Environment, Health and Safety Creating an Incident/Accident Log “Recording Recurrences”

Pg 2 Introduction While the essential process of creating, reviewing and updating Incident/Accident (I/A) logs is unchanged from what was delivered in training, there are some changes to the degree of information that will be captured in an I/A log when creating a “recurrence”: Log entry type #125 (recurrence) or Log entry type #500 (recurrence of pre-Jan 2004). Why the change? –This change ensures all information required to complete both the SAIR form and the Provincial Worker’s Compensation Board is entered in SAP.

Pg 3 Key Changes All fields and tabs appearing in the “injury” log now also appear in the “recurrence” log and all tabs must be completed. The “Recurrence Information” tab appears in the recurrence log only and it is the unique difference between the content of an injury log and a recurrence log. Entering information in the Recurrence log is very similar to entering information in an injury log and, although there is still a need to update the original accident log, only the following three areas differ: 1) Investigation Tab 2) Absence Data Tab 3) Provincial Tab

Pg 4 Key Changes 1)Investigation Tab a)Enter the original WCB claim number, and b)Enter the original date of the accident and c)Enter the details of the investigation results.  This will allow the reference number, the date and the investigation notes, to later appear on the SAIR form. This will help the Board to link the recurrence to its original claim.  The original WCB claim number is found under the WCB Claim Data tab in the original injury I/A log.

Pg 5 Key Changes 2)Absence Data Tab Enter any “recurrence” absence data in the Absence Data Tab of a recurrence I/A log.  Complete the absence data tab as if this was an original injury.  The “from” date is the first full day of absence for the recurrence for most of Canada with the exception of the province of Quebec, where it is the date of the last day of work, either partial or full day. The “to” date is the employee’s last day on injury on duty.  Entering the absence data is important as this information must appear on the forms. 3)Provincial Tab Complete the Provincial Tab for most provinces with the exception of Newfoundland and Ontario.  The information captured in the Provincial Tab later populates the Provincial Workers’ Compensation Board printed form.

Pg 6 Helpful Hint – Open 2 Sessions Before creating a recurrence log, you must access the original log to:. view its content. enter the recurrence absence data. take note of the original log number Open a second session in SAP in order to save some time and steps. This will allow you to easily navigate between the original injury log and the new recurrence log you are creating at the point of a click.

Pg 7 Avoid Delays When you are not able to find the original accident log, create a recurrence log anyway as a first step in order to avoid delays in getting the claim created and submitted. You will then contact the Safety Officer to obtain the necessary information required to either find the original log or create one.

Pg 8 Recurrence Log New Look The Recurrence log now includes two additional tabs, “Accident Causation” and “Inc/Acc Info”. The Recurrence Tab is unique to I/A Log entry types 125 and 500. All tabs require input.

Pg 9 Investigation Tab–2 new items to add Enter on first line the original WCB claim number and the original initial accident date. Then enter the accident investigation notes.

Pg 10 Accident Causation - New Tab Complete both unsafe condition and unsafe work activity fields Complete other fields when applicable.

Pg 11 Inc/Acc. Info - New Tab Enter information as it relates to the recurrence incident.

Pg 12 Safety Measures - Required Entries Capture the same safety measures as in original accident claim Enter the same dates as in original accident claim for both “planned start” and “planned end” dates. (Repeat for both Safety Measures)

Pg 13 Absence Data – New Tab Enter absence dates in FROM and TO that apply to the immediate recurrence only Note: Never use the recurrence area here to add additional recurrence absence dates later on. Additional absence data needs to be inserted within the original accident log

Pg 14 Province – New Tab Enter required data. All provinces are required to complete the provincial tab except for Ontario and Newfoundland.

Pg 15 Treatment Info Tab Indicate if the employee visited a doctor or a clinic for this recurrence by providing the details.

Pg 16 WCB Claim Data – New Tab Supervisors and Safety Professionals enter data in the WCB Claim Tab