Injury, Illness and Incident Reporting Procedures

PURPOSE

The purpose of these procedures is to outline the requirements, methods and outcomes of reporting all occupational injuries, illnesses and incidents. It aims to ensure the safety of all HPZ employees, supervisors, owners, and visitors. All personnel are expected to comply with this procedure.​

​​DEFINITIONS                                                                                             

  • INJURY - FIRST AID
    Medical attention that is usually administered immediately after an injury occurs and at the location where it occurred.

  • INJURY - MEDICAL TREATMENT
    When a worker suffers a work-related injury requiring medical treatment or which results in being off work past the day of the accident, loss of wages or a permanent disability or impairment.

  • OCCUPATIONAL ILLNESS
    Any abnormal condition or disorder resulting from a non-instantaneous event or exposure in the work environment.

  • CRITICAL INJURY
    An injury of a serious nature that;

    • Places a life in jeopardy, Produces unconsciousness or results in a substantial loss of blood

    • Involves the fracture of a leg or arm, but not finger or toe

    • Involves the amputation of a leg, arm, hand or foot, but not a finger or a toe

    • Consists of burns to a major portion of the body

    • Causes the loss of sight in an eye

      ** It is important to note that the critical injury definition covers incidents that happen to a person, not strictly to an employee. If a person is critically injured in the workplace and the incident could have reasonably happened to an employee in the course of their work, then you must notify the MLITSD **
      ​

  • INCIDENT
    An unplanned event or occurrence in the workplace that does not result in injury or illness but has the potential to cause harm, damage, or disruption.

  • FATALITY
    An occurrence of death by accident

  • NEAR MISS
    A potential hazard or incident in which no property was damaged and no personal injury was sustained, but where, given a slight shift in time or position, damage or injury could have occurred.

  • PROPERTY DAMAGE
    Damage or destruction of any real or tangible property caused by negligence, wilful destruction or an act of nature. 

  • FIRE
    Combustion or burning of any kind.

  • MLITSD
    Ministry of Labour, Immigration, Training and Skills Development of Ontario

  • WSIB
    Workplace Safety and Insurance Board

  • OHSA
    ​Occupational Health and Safety Act

ROLES and RESPONSIBILITIES

A reference chart summarizing the Roles and Responsibilities is available at the end of this Procedure and is also posted on the Health & Safety bulletin board.

 

In Case of Personal Injury or Illness:

Employees will:

  • Obtain medical treatment (e.g. medical aid, first aid, 9-1-1), if required.

  • As soon as possible, report work-related injuries or incidents to the Supervisor or Manager on site so they and the Employer can fulfill their reporting obligations under OHSA.

  • Complete, where required as soon as possible:

  • HPZ Treatment Log and First Aid Kit Usage

  • HPZ Incident Report Form

  • HPZ Witness Form (if you are a witness to an injury or incident)

  • Complete and submit any WSIB forms required by WSIB, MLITSD or the Employer.

  • Take reasonable precautions to protect yourself as well as your co-workers from harm, including following all safety procedures and protocols, using PPE as required and reporting any hazardous conditions or practices to the supervisor or employer.

  • If you are a witness to a critical injury, immediately call 9-1-1 and provide first aid. Secure the area and notify your supervisor as soon as possible.

Supervisors and Managers will:

  • Ensure medical attention is sought for the injured or ill Employee, as appropriate.

  • In the case of critical injury or fatality;

    • Call 9-1-1

    • Take immediate actions to secure the scene to prevent secondary incidents.

    • IMMEDIATELY notify the Ministry of Labour (MLITSD) 1-877-202-0008

    • Notify the Chief of Operations or an owner.

    • Preserve all relevant evidence by keeping the integrity of the scene and not allowing anyone to alter or remove evidence, except for the purpose of saving life or relieving human suffering. Prevent unnecessary damage to existing equipment or other property. Make sure no one Interferes with, disturbs, destroys, alters or carries away any wreckage, article or thing at the scene of or connected with the occurrence until permission to do so has been given by a MLITSD inspector.

