PIPRAMS

GREATER NOIDA

SUBJECT – NURSING MANAGEMENT

ASSIGNMENT ON-
INCIDENTAL REPORT

SUBMITTED TO- SUBMITTEED BY-

MRS HARPREET KAUR KAMINI

NURSING LECTURER MSC(N)2ND YR

PIPRAMS PIPRAMS

SUBMITTED ON –
14/JAN/2022

INCIDENTAL REPORT -
An incident report is a tool that documents any event that may or may not have caused injuries to
a person or damage to a company asset. It is used to capture injuries and accidents, near misses,
property and equipment damage, health and safety issues, security breaches and misconducts in
the worksite.
 PURPOSE OF INCIDENTAL REPORT-

The purpose of incident reporting is to record an incident, determine its possible cause, document
any actions taken, and make it known to stakeholders. An incident report can be used in
the investigation and analysis of an event. It includes the root cause and corrective actions to
eliminate the risks involved and prevent similar future occurrences. Incident reports can also be
used as safety documents that indicate potential risks and uncontrolled hazards found in the
worksite.
An incident report can be used by:

 an authority to create a report of an incident;

 a worker to report an incident he/ she has witnessed;
 any member of the organization to raise awareness about an incident that has occurred in the
worksite.
Incident reporting is the process of documenting all worksite injuries, near misses, and
accidents. An incident report should be completed at the time an incident occurs no matter how
minor an injury is. This article covers an in-depth explanation of the incident reporting procedure
and the types of events you should report

BENEFITS OF INCIDENTAL REPORT-

Incident reporting has already been an established idea that is initially intended to promote and
improve safety in the worksite. However, most of the workers still do not comply with this
protocol. The management and their workers should know why incident reporting can not only
improve an organization’s safety but also help the business to stand out from others and most
importantly, can help create a sound and healthy working environment and culture for workers.
#1 Immediate Reinforcement of Actions
In the event when an incident  happened at work, documenting and reporting the details to the
management can induce immediate and necessary measures to be taken. By doing this, worse
situations and occurrences can be prevented. This also heightens the seriousness and gravity of
any incident reminding all workers that these events should be reported whether big or small.
Furthermore, taking action immediately also helps leaders and managers to magnify their
responsibilities in ensuring a safer place for their workers.
 Hazards and Threats Communication and Awareness
Communicating threats, risks, and hazards to all concerned and affected workers in an
organization help raise awareness of possible dangers that may come. Doing so will help leaders
and supervisors to ensure preventive measures are in place in case things should go wrong. This
could be an essential tool for industries in which tasks are associated with the highest risks such
as the construction, manufacturing, mining industries, and even offices which are prone to
accidents because of the potential hazards that can be overlooked.

Possible threats could be:

 High-risk jobs
 Equipment and machine damages
 Bad employee behavior (alcoholism, violence, sexual aggravation, bullying, etc)
 Infectious diseases
 Absence of proper PPE and controls
 Non-compliance
Continuous Improvement of Processes-
An incident report provides a clear picture of what an organization should focus on resolving.  It
also gives valuable insights into what processes need to be changed, improved, or eliminated.
This also helps the management to implement new policies and regulations to be able to
determine the efficacy of these changes to safety and quality. This could also mean critical
assessments of whether the workers would need more skills training or better equipment
provision.

Incident report training

Incident report training is a series of practical lessons to help employees develop skills for proper
incident reporting. Adequate training can empower workers to report and respond to all incidents
immediately, aiding in their quick resolution and subsequent investigation. Typical incident
reporting training includes what is considered a reportable event, how to create a good incident
report, and what details need to be documented.
For example, this free accident and incident investigation course contains:
 Why accident and incidents should be investigated and the parties who need to know when they
happen
 Things that an investigator should consider or avoid for effective investigations
 What to do after witnessing or being involved in workplace incidents and the specific
information to remember
 Best practices for gathering statements from witnesses or related parties during an incident
investigation
 Accident causation, the different stages of evaluating incidents, and deeper investigation to
identify the root cause
 Meaningful recommendations and actions to prevent incidents from recurring
 A refresher lesson to gauge learners’ understanding of investigating accidents and incidents
Difference From a Police Report.

