What Is Incident Reporting? Why It Matters and How to Do It Right

Did you know that companies with strong safety reporting systems experience 50% fewer accidents than those without one? 

Incident reporting—whether the incidents may be slips, near misses, or significant security breaches—is the first step in making sure those same accidents don’t happen again. 

But how should you report incidents and do you really need to report them?

Find out in the following.

What is Incident Reporting?

Incident reporting is the process of documenting workplace events such as injuries, property damage, security incidents, or near misses—events that could have caused harm but did not. 

It involves capturing all relevant details about an incident to understand its causes and implement measures to prