ACCIDENT REPORT SYSTEM: GUIDE & SETUP

Published 13/07/2024

What is an accident report system and why is it important?
An accident report system is an electronic system/software used by employees to report accidents in real-time. Many organisations use an accident report system to help manage accident reports and related workflows with employee compensation bodies and state insurance departments to manage and receive employee accident reports.

There are many different types of accident reports ranging from an injury in the workplace through to vehicle accident report, accident observation or infectious disease accidental exposure just to name a few. Setting up different forms with specific fields for each form type enables you to have a more detailed accident registry and even generate different notifications and accident reporting workflows. An accident report system might form part of your overall Incident Reporting strategy.

View Accident Report Templates, Forms and Examples

Components of the accident report system

An accident report system is a crucial component of any organization's safety protocol. It serves as a formalized and structured process for documenting and analyzing workplace incidents, providing valuable insights into the root causes and contributing factors. By implementing an accident report system, businesses can proactively identify potential hazards, implement corrective actions, and ultimately prevent future accidents from occurring. Furthermore, having a comprehensive accident report system in place demonstrates a commitment to employee well-being and safety, fostering a culture of accountability and transparency within the workplace.

In addition to its role in preventing future accidents, an accident report system also plays a vital function in compliance with regulatory requirements. By accurately documenting workplace incidents and near-misses, organizations can demonstrate their adherence to occupational health and safety standards, mitigating potential legal liabilities and ensuring a positive reputation within their industry. Moreover, the insights gained from analyzing accident reports can inform continuous improvement initiatives, driving operational efficiency and reducing downtime associated with preventable accidents. In essence, the importance of an accident report system cannot be overstated - it is a fundamental tool for prioritizing safety, minimizing risks, and promoting a proactive approach to workplace well-being.

For an effective accident reporting process, it's important to make sure your accident report system incorporates common areas such as:

- Emergency Contact help
The system provides emergency contact information where they can reach the call centre. It has a toll-free number.

- Accident Status
The person filling the online form chooses either of these options; casual, supervisor, manager, visitor, volunteer, or shareholder.

- Accident Date
This text box has a calendar for choosing the date and a clock for selecting the exact time.

- Company
Geographical areas at all levels are listed in the different drop-down text boxes. After selecting the location, a text for entering more details pops. The user writes any other relevant information concerning the company.

- Accident Witnesses
The call center interviews the employee to give exact information on what has happened. The employee provides the following information; name, phone number, location, company name, and what they saw.

- Body area affected
This is a multiple-choice text box where the body part (s) affected are selected. It has all body parts listed.

- Accident Photos
The employee is requested to take and upload photos of the injured body part (s), what was involved in the accident, and objects that might have caused the accident.

- Accident cause
This drop-down text box contains the following options; fell from high ground, slipped-off, hit by moving machine, tripped, inhaled poisonous gas, burned by corrosive substance, burned by hot substance, etc.

- Accident details
The person filing the form explains what the victim was doing at the time of the accident, the state of the equipment that caused the accident, and the contact speed.

- Submit
This button allows the user to send the recorded data. After sending, the system automatically generates a message for notification that the report has been received.

- Analysis
The system analyzes the data given by area; body part injured, accident cause, company, pictures, date, witnesses, etc. The information is filtered to determine whether it was legally or illegally reported.

- Compensation
Though not incorporated in all systems, ARS can be extended to accommodate compensation schemes, insurance funds, and claims.

Importance of accident report systems

An accident report system is a critical system when implemented in a workplace. It reduces paperwork, thus improving efficiency and effectiveness, faster decision making, and automating processes. Since the events are recorded in real-time, it is possible to attend to multiple accidents simultaneously. The system allows universal access to the system, meaning anybody can report an accident. Interestingly, the system does not use accounts where users must sign up. The interface displays the layout of the system. The system captures accurate information and stores it permanently in a single database. One doesn't need to be literate to use the system because of simple menus, tick boxes, drop-down text boxes, and screen layout.

ARS can be customized to produce and monitor employees' absence for Reporting Of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR). Since the system generates accurate information, safety performance in the company is improved. Due to the lack of network in remote areas, there is an offline version of the system where users can record data, save and submit when they have access to a strong network.
Accident report systems can be deployed in various fields, including construction, transportation, steelworks, swimming, and financial fields. Accidents are real, and the implementation of ways to mitigate them is mandatory for all companies. ARS equally benefits the employer and employee. The user should never be biased when filling it because the information is widely used in critical situations such as calculating compensation and medical bills.