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The original 1995 Regulations were made to provide a source of data on accidents and ensure that the Health and Safety Executive (HSE) were informed of serious accidents involving employees and certain other classes of persons. Employers, the self employed and persons in control of work premises have duties under these Regulations. The Regulations underwent major changes in 2013 but the essential requirements to record and report remained unchanged.
The main purpose of the Regulations is to generate reports to the HSE and to Local Authorities (LA).
The law requires employers, and persons in charge of work premises, to report and keep records of:
The requirement to report an"Over 3 Day Injury" was changed on the 6th August 2012 and only accidents that lead to "incapacitation" for over 7 days (not including the day of injury) need be reported businesses can no longer report incidents by post or fax and the facility to report incidents via email has also been removed. All injuries must now be reported online. Fatal and specified injuries can be reported to HSE's Incident Contact Centre (ICC) by telephone. The ICC (a joint venture between the HSE and Local Authorities) acts as a focal point for all RIDDOR telephone reporting throughout England, Wales and Scotland. By reporting to the ICC there is no need to contact the Local HSE Office or a Local Authority this will be handled by the ICC.
Who Makes the Reports?
The regulations require that the reports are made by the "Responsible Person". This is normally the employer of the person injured or the person in control of the premises where the incident occurred or if a reportable injury affects a self employed contractor or a member of the public is injured.
What Do I Report and How Should I Report Something under RIDDOR?
Death or Specified Injury - if a person is killed or suffers a specified injury whilst working on your premises or a member of the public is killed then you must notify the ICC by telephone immediately. They will take details of the accident to enable completion of the required F2508 form and subsequently forward you a copy for your record keeping purposes. There is also a requirement to report a death that was confirmed by post mortem as having been caused by an injury sustained at work, up to 12 months following the incident causing the injury.
Accidents which involve an employee (or self employed person) suffering an injury, which renders them unavailable to undertake their normal job of work for more than 7 days, are reportable. The day of the incident causing the injury is not considered when determining the end of the 7 day period but you should include time when the injured person would not normally be at work e.g. weekends.
Despite the changes to formally report "over 7 day" accidents instead "over 3 day" accidents, the HSE advises employers that all accidents should be recorded, especially those where the injured person is unable to do their normal job for more than 3 days.
Injuries to members of the public should be reported if the injury results from an accident arising in connection with work activities and results in a person(s) being taken from the premises to a hospital for treatment. This is done by completing the online form F2508.
Some diseases are also reportable when diagnosed by a medical practitioner and there is evidence that the disease has been caused by or made worse by a person's work. Reporting is done by completing the online form F2508A.
Dangerous occurrences are incidents that had the potential to cause fatal or specified injuries.
All Dangerous Occurrences must be reported immediately by telephone to the ICC. Again details will be taken sufficient to complete the F2508 form a copy of which will be forwarded on to you for record keeping purposes.
A full list of all Reportable Injuries, Dangerous Occurrences and Reportable Diseases can be found on the HSE Website (www.hse.gov.uk/riddor).
All incident can be reported directly to HSE using a suite of forms that are available on their website (see references). However, since September 2011 the ICC has only accepted telephone notification of Fatal and Specified Injury events.
Duties of the Self Employed
When working on someone else's premises and suffering any of the above then you must ensure that the person in control is aware as they will be responsible for reporting. If either yourself or a member of the public is injured whilst working on your own premises, or there is a dangerous occurrence, or you have been diagnosed as having a reportable disease, then you need to report these to the HSE. As a self-employed person you need not notify ICC immediately of a specified injury; this can be reported within ten days via their website.
You are required to keep a record of any reportable injury, disease or dangerous occurrence.
The record must include such details as the date and method of reporting, the date, time and place of the event, details of persons involved and a brief description of the nature of the event or disease. The record can be kept in whatever way you choose, i.e., copies of completed report forms or computerised records.
Examples of Specified Injuries, Dangerous Occurrences and Reportable Diseases
Definitions of specified injuries, injuries that have resulted in the worker being incapacitated for more than 7 days, dangerous occurrences and diseases (Note: This list is not exhaustive and reference to www.hse.gov.uk should be made when determining the incident is reportable under the Regulations)
Specified injuries: Including:-
Dangerous Occurrences: Include:-
Reportable diseases: Include:-
Reporting out of hours
The HSE and local authority enforcement officers can be contacted out of normal working hours where very serious accidents or incidents have occurred. Less serious occurrences should be reported the following day. When deciding whether to contact the HSE or Local Authority Duty Officers, consider the following:
If you feel that your incident fits these descriptions, or if you are not sure, then ring the HSE Duty Officer on 0151 922 9235.
Key Action Steps
Reporting Accidents and Incidents at Work INDG453
Reporting via the HSE: Report here
ICC contact details: Telephone: 0845 300 9923
This document contains general information and guidance and is not and should not be relied on as specific advice. The document may not cover every risk, exposure or hazard that may arise and Aviva recommend that you obtain specific advice relevant to the circumstances. AVIVA accepts no responsibility or liability towards any person who may rely upon this document.
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