How to Add a Incident

27 Jan How to Add a Incident

The “Incidents” module can be used to store information about all your incidents, lost time injuries, product non-conformance, etc.

Adding an Incident

Click on “Incidents” on the main navigation.

You will then see a search system of all incidents already in the Hasmate program.

Click the green “Add” button on the right hand side.

Incident Details Section

This section is made up of the following fields:

• Incident No – this is automatically generated.
• Yellow Card No – if you are using our Yellow Card system, you can note down the reference number from the Yellow Card used for this incident.  For information on our Yellow Card system, please click here.
• Employee – this will show a dropdown of all employees – you can only choose one.  If more than one employee was involved and they were injured in any way, we recommend creating a second incident – so that you can include their specific injury details.  If another employee was involved but were not injured, don’t create another incident – just note in the incident description that they were involved too.
• Contractor – this will show a dropdown of all contractors – you can only choose one.
• Description – this is where you can describe the incident in detail.  Who was involved, what happened, how it was dealt with.
• Incident Type – this is a Master File, and this allows you to choose the most appropriate incident type (e.g. accident, equipment damage, illness, near miss, property damage, serious harm, vehicle damage, etc.). For more information on updating the Master File, click here.
• Reported By – who reported this incident.
• Associated Risk/Hazard – this will show a dropdown of all active and inactive hazards – you can choose the most appropriate hazard that relates to this incident, if appropriate.
• Business Levels 1/2/3 – this allows you to connect the incident to a part of your business.
• Location Type – this is a Master File, and should have wider location options – e.g. indoor or outdoor.  For more information on updating the Master File, click here.
• Location – this is a Master File, and should be more specific for location – e.g. factory, loading dock, carpark, etc. For more information on updating the Master File, click here.
• Corrective Action Status – this is a manual status change, to help you see what stage your incident management is at:
  • Pending – this is what all incidents are set at by default.
  • In Progress
  • Completed – note: this doesn’t make the incident inactive.
• Incident Date – what day did this incident occur?
• Incident Time – what time of the day did this incident occur? This can help you start to see any themes where incidents are occurring at a similar time of day.
• Date Reported – what day was this incident reported?
• Time Reported – what time of the day was this incident reported?
• Shift – this is a Master File, and is useful to identify particular shifts that have more incidents.  For more information on updating the Master File, click here.
• Start Time – what time of the day did the main person involved start work? This can help you start to see any themes where incidents are occurring at the beginning or end of a shift, or whether the person involved could be tired, etc.
• Employment Period – this is a Master File (not automated based on the employee), and is useful to identify whether employees that have worked there for a long time or short time are having more incidents.  This could help determine whether employee inductions need to be changed, or whether internal training needs to be revisited more often. For more information on updating the Master File, click here.
• Next Review Date – this will create an alert when this is coming up for expiry.
• Folder Path/File Path/Image Folder Path – ignore these fields – these are legacy fields from an older version of Hasmate, and will be removed in the near future.
• Incident Manager – who is responsible for managing the incident investigation, and making sure that corrective actions are taken, and that they are reducing risk of this incident happening again. For more information about corrective actions, click here.
• Actioned By – who undertook the corrective actions. For more information about corrective actions, click here.
• Management & Corrective Actions – what actions were undertaken to reduce/minimise the risk. For more information about corrective actions, click here.

When you click “Save“, other available sections will be visible.

Incident Other Costs

These are calculated by totaling up the other incident sections below.

Accident/Harm/Illness Section

This section is made up of the following fields:

• Agency (Cause) – this is a Master File, and should be what was involved or happened to produce a particular result.  For more information about incident definitions, click here. For more information on updating the Master File, click here.
• Mechanism (Effect) – this is a Master File, and should be what the process, system or thing that caused the incident to happen.  For more information about incident definitions, click here. For more information on updating the Master File, click here.
• Body Part – this is a Master File, and should be what body part/s were injured in the incident.  For more information on updating the Master File, click here.
• Injury Category – this is a Master File, and should be a description of the criticality of the incident. The incident category should be either LTI (lost time incident), notifiable incident, notifiable injury and illness, serious infection, death – or similar wording/categories. For more information about incident definitions, click here.  For more information on updating the Master File, click here.
• Injury Nature – this is a Master File, and should be a description of the type of injury. For more information about incident definitions, click here.  For more information on updating the Master File, click here.
• Injury Treatment – this is a Master File, and should be the treatment carried out at the time of the incident and/or provided from an external provider. For more information about incident definitions, click here. For more information on updating the Master File, click here.
• Consecutive Days Off Work – this is a numeric field.
• ACC Number – this is an alphanumeric field.
• Restricted Hours – this is an alphanumerical field, and can be used to note down details about shortened hours.
• Alternative Duties – this is a Yes/No dropdown.
• Full Duties – this is a Yes/No dropdown.
• Investigated – this is a Yes/No dropdown
• Next Review Date – this is a stand-alone review date for the injury side of the incident.
• Next Doctor Cert Reqd – this is a date picker, and will create an alert when this is coming up for expiry.
• Rehab Meeting Date – this is a date picker.
• Back to Full Work Date – this is a date picker.
• Witness Statement – this is a Yes/No dropdown.
• Injury Cost – this is a numerical field, and should cover any injury related costs not covered by ACC. E.g. restocking a first aid kit, etc.
• Hours Between Arrival and Injury – this is a numeric field.
• Comment – feel free to make any notes about the injury or treatment, etc.

Notifications Section

For more information about notifications, click here.

Property Damage Section

This section is made up of the following fields:

• Asset – this will show a dropdown of all active and inactive assets, and is compulsory.
• Repairs Completed – this is a date picker and a compulsory field.
• Invoice No. – this is an alphanumeric field and is compulsory.
• Repairer – this will show a dropdown of all active and inactive contractors.  This is a compulsory field.
• Total Repair Cost – this is a numeric field, and is compulsory.

Fill in information for each individual business asset that was damaged because of this incident.

Other Property Damage Section

This section is made up of the following fields:

• Other Property – if this incident damaged another company’s asset, or member of the public’s, etc, this is where you can detail this information.
• Other Property Total Cost – this is where you can detail the cost to the business to fix or replace the damaged asset.
• Insurance Details – you can note down any information related to your insurance or other’s insurance for future reference.
• Environmental Impact – if the incident affected the environment, e.g. chemicals going into a drain, etc, this is where this can be noted.  Please contact the local Regional Council as well, in this scenario.

Review History Section

For information on our “Add Review” functionality, click here.

Images

For information on how to add images, click here.

For information about what type of images you might upload for incidents, click here.

Attachments

For information on how to add attachments, click here.

For information about what type of attachments you might upload for incidents, click here.

If you have further questions or require training on using the Hasmate program, please contact Hasmate.