These two terms are often perceived as of the same kind. However, the main difference falls on
the one who completes it. Obviously, a police report is a detailed documentation of a crime
written by an officer or any representative of a police department who was present at the crime
scene. On the other hand, an incident report can be written by anyone, as mentioned above, who
wants to report any events that might or might not have caused harm to someone or something.
Police reports require an investigation to follow, while an incident report can be used as a
supporting document to an investigation or analysis of events.

An Incident-

Generally, an incident is defined as any event, condition, or situation which:

 Causes disruption or interference to an organization;

 Causes significant risks that could affect members within an organization;
 Impacts on the systems and operation of worksites; and/ or
 Attracts negative media attention or a negative profile for the worksite
When to Write-

The rule of thumb is that as soon as an incident occurs, an incident report should be completed.
Minor injuries should be reported and taken as equally important as major injuries are. These
injuries may get worse and lead to more serious injuries or health issues. Employers, managers,
and safety officials should be aware of the different situations and events that should be reported.

Here are 4 types of incidents you should report:

1. Sentinel events – these are unexpected occurrences that resulted in serious physical or
psychological injury or death (e.g. slips, trips and falls, natural disasters, vehicle accidents,
disease outbreak, etc.).
 Worker injury incident
 Environmental incident
 Property damage incident
 Vehicle incident
 Fire incident
1. Near misses – these are situations where the people involved had no injuries but could have been
potentially harmed by the risks detected.
2. Adverse events – related to medicine, vaccines, and medical devices. These events occur when
an act of commission or omission harmed a patient rather than from the existing disease or
condition.
3. No harm events – these are incidents that need to be communicated across an organization to
raise awareness of any harm that may happen.

How do Write an Incident Report-

An incident report should state all the essential information about the accident or near-miss. It
should contain the following key elements to ensure that all facts and necessary details are
complete and properly documented. Take a look at some incident report examples here.
An incident report should be:

1. Accurate
All data must be clear and specific. Most inaccuracies are due to typos and simple grammar and
spelling errors (e.g. incorrect details of names of people involved, date and time of the incident,
contact numbers, etc.). Provide more specific details of what you are referring to and avoid any
vague statements that may cause confusion. Lastly, always proofread your report before
submission to see errors that you might have overlooked.
2. Factual
An incident report should be objective and supported by facts. Avoid including emotional,
opinionated, and biased statements in the incident report. It should provide both sides of the story
and should not favor one side. However, if there’s a need to include statements from witnesses or
patients, make sure to quote them.
3. Complete
Ensure that all essential questions (what, where, when, why, and how) are covered in the incident
report. Record not only the people who were injured and what caused the accident to happen, but
also include details such as people who witnessed and reported the incident or those who will
conduct an investigation. Anticipate what other significant details will be needed for any future
study and investigation.
4. Graphic
Photos, diagrams, and illustrations should be included as supporting evidence. Take many photos
of the injury, damage, and surrounding environment. This supplements the facts stated and
provides more clarity to be easily understood by the recipient.
5. Valid
Upon completion, those who are involved in the incident (e.g. victim, witnesses, manager,
reporter, etc.) should sign off to testify and validate all the information that was mentioned in the
incident report. This confirms that the incident report is truthful and unquestionable.

What to Include-

Keeping your incident report factual would require you to know the different types of
information that you can gather during the incident reporting process. Here’s a list of facts that
would guide you during the documentation of an incident:
 General information – the most fundamental information needed in an incident report such as
specific location, time and date of the incident. This will also be a piece of valuable information
if further investigation is needed. 
 Setting or environment – pertains to physical and environmental conditions that may have
contributed to the incident. This could also entail the potential hazards found in the area of the
incident.
 Affected people – the names of the people involved, their title or position, and their department.
 Injuries and the severity – include the type of injury, its severity, and body parts that were
injured.
 Witnesses – pertains to statements of people present during the incident.
 Administered treatment – includes the initial treatment, aid, or any medications given to the
affected individuals. This information is essential to understand employee recovery and the like.
 Property and equipment damages – pertain to certain assets, materials, facilities, and
equipment that were damaged during the incident. 
 Events – the story of the incident and the details of why it turned out to be an incident.
 Actions of people involved during the incident – the motion of the involved people at the exact
time the incident occurred.
Format