    • Note: A Ministry inspector has the authority to release the scene of a critical injury or fatality over the phone. This request should be made prior to the disturbance of any critical injury/fatality scene. When it is necessary, for the reasons outline above, to disturb the scene, details of the original scene must be recorded as soon as possible.

  • Complete and submit any WSIB forms required by WSIB, MLITSD or the Employer.

  • Supervisors and Managers will assist the Employee to complete their required WSIB documents and any other required documents as well as maintain and ensure access to all documents, forms, and logs.

  • Conduct a thorough investigation into the incident to determine the root cause. This must be documented, and the findings shared with the Chief of Operations and owners.

  • With the Chief of Operations, implement steps to prevent similar incidents from occurring in the future. This may involve new safety procedures or providing additional training to workers.

    • It is important to know that OSHA places a significant amount of responsibility on Supervisors and Managers to ensure the health and safety of workers in their charge. Failure to meet these responsibilities can result in fines and other penalties.

Employer will:

  • Ensure Supervisor or Manager has provided medical assistance, as needed.

  • If the Employee is unable to do so, ensure the Employee’s Emergency Contact(s) are notified,.  

  • Make certain all WSIB and MLITSD forms are correctly completed and submitted as required.

  • Make sure all Supervisors and Managers are competent as defined by OHSA.

  • Pay full wages and benefits to the Employee for the day or shift on which the injury occurred.

  • Cooperate in the Employee’s early and safe return to work.

  • Regularly monitor Employee and Supervisor compliance with the injury/illness and incident reporting procedures.

  • All incidents beyond first aid require review between the Employer, Supervisor and occasionally with the Employee(s) to determine the cause of the incident and to determine steps to avoid a re-occurrence.

IN CASE OF NEAR MISS, PROPERTY DAMAGE, FIRE

  • All Employees are to report any near miss, property damage or fire incidents to their Supervisor as soon as possible after the incident occurs.

    • HPZ Treatment Log and First Aid Kit Usage

    • HPZ Witness Form, when required

  • The Supervisor will notify the Chief of Operations or an Owner as soon as possible.

  • The Supervisor will document the incident and initiate an investigation.

  • If applicable, the Supervisor or the Employer will notify the Landlord (Dancor).

  • The Chief of Operations and the Production and R&D Manager will take appropriate corrective action to prevent similar incidents from occurring in the future, including but not limited to employee training, equipment repairs, procedural changes or facility improvements. These actions will be monitored and be adjusted if necessary.

FIRST AID CERTIFICATION

HPZ has certified First Aiders available during all scheduled shifts.

FORMS and LOCATIONS, also available in the Forms Centre

  • HPZ Treatment Log and First Aid Kit Usage – Clipboard at First Aid Stations

  • HPZ Injury, Illness & Incident Reporting Form – Forms folder on the Health and Safety board in the shop

  • HPZ Return to Work Plan – As prepared by the Chief of Operations

  • HPZ Witness Form – QR Code located on forms folder on the Health and Safety board in the shop

  • WSIB Workers Report of Injury/Disease (Form 6) – Online at www.wsib.ca

  • WSIB Employers Report of Injury/Disease (Form 7) – Online at www.wsib.ca by the Chief of Operations

  • WSIB Treatment Memorandum (Form 156C) or Functional Abilities Form – By attending physician

  • WSIB Workers Progress Report (Form 41) – Electronically, as directed by WSIB

  • WSIB Employers Progress Report (Form 42) – Electronically by Chief of Operations, as directed by WSIB

  • MLITSD Report of a workplace fatality, injury, illness or incident (ON00276) – Electronically

NOTE: any forms that are to be submitted electronically, if the employee does not have access to a computer, an on-site computer will be made available.

REFERENCES

  • OSHA Part VII – Notices (sections 51 to 53.1)

  • Workplace Safety and Insurance Board, www.wsib.ca

  • Ministry of Labour, Immigration, Training and Skills Development of Ontario, O. Reg. 420/21