BPG 105 - Reporting Injuries and Incidents June 22, 2004 Page 3

BPG 105 - Reporting Injuries and Incidents – June 22, 2004 Page 3

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Number of Pages

/

Policy Number

4 / 105

Best Practice Guidelines

/

Originator:

Environmental Health, Safety & Insurance Services/Health Services/Security Services
Title: / Approved By:

Reporting Injuries and Incidents

/ President’s Council
Effective Date / Replaces
June 22, 2004 / New

Introduction

All incidents related to College activities that result, or could have resulted, in an injury (the term “injury” includes illness and disease) are to be reported to the Health Centre[1] as soon as possible after the incident. This includes incidents that may occur off campus (for example, when a student is engaged in job-training as part of their course). This reporting requirement applies to all College campuses and is the responsibility of the injured staff member, student or their immediate supervisor/instructor.

Health Services, Security Services, and Environmental Health, Safety and Insurance Services (EHSIS) work collaboratively within The Freedom of Information and Protection of Privacy Act (FIPPA) and The Personal Health Information Act (PHIA) requirements to ensure consistent reporting of injuries and incidents as required by law and best practice guidelines.

If an injury results from a criminal act, Security Services must be notified immediately. All information pertaining to this type of incident must be promptly shared with Security Services who coordinate criminal activity investigations.

When Security Services responds to an incident that has resulted in an injury, the responding officer must follow the procedures outlined below and report the details of the incident to the Health Centre as soon as possible the next business day.

Procedure

Each incident and injury is unique with emergency health care for those involved being the first priority, and securing the scene to prevent further injury being second. Once the Health Centre has been made aware of an injury, they inform the EHSIS office of the occurrence in the quickest way possible, or submit an electronic incident report giving access to EHSIS depending upon the seriousness as outlined in #2 below.

EHSIS contacts in descending order:

Claims Coordinator 632-2593 932-8404 Pager

Manager 632-2596 931-9331 Pager 793-4377 Cell

Safety Officer 632-2017 935-7211 Pager

Hygiene Coordinator 632-2395 931-2359 Pager 791-0684 Cell

The College Health Centre advises EHSIS whenever:

2.1 an injury is serious, as defined in Appendix A;

2.2 it becomes apparent that personal protective equipment, that may have reduced the severity or prevented the injury, was not being used at the time of the incident;

2.3 an injured victim has been transported for immediate emergency treatment or referred to a medical practitioner, dentist, hospital or walk-in clinic;

2.4 a slip or fall may have contributed to the injury;

2.5 a repetitive strain injury is reported. A subsequent report is to be filed when an ergonomic assessment has been performed.

2.6 any injury occurs to a student who is engaged in off-campus work experience;

2.7 Emergency Medical Services are activated if the injury resulted from a workplace accident; (i.e. all 9-1-1 calls must be reported);

2.8 any acts of violence result in an injury;

2.9 there are new significant shifts regarding hearing loss;

2.10 there is any injury that is related to hazardous material exposure;

2.11 a fatality results from a College-related incident.

If ever in doubt whether to report or not report an injury/incident to EHSIS, contact staff from EHSIS and they will decide if a report should be made.

Once EHSIS has been contacted, the following steps should be taken:

4.1 If the injury does not require immediate referral medical attention:

4.1.1 Ask the victim to remain in the Health Centre or Health office at Princess Street Campus, if possible, until an EHSIS representative attends to take a verbal report in the victim’s own words. If the victim is unable to remain for any reason, the Occupational Health Nurse (OHN) or security officer, in the case of Princess Street Campus, will provide available details on the incident and description of the resulting injury to EHSIS. The OHN or attendant will not, however, divulge previous medical history or any other information unrelated to the particular incident or injury.

4.1.2 If an EHSIS representative is unavailable to respond in a reasonable time frame, document the information related to the injury and advise the victim he/she may leave. Advise the individual that someone from EHSIS may contact him/her for information.

4.1.3 Document the victim’s name, address and home phone number, program and program completion date (if a student), employee/supervisor name, department (if a staff member), date and time of incident or injury.

4.1.4 Document all comments made by the victim.

4.2 If an injury is of a serious nature requiring immediate Emergency Medical Services or medical attention:

4.2.1 Send the victim for follow-up emergency care immediately without waiting for an EHSIS representative to arrive.

4.2.2 Document only essential information.

4.3 If a victim refuses to take any emergency care advice offered by the Health Centre or a Security Services representative, document that fact on a Health Record and/or injury report. In this case, it is also favourable to have a witness of the advice provided and the victim’s refusal. It is necessary to document names of witnesses.

Health Services, Security Services, and EHSIS staff each has a responsibility to maintain confidentiality. However, it should be noted that divulging pertinent incident-related information amongst each other for the purposes of investigating incidents, according to FIPPA guidelines, is not considered violating the rules relating to confidentiality. Divulging related information to anyone other than those involved in the investigation might be considered a violation.

It may be necessary to advise staff of the area where a serious injury (as defined in the attached Bulletin #119, MR 108/88, Section 8 - See Appendix A) occurred, not to disturb the incident scene until cleared by a staff member from EHSIS or Manitoba Labour and Immigration. Security Services will attend to cordon off the injury/accident site.

Note that all WCB and insurance claims are coordinated by EHSIS. This includes those that result from an injury or incident to a College visitor, staff member, or student. Claims are initiated through a report to the Health Centre, Security Services or a medical practitioner. If an incident or claim is reported directly to EHSIS, the victim will be directed to make a report to the Health Centre, or EHSIS will notify the Health Centre for consistent reporting and statistic collection.

BPG 105 - Reporting Injuries and Incidents – June 22, 2004 Page 3

BPG 105 - Reporting Injuries and Incidents – June 22, 2004 Page 3

MANITOBA LABOUR - WORK-SAFE BULLETIN NUMBER 119 - JUNE 1991

Reporting Serious Accidents

When a serious accident occurs at a workplace, the employer is required to notify Manitoba Labour. Under Manitoba Regulation 108/88R, Section 8, such notification must take place immediately after a serious accident using, “the fastest means of communication available.”
The question often asked of the Workplace Safety and Health Branch is how you define a “serious accident?”
The Branch considers an accident to be serious if it results in:
a) / death or serious injury (as defined below);
b) / collapse or structural failure of a building tower, crane, hoist, temporary construction support system or excavation; or
c) / explosion, fire or flooding.
Serious injuries are defined as:
·  / fracture of a major bone;
·  / amputation;
·  / loss of sight;
·  / internal haemorrhage;
·  / third degree burns;
·  / unconsciousness resulting from concussion, electrical contact, asphyxiation;
·  / poisoning;
·  / cuts requiring hospitalization or time off work;
·  / any injury resulting in paralysis; or
·  / any other injury likely to endanger life or cause permanent disability.
MR 108/88, Section 8, also stipulates that no equipment or materials involved in a serious accident may be moved, unless it is necessary to release an injured person or to avoid creating additional hazards.
A Safety and Health Officer is on duty 24 hours each day of the week to respond to calls.
To report a serious accident, telephone 945-3446.

[1] All reference to "Health Centre" means the Health Centre located at the Notre Dame Campus, Room HM08, phone 632-2238.