The layout of information in an incident report form may vary depending on a number of factors.
As a general rule, you should write incident reports in the third person since its purpose is to be
objective; stating only facts and avoiding the inclusion of opinions and biases. Below is an
example incident reporting format you can use for your operations. It contains all the essential
information you would need to include in order to complete an effective incident report:
1. Introduction
The first part of the incident report form covers the who, what, when, and where of the incident:
– Include the names of all the people involved in the incident. If names are not available, you can
instead cite the person’s role in relation to the incident e.g. the customer, the guest.
– Summarize the incident itself in no more than three sentences e.g. a printer caught fire causing
minimal damage to a room
– Include the time and date of occurrence. An estimate works if the exact time could not be
noted 
– Note the location of the incident and be exact if possible e.g. the Mercato Conference Room,
19th floor Building A.
2. Body
This is where you lay out all of the incident’s details in a comprehensive manner. Talk about the
incident from start to finish, ensuring details are laid out in chronological order to avoid
confusion. Make sure to include the who, what, when, and where mentioned in the introduction
when they are mentioned.
3. Conclusion
Was the incident resolved? How? If the incident was not resolved, explain why, and provide the
steps that need to be taken in order to resolve it.
4. Sign off
Include the full name and signature of the incident report writer for accountability and record-
keeping.
 Incident Report Sample Walkthrough: A Step-by-Step Guide

Now that we have an idea of what information should be included in an incident report, here’s a
sample walkthrough through an incident report that we prepared to give you a clearer picture of
how you can create an effective incident report.

Scenario: In one of the warehouses of a manufacturing company in Blaxland, at around 10:30 AM, a
forklift was reported to have bumped into crates.

Step 1: Provide Fundamental Information

Following the outline of an incident report form, the first thing you would want to collect are the
fundamental information. You can do this by answering the following questions:

 What type of injury was caused, if any? Was it fatal or non-fatal?

 Was there any property damage?
 When and where did it take place?
 What task was being done at the time when the incident occurred?
 What was the environment like?
Step 2: Take Note of Any Damages and Injuries

The next thing you would want to do is to determine the results of the said incident. Did it cause
any damage or injure anyone? If so, you should describe it in detail and if appropriate, provide
photo evidence of the damage.

Continuing with the scenario, it was determined that the incident caused injury to one of the
employees. According to the company’s physician, the injury obtained might only be muscle
bruising. However, under the physician’s orders, the injured employee underwent other medical
tests to determine other possible injuries.
tep 3: Identify Affected Individual(s)

Provide the names of the people involved along with their job details such as title, shift
arrangement, and other relevant information. Using the same example, the individual who
obtained the injury, Samuel, is taken note of along with his job details in the inc Step 4:
Identify Witnesses and Take Their Statements

Record the names of people present during the incident and gather their statements. These will be
valuable in understanding the sequence of events that led to the incident and may even provide
you a better insight into whether or not the behavior of the affected employees was a factor that
contributed to the injury or damage. Witnesses’ statements can be noted verbatim or
paraphrased. Remember to have the witnesses sign off on their statements to verify the accuracy
of what has been recorded

ident report.

Step 5: Take Action

This refers to the actions that should be taken after the incident. It includes corrective actions that
will eliminate recurrence of the incident. The corrective actions section of your incident report
can also include the actions that you need to take in order to complete the report.

For example, in the scenario, in Bradley’s statement (the witness), it was discovered that the
incident may have occurred due to Samuel’s (the injured employee) failure to perform a pre-start
inspection of the forklift before operation. To verify this, you may assign members of your
organization to check security footage and maintenance records of the forklift used. With that,
the report would look something like this:

Step 6: Close Your Report

Upon completion of the previous sections, you may collect management’s comments on the
incident. For accountability measures, you, as the reporter, and someone from upper
management should sign off. This will validate that the information stated in the incident report
is truthful and unquestionable.
REFERENCES –

 Arabi, Y., Alamry, A., Al Owais, S.M., Al-Dorzi, H., Noushad, S., Taher, S.(2012).
Incident Reporting at a Tertiary Care Hospital in Saudi Arabia. Journal of Patient Safety.
8 (2), 81-7.
 Aiken, C., Kanoya, Y., & Sato, C. (2007). Factors contributing to medical errors and
incidents among hospital nurses: nurses‘
 health, quality of life, and workplace predict medical errors and incidents. Industrial
Health, 49, 381-388.