all scheduled PPE for this employee, including those not associated with this incident.
Choose Add New.
Complete PPE Type with the new PPE that the employee should have. Enter a date from which the scheduling routine should determine the schedule for delivering this PPE. Optionally complete the delivery location.
Choose the Assign PPE button. The system schedules the delivery of PPE, associates it with the incident, and lists it in the Employee Assigned PPE panel.

Similarly, perhaps the PPE was damaged in the accident and the employee immediately needs replacement.

From the main Incident Response tab, select the Personal Protective Equipment tab.
From the list of the employee's scheduled PPE delivery, choose the item whose delivery date you would like to change.
Edit the Delivery Date field with the date on which the PPE should be delivered.
Save your changes.

For more information on associating employees with PPE and PPE replacement schedules, see Tracking Employee PPE.

Schedule Medical Events for the Employee

As a general safety procedure, it is good practice to require any employee involved in a workplace incident to be immediately examined by medical personnel, even if an injury is not apparent. Perhaps the employee is suffering from a concussion or other condition that is not immediately evident. If an injury is apparent, you will want to immediately treat it and follow up until it is completely healed.

Typically, you will need a one-time medical exam to assess the situation and determine if there are any injuries. If injuries exist, you will need to monitor the medical condition until the employee is completely healed. Monitoring the injury through final healing is vital for OSHA requirements and worker compensation claims. Since you will want to tie both the initial exam and the follow-up exams to the incident, you will create a medical monitoring event for the initial exam and choose a Medical Monitoring Code that has a Monitoring Type of Incident-Related and no recurring schedule. Once you know the scope of the injury, you can schedule subsequent appointments on an event-by-event basis using the same Monitoring Code as the first exam. Another option is to create a second medical monitoring event that has a recurring schedule. In this case, you'd choose a Medical Monitoring Code whose Monitoring Type is "Incident-Related" and that has the appropriate recurring schedule. You can then generate the schedule for the subsequent follow-up exams. For information on establishing the Medical Monitoring Codes, see Background Data/Defining Medical Monitoring Requirements

From the main Incident Response tab, select the Medical Monitoring tab.
Choose Add New. The system lists all scheduled medical events for this employee, including those not associated with this incident.
The system completes Employee Name and Incident Code with values from the incident.
Complete Medical Monitoring Code with the type of medical monitoring event. The system will list only those Medical Monitoring Codes whose Monitoring Type value is "Incident-Related."
Enter a date from which the scheduling routine should determine the exam.
Choose the Assign Medical Monitoring button. The system schedules the exam, associates it with the incident, and lists it in the Employee Assigned Medical Monitoring panel.

For more information on associating employees with medical monitoring events, seeTrack Medical Monitoring task.

Enter Restricted Work for the Employee

The affected employee may have sustained injuries and is therefore is restricted from various types of work while recuperating. Or, you may need to close off an area from employees while an incident is investigated and need to set up work restrictions for all employees who typically work in this area.

From the main Incident Response tab, select the Work Restriction tab. The system shows all work restrictions for this employee, including those not associated with this incident.
Choose Add New.
The system completes Employee Name and Incident Code with values from the incident.
Enter other details about the work restriction, including time frame and the category of the restriction.
Save your data.
Once you save the restriction, you can optionally associate a supporting document with it by completing the Work Restriction Document field.

For more information on work restrictions and assigning them to employees, see Track Work Restrictions task.

When creating an incident-related work restriction, you may encounter situations that the restriction varies over time. For example, someone is out for a number of days due to an incident, then returns to work in a limited or restricted capacity. To track these phases of the restriction, create multiple restrictions for the incident and use the restriction's Restriction Classification field to specify if the employee is not working, if they are not performing their assigned job, or if other recordable case applies. This language is from the OSHA Form 300 report.

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