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Incident Reporting Procedure

[Company Name]

1. Purpose

The purpose of this procedure is to provide clear, step-by-step instructions for reporting all workplace incidents promptly and accurately. This ensures that management is notified, immediate action can be taken, and the formal investigation process is initiated.

2. Scope

This procedure applies to all employees and contractors of [Company Name] and covers the reporting of all incidents, including injuries, near misses, property damage, and environmental spills.

3. Reporting Procedure

  1. Step 1: Immediate Verbal Report. The person who discovers or is involved in an incident must immediately report it verbally to their direct supervisor or manager. If the supervisor is unavailable, report to the next level of management or the OHS department.
  2. Step 2: Provide Key Information. When making the verbal report, provide the following essential information:
    • Your name and location.
    • The exact location of the incident.
    • The nature of the incident (e.g., injury, fire, spill).
    • The number of people involved and the extent of any injuries.
    • Any ongoing hazards.
  3. Step 3: Formal Written Report. The supervisor of the area where the incident occurred is responsible for ensuring that a formal "Incident Report Form" is completed within 24 hours of the incident. The employee(s) involved should assist in completing the form.
  4. Step 4: Submission. The completed Incident Report Form must be submitted to the OHS Manager to be logged in the site's Incident Register. This action formally triggers the incident investigation process.
  5. Step 5: Section 24 Incidents. For serious incidents as defined in Section 24 of the OHS Act (e.g., fatalities, major loss of consciousness, fractures), the OHS Manager must report the incident to the Department of Labour immediately by the quickest means available and submit a W.Cl. 1 form within 7 days.
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