Workplace accidents can happen in any organisation, regardless of industry or size. When an accident occurs, organisations must act quickly and appropriately to protect those involved, meet their legal obligations and reduce the risk of similar incidents happening in the future. Having a clear workplace accident procedure in place helps organisations respond effectively and consistently following an incident.
However, organisations can sometimes make mistakes that increase risk and leave important issues unaddressed. Some of the most common mistakes made following a workplace accident include:
- Delaying accident reporting or record keeping
- Assuming an incident is not reportable under RIDDOR without checking the requirements
- Focusing on individual blame rather than identifying root causes
- Failing to investigate near misses and minor incidents
- Failing to implement corrective actions following an investigation
- Not reviewing risk assessments, or similar associated documentation, after an incident
In this article, we outline key steps organisations should take following a workplace accident. These actions can help organisations respond effectively while identifying opportunities to improve health and safety and prevent further accidents as part of an effective workplace accident procedure.
1. Ensure Immediate Safety
The safety and wellbeing of those involved should always take priority. Employers should take immediate action to make the area safe and prevent further harm. This may involve stopping work activities, isolating equipment or restricting access to the area until any immediate risks have been controlled.
Where appropriate, the scene should be preserved to support any subsequent investigation, provided this does not prevent emergency assistance from being given or create additional risks.
2. Provide Medical Assistance
The employer, first aider or other responsible person should assess whether first aid or emergency medical treatment is required and ensure appropriate assistance is provided as quickly as possible.
Depending on the type and severity of the accident, this may involve administering immediate first aid, arranging transport to a suitable medical facility or calling the emergency services. Prompt action and decision following any accident can help minimise the severity of injuries and support a faster recovery for those injured.
It is important for employers to remember that they have a legal duty to ensure there are adequate first aid arrangements in place. The level of first aid provision required will depend on the nature of the work activities, the hazards present and the size of the workforce. Having appropriately trained first aiders and suitable first aid equipment available can help ensure employees receive prompt assistance when an accident occurs.
3. Recording A Workplace Accident
Accurate record-keeping is essential following any workplace accident. Employers should ensure that all relevant details are recorded as soon as possible in the company accident book or incident reporting system (whichever is relevant for the organisation), while the information is still fresh and accurate. This should include:
- Date, time and location of the accident
- Details of those involved
- A description of what happened
- Details of any injuries
- Witness statements
- Photographs or evidence from the scene where appropriate
Maintaining clear records helps demonstrate health and safety obligations and supports any future investigation.
4. Conducting a Workplace Accident Investigation
Once the immediate situation has been managed, employers should arrange for a thorough workplace accident investigation to be completed to identify the root cause of the incident. This may involve speaking to those involved, gathering witness statements, reviewing relevant risk assessments, examining any equipment involved and considering whether factors such as training, supervision or workplace conditions contributed to the incident.
It is important to remember that the aim of an investigation is not to assign blame, but to identify any underlying issues and determine what reasonable steps can be taken to prevent a similar accident from happening again. A robust workplace accident investigation can help uncover underlying risks and identify corrective actions to prevent reoccurrence. All findings should be documented and recommendations implemented as soon as reasonably practicable to reduce the likelihood of a similar accident occurring.
While this article focuses on workplace accidents, employers should also investigate significant near misses, sometimes referred to as ‘close calls’, as well as incidents that result in property or equipment damage. These events can provide valuable learning opportunities and help identify hazards before they result in a more serious accident.
5. Understanding RIDDOR Reporting Requirements
Following an accident, employers should determine whether the incident needs to be reported to the Health and Safety Executive (HSE) under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR). Understanding current RIDDOR reporting requirements is an important part of ensuring compliance following a workplace incident.
RIDDOR is a legal requirement that applies to certain work-related accidents and incidents, including:
- Work related fatalities
- Specified work-related injuries
- Work related injury where an employee or self-employed person is unable to perform their normal work duties for more than seven consecutive days
- Injuries to non-workers that result in them being taken directly from the scene to hospital for treatment
- Certain occupational diseases linked to work activities
- Specified dangerous occurrences, such as equipment failures, structural collapses and other serious near-miss incidents
The full list of specified injuries, dangerous occurrences and reportable diseases can be found on the HSE website, along with the relevant reporting timescales. Employers should always refer to the latest HSE guidance when determining whether an incident is reportable, as requirements may be updated and not all workplace accidents need to be reported under RIDDOR. Reviewing the latest RIDDOR reporting requirements can help employers make the correct reporting decisions.
Where a RIDDOR report has been submitted, employers should also be prepared for potential contact from the relevant enforcing authority. This may include requests for additional information, documentation or, in some cases, a site visit.
Maintaining accurate records, documenting the findings of any investigation and demonstrating that appropriate corrective actions have been taken can help employers show that they are managing health and safety risks effectively.
6. Learning from the Incident
Following any workplace accident investigation, employers should review their existing health and safety arrangements and implement any necessary improvements. This may include updating risk assessments, revising safe systems of work, providing additional training, improving supervision or introducing new control measures.
Every workplace accident presents an opportunity to learn. Taking proactive steps to communicate findings and any resulting changes to employees can help raise awareness, strengthen your organisations health and safety culture and help prevent similar accidents in the future.
Need Expert Health and Safety Support?
We understand that dealing with a workplace accident can be challenging, particularly when it comes to conducting investigations, understanding RIDDOR reporting requirements and implementing effective following-up actions. Our experienced H&S specialists can provide practical guidance and support with workplace accident investigations, RIDDOR reporting, corrective action planning and wider health and safety management.
While this article covers some of the key steps employers should consider following a workplace accident, every situation is different and may require additional actions, such as notifying insurers or carrying out a more detailed investigation. Where necessary, employers should seek professional advice to ensure they are meeting all their obligations. If you need advice following a workplace accident, support with a workplace accident procedure, or assistance meeting RIDDOR reporting requirements, get in touch with EML’s health and safety experts.
