Accident and Incident Reporting (AIR)
In this section you will find the Accident / Incident Reporting & Investigation Processes in place within your Board.
National Services Scotland
In this section you will find the NSS Accident / Incident Reporting & Investigation Procedure and key HSE guidance to assist NSS to meet their legal obligations around accident reporting and investigation.
NSS has changed the way that you can report an accident, incident or near miss - its even easier now through the ServiceNow Portal - you can access, complete and submit a NSS AIR FORM via your phone, tablet or laptop.
What do I report?
- NSS requires us all to report all events that can be classed as accidents / incidents (near misses).
- An accident is an event that results in injury or ill health
- An incident (near miss) is an event not causing harm, but has the potential to cause injury or ill health
How do I report an event?
- To report a accident / incident or near miss complete and submit a NSS AIR FORM this can be accessed via the ServiceNow portal.
The Health & Safety Team have developed guidance to support you through submitting an NSS AIR FORM - please click on the relevant links below or the FAQ section:
Service Now - Accident and Incident System Videos
Please find below a selection of video's that the NSS Health and Safety Advisors have developed on how you use and access they system
- How to complete the AIR Form
- Responsible Managers Investigation
- Guidance for Accountable Managers
- How to complete a formal investigation
Information for Employees
- Employee Guidance on how to complete and submit the electronic AIR form within ServiceNow - How to Report an Accident / Incident (AIR)
- Employee Guidance - How to submit an AIR video
Information for Line Managers
Note:
The system identifies Line Managers as Responsible & Senior Managers as Accountable Managers
- NSS Accident & Incident Management - Responsible Managers Guidance
- NSS Accident & Incident Management - Accountable Managers Guidance
- Guidance on root cause analysis
- Guidance of Reporting if Injuries, Diseases and Dangerous Occurrences (HSE and RIDDOR)
- Guidance of Duty of Candor
Information for Accident Investigators
- NSS Accident & Incident Management - Accident Investigator Guidance
- Guidance on root cause analysis
- Guidance of Reporting if Injuries, Diseases and Dangerous Occurrences (HSE and RIDDOR)
Information for NSS First Aiders
Learning and Development
You will be able to find details on learning and development opportunities across NSS within the HR Connect Page - Learning and Development and Organisational Development
For specific learning that's highlighted below, please log into Learnpro via the Quick system link page
- Mandatory for All - NSS Health and Safety Induction
- Health & Safety - NSS Introduction to Health & Safety Audits
- Health & Safety - NSS Health and Wellbeing
- Mandatory for Role - NSS Risk Assessment
- Mandatory for Role - NSS Workplace Safety
- NES - Investigation Skills
Websites
Health and Safety Executive:
- Publication: Reporting accidents and incidents at work - Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013
- Publication: Occupational diseases
- Publication: Occupational ill health topics
- Publication: Work-related ill health and occupational disease in GB
If you require additional information you can contact the NSS Health & Safety Advisers through HR Connect Contact Us / Health, Safety & Wellbeing
NHS 24
An Accident and Incident report and investigation form must be completed for any of the following occurrences:
- An incident to any person on NHS 24 premises (this includes those not directly employed by NHS 24);
- Incidents to staff working in other premises;
- Dangerous occurrences;
- Industrial diseases;
- Road traffic incidents (on or off site) if driving on NHS 24 business;
- Near misses.
Below is a copy of the Accident and Incident Reporting form for use by employees and managers. You can find NHS 24's Accident, Near Miss and Hazard Policy here which provides more information.
NHS Golden Jubilee
Reporting injuries, diseases and dangerous occurrences in health and social care: guidance for employers
The Health and Safety Executive has produced an information sheet, that gives guidance on how the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR) apply to the health and social care sectors. It is aimed at employers and others in health and social care, who have a duty ro report under RIDDOR. This can be found in the document "RIDDOR - Guidance for Employers Golden Jubilee" in the "For Manager" tab below.
RIDDOR - A Brief Guide for Managers
Certain categories of work related accidents/incidents are required by law to be reported to the Health and Safety Executive timeously. This document lists reportable events under RIDDOR.
RIDDOR - COVID-19 Core Brief
During the current Covid-19 pandemic staff are encouraged to continue to report incidents and near misses via the Datix reporting system.
The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR) have not changed due to COVID-19. The Health and Safety Executive (HSE) have published guidance to employers regarding any reporting under RIDDOR related to COVID-19.
Public Health Scotland
On this front page you will find initial information you need to know when reporting any Accident or Near Miss that you or a colleague may have.
Public Health Scotland require everyone to record all accidents / incidents and near misses, this is to support and identify any actions that need to be implemented to ensure we all are able to work within a safe environment with processes.
What do I need to report?
Any Accident or Non Riddor which is an event that results in injury or ill health;
Any Incident (Near miss) which is an event not causing harm, but has the potential to cause injury or ill health;
Any Dangerous Occurrence which there is a number of specific, reportable adverse events, as defined in the RIDDOR Regulations
How do I report it?
All Public Health Scotland work related accidents and near misses should be reported through the Health and Safety Portal.
The NSS Health and Safety Advisor will then support and guide you through the process of the investigation and identification of any supporting actions that you may be required to implement.
If the incident is or becomes RIDDOR reportable under the regulations for reporting injuries, diseases and dangerous occurrences the Line Manager will need to report it as soon as possible through the HSE website with guidance from a NSS Health and Safety Advisor.
