Log An Incident
The Incident Register has been designed for personal injury incidents and other types of incidents.
The explanation for each field indicates whether the field is Required or Optional.
Note For Administrators: Log An Incident is available only when the appropriate configuration has been completed. Refer to Incident Logging in the OpRiskControl System Administrators’ Guide for more information.
Risk Event
Required: Select the Risk Event from the drop-down list.
Division
Optional: Select the Division that owns the Incident from the drop-down list.
Department
Optional: Select the Department that owns the Incident from the drop-down list.
Function
Optional: Select the Function that owns the Incident from the drop-down list.
Project
Optional: Select the Project that owns the Incident from the drop-down list.
Asset
Required: Select the Asset from the drop-down list.
An Asset can be anything – such as an employee, a machine, intellectual property, a project or goodwill. This is the thing that is affected by the incident.
Location
Required: Select the Location of the responsible Department from the drop-down list.
This is not the location of the Incident, it is the location of the Department that owns the Incident.
Incident
Incident Title
Required: Enter the Incident title, keeping it short but unique.
This is a short description (up to 50 characters) of the specific Incident, and is used in reports.
Description Of Incident
Required: Enter the description of the Incident.
If the space is not enough to describe the Incident, or a separate Incident assessment has been documented, then link to that document using the Documents button.
Note: The Documents button is available after the Incident is first saved
Cause Of Incident
Optional: Enter what caused the Incident.
Location Of Incident
Optional: Enter where the Incident occurred.
If an Incident is specific to an Asset at a specific Location, use a specific address. If more general, use a city, council, region, state, country or global description.
Persons Involved
Optional: Enter the names of all the people involved in the Incident.
Witnesses
Optional: Enter the names of all the people who witnessed the Incident.
Date Recorded
Required: This field is completed automatically by the system and cannot be changed.
Recorded By
Required: This field is completed automatically by the system and cannot be changed.
Date Of Incident
Required: Enter the date the incident occurred. By default, the date the Incident was logged is used. This can be changed by selecting a date from the calendar.
Time Of Incident
Required: Enter the time the Incident occurred. The format is HH:MM. By default, 00:00 is used.
Incident Status
Required: Select either Open or Closed.
Reported To Police
Optional: Select the tick-box to indicate the Incident has been reported to the police. Leave the tick-box clear if the Incident was not reported to the police. When selected, extra fields are available. (See “Police Details”).
Event Notifications
Email addresses can be entered in the Event Notification fields. Alternatively, if the System Administrator has configured default email addresses (select the System tab, select the System Settings tab, then select the Options tab and enter the default address in the Incident Logging fields), these fields will be configured with the default addresses.
- Internal Email
- Insurance Email
- Safety Regulator Email
- Company Regulator Email
- Environment Email
- Other Email
After the Incident has been saved, an email icon is displayed next to each email field. Click the email icon to send a notification email to the selected recipient.
The Sent tick box indicates when an email has been sent.
Note For Administrators: An Email Notification field can be edited only for Incidents which have been raised for a Risk Event which is configured for Incident logging for the selected email field.
Incident Fields
Incident Fields 1-6 can be customised (using the Global Translator) and used as required.
Police Details
The following fields are available when Reported to Police is selected. (See “Reported To Police”).
Police Attended
Select to show that Police officers have attended as a result of the Incident being reported to the Police.
Police Jurisdiction
Enter the name of the police jurisdiction under which the Incident falls.
Date Reported
Enter the date the Incident was reported to the police.
Police Officer(s)
Enter the names of the police officers who attended.
Police Action Taken
Describe the action taken by the police.
Reported By
Select the name of the person who reported the incident from the drop-down list.
Case Number
Enter the case number given to you by the police.
Police Status
Select the police status.
Claim
Click the Edit button to make changes to any of the fields. Click Save to save your changes, or cancel to discard your changes.
Incident Title
The title assigned to the Incident.
Claim Made
Select the Claim Made tick-box if a Claim has been made. Leave the tick-box clear if no claim has been made.
Underwriter
Enter the name of the Underwriter of the Claim.
Broker
Enter the name of the Broker of the Claim.
Broker Email
The email address for this field is automatically retrieved from the Insurance Email field.
Note For Administrators: Select the System tab, select System Settings and then select Options.
The Insurance Email field is located in the Incident Logging section. This field cannot be edited.
Policy Type
Enter the type of Policy.
Policy Number
Enter the Policy Number.
Policy Excess (£)
Enter the Policy Excess.
Claim Date
Enter the date the claim was made. Select the date from the calendar.
Claim Number
Enter the claim number.
Claim Amount (£)
Enter a numeric value for the amount being claimed.
Amount Paid
Enter a numeric value for the amount that was paid.
Date Claim Paid
Enter the date the claim was paid. Select the date from the calendar.
Claim Status
Select the claim status from the drop-down list, either Open or Closed.
Claim Fields 1-3
If required, enter information in the extra claim fields provided.
Loss
Click the Edit button to make changes to any of the fields. Click Save to save your changes, or cancel to discard your changes.
Incident Title
The title assigned to the Incident.
Loss Investigator
Enter the name of the loss investigator.
Loss Description
Enter a description of the loss.
Date Of Loss
Select the date of the loss from the calendar.
Time Of Loss
Enter the time the loss occurred. The format is HH:MM.
Loss Value (£)
Enter a numeric value for the value of the loss.
Amount Recovered (£)
Enter a numeric value for the value of the loss which has been recovered.
Loss Status
Select the Loss Status from the drop-down list, either Open or Closed.
Loss Fields 1-3
If required, enter information in the extra loss fields provided.
Documents
Attach Documents
It is possible to attach any number of documents to any incident using the Documents tab. You can attach an existing document by clicking the Attach Document button.
Click the View link to open a document.
Click the Select link to edit the document details.
Document Name
Click the Browse button and navigate to the document and select it. Alternatively, enter the name (including file path) of any incident document if the document relates to this specific incident.
Created
Optional: Enter the date the document was created, or at least attached to the incident. The date defaults to the current date.
Author
Optional: Select the author of the document if the author is a person on the user list, or leave blank.
Revised
Optional: When the document details are changed, the system uses the current date by default but this can be edited, or set blank.
Version
Optional: Enter the document version number, or leave blank. This is a free format text field and is not validated in any way.
Revised By
Optional: Select the person who revised the document if the person is a person on the user list, or leave blank.
Security
Optional: Enter the document security code, or leave blank. This is a free format text field and is not validated in any way.
Status
Optional: Enter the document status code, or leave blank. This is a free format text field and is not validated in any way.
History
Click the Edit button to make changes to any of the fields. Click Save to save your changes, or cancel to discard your changes.
New Item
Click the New Item button to add new history records.
Select
When History records have already been added to the Incident, they are listed on the History page. Click Select to view the history record. The history record can then be edited by clicking the Edit button.
Del
When History records have already been added to the Incident, they are listed on the History page. Click Del to delete the history record.
Date
Select a date from the calendar for the history record. The date can be today’s date or a date in the past.
Type
The Type is always File Note.
Recorded By
The name of the person who logged the Incident is automatically put in the Recorded By field. This can be changed by selecting a different User from the drop-down list.
Follow Up
Select a date when any follow up work must be completed.
Comment
Add a description of the history record you want to log.