Report an incident and follow it up
Injuries, near misses and damage, the regulator check, and actions.
What this is for
When something goes wrong, look after anyone hurt first, then write it up. The form asks the questions that decide whether it may need notifying to your state's safety regulator and, if so, shows their number. The safety contact then looks into it and gives people actions so it doesn't happen again.
What is on this screen
Each part of the screen above, top to bottom, and what changing it affects.
Incidents list
- Report an incident
- Opens the report form.
- Open · To report · Actions open · Days lost this year
- Safety contacts and HR: open incidents, notifiable ones with no regulator reference yet, open actions, and days off work from injuries this year.
- Report to the regulator
- Each notifiable incident with no reference yet, with Open.
- Each incident
- Reported, Being looked into or Closed, the kind, Notifiable, and how many actions are open.
The report form
- What happened?
- Injury, Illness, Near miss, Damage or Dangerous incident.
- How serious was it?
- Yes or No questions: did anyone die, go to hospital, need treatment straight away, a fire, a fall from height, a forklift or EWP failing, and so on. Not sure? Answer yes and ring the regulator to ask.
- Ring the safety regulator now
- Appears on any Yes: from the answers, it may be notifiable, so ring them to check. Shows your state regulator's name and a tap-to-call number, and reminds you to call 000 if needed, leave the scene alone and write down the reference number.
- When · Where · What happened · Who was there
- The details, who was involved, anyone else and witnesses.
- The injury or illness · Photos · What would stop it happening again
- What it is, first aid given and days off work, photos, and your idea for next time.
One incident
- The regulator
- For notifiable incidents: the regulator, their reference, when they were told and why it's notifiable.
- So it doesn't happen again
- Actions, each with who's doing it and by when. They're told and tick it off under My safety actions.
- Look into it (safety contacts)
- What was found, days off work, the Notifiable switch with the regulator's reference, and Start looking into it, Close it or Reopen.
- Hazards it showed up
- Add a hazard from this puts it on the hazard list, linked back.
- History
- Everything that happened to the report, in order. Nothing on this page deletes an incident.
Before you start
- Your shop is on Workshop or Scale. Only safety contacts, HR people and whoever reported it can open a report.
Step by step
- 1
Look after anyone hurt and call 000 if needed. Then press Report an incident on HR & Safety.
- 2
Pick what happened and answer the How serious questions. If the red Ring the safety regulator now block appears, ring them, leave the scene alone and write down their reference.
- 3
Fill in when, where, what happened and who was there, add photos and send it. The safety contact is told at once.
- 4
Safety contact: press Start looking into it, write what was found, and add actions for the people who'll fix it.
- 5
If it was notifiable, add the regulator's reference and when they were told. Close it once what was found is written down.
Tips & gotchas
- Sign OS flags incidents that may need notifying and shows the regulator's number, but the questions are a guide, not a ruling, and it never reports anything for you. Your shop decides, and if you're unsure, ring your regulator and ask.
- Phone numbers can change. Check your regulator's number on their website, linked from the Safety settings tab.
- The regulator may ask for a written notice within 48 hours. Sign OS doesn't lodge that either.
- The regulator shown comes from the state in Settings → Team → HR & safety → Safety. Check it's right before you need it.
- Someone given an action sees only their action, not the report.