The Health & Safety Team have developed guidance to support you through submitting an AIR FORM - please click on the relevant links below or the FAQ section :
Information for Employees
- Employee Guidance on how to complete and submit the electronic AIR form within ServiceNow - How to Report an Accident / Incident (AIR)
Information for Line Managers
- Guidance on root cause analysis
- Guidance of Reporting if Injuries, Diseases and Dangerous Occurrences (HSE and RIDDOR)
- Guidance of Duty of Candor
Information for Accident Investigators
- Guidance on root cause analysis
- Guidance of Reporting if Injuries, Diseases and Dangerous Occurrences (HSE and RIDDOR)
Learning and Development
You will be able to find details on learning and development opportunities across NSS within the HR Connect Page - Learning and Development and Organisational Development
For specific learning that's highlighted below, please log into Learnpro via the Quick system link page
Note: these modules are generic modules and are only identified as NSS as they sit within the NSS site of Learnpro
- Health & Safety - NSS Introduction to Health & Safety Audits
- Health & Safety - NSS Health and Wellbeing
- Mandatory for Role - NSS Risk Assessment
- Mandatory for Role - NSS Workplace Safety
- NES - Investigation Skills
Websites and Videos
Health and Safety Executive:
- Publication: Reporting accidents and incidents at work - Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013
- Publication: Occupational diseases
- Publication: Occupational ill health topics
- Publication: Work-related ill health and occupational disease in GB
If you require additional information you can contact the NSS Health & Safety Advisers through HR Connect Contact Us / Health, Safety & Wellbeing
Scottish Ambulance Service
All staff within the organisation have a responsibility to report adverse and near miss incidents they witness, are involved in or are informed of on to the Services incident reporting system. Datix as soon as possible after the event, preferably within 48 hrs. Datix can be found using the link: http://datixweb/datix/live/index.php
- Acc/Incident System - What do I do if I have any problems with the AIR system?
If the problem is connected with how to use the system, there are guides on the Accident Incident Reporting HR Connect page.
- If you need more help then please raise an HR Enquiry through Contact Us.
- If the problem is system related e.g. can’t access an AIR, can’t enter any information as the box is greyed out, please make a request through the DaS helpdesk
- Acc/Incident System - Can an accident be closed with an open improvement plan?
Can an accident be closed with an open improvement plan
No - all improvement plans (actions) required to be completed and prior to an accident being passed to the accountable manager
- Acc/Incident System - What or Who is the Accountable Manager?
What or who is the accountable manager?
The accountable managers are those identified through your organisations risk profile.
Accountable Managers are required to formally review and confirm all accidents have been appropriately managed
- Acc/Incident System - Can I assign an improvement plan to others who are not part of my Directorate?
Can I assign an improvement plan to others who are not part of my Directorate?
No the improvement plans associated with the accident can only be assigned to those within your Directorate
- Acc/Incident System - What is an improvement plan?
What is an improvement plan?
An improvement plan is one or more actions that requires to be completed to prevent any potential recurrence of a similar incident / accident
- Acc/Incident System - Who are my local Accident Investigators?
Who are my local Accident Investigators?
All the accident investigators within your organisation are noted on your risk profile and have been populated into the system.
When you select set investor group you will be able to select an accident investigator from your organisation from the drop-down list
- Acc/Incident System - What is the difference between formal and manager investigation?
What is the difference between formal and manager investigation?
Many accidents and incidents require different approach for investigation.
- Most accidents/incidents require a low level investigation which can be completed by the responsible manager. This is a manager investigation.
- However if the accident involved significant injury, absence from work, or be considered a high potential near miss a formal investigation should be completed.
This would be completed by a trained accident investigator who would then record actions to prevent any potential recurrence of a similar accident
- Acc/Incident System - Who is my Responsible Manager?
Who is my Responsible manager?
Your responsible manager will be your line manager, with this information being updated directly from eEEs
- Acc/Incident System - A member of my team has had an accident. How do I access the information?
A member of my team has had an accident. How do I access the information?
On submission of the accident through the system you will get a notification advising you that a member of your team has been involved in an accident.
This notification will include a hyperlink which will take you directly to the record involved.
- Acc/Incident System - Where does my report go once submitted?
Where does my report go once submitted?
Once submitted your incident will be automatically notified to your line manager.
Your line manager will then determine the level of investigation required into the incident and assign/progress the incident accordingly
- Acc/Incident System - Where / How do I access the AIR Form
Where/ How do I access the electronic form?
The form can be accessed via this LINK.
You can add the link as a favourite locations within your web browser
- Acc/Incident System - What are the user profiles within the system?
What are the user profiles within the system?
All staff - access to record any accident incident
Responsible manager - responsible for initial stage of accident incident management and determines the level of investigation required
Accident investigator - Completes formal investigations into accident/incidents
First Aider - provides information on first aid treatment provided
Accountable manager - formally review all accidents/incidents to ensure that have been appropriately managed
Healthy working lives - Supporting the appropriate management of accidents and incidents
- Acc/Incident System - I have had an accident while working at home - should I report it?
I have had an accident while working from home due to COVD19. Should I report this?
If the accident or incident occurred in connection with your work and when you were at work for example, you tripped over a cable plugged into your laptop, you are suffering headaches when using your laptop, then you must complete an AIR
- Acc/Incident System - How do I know my report has been submitted?
How do I know my report has been submitted?
On submission you will get a notification that will include a unique identifier for your report. You can use this number to track your report through the investigation and review stages of the process
- Acc/Incident System - Can I add photographs?
Can I add photographs to my accident incident report?
We would encourage staff to include as much information as possible and this would include photographs.
Any picture or document can be attached using the paperclip icon on the bottom right hand side of the screen
- Acc/Incident System - Can I access it while I am not on the Network?
Can I access an AIR Form while I am not on the Network?
Yes, to improve accessibility and provide support prompt reporting we have made the form web facing as such you can access it via any smart device including personal devices.
If accessing from outwith the system you will have to log into your Microsoft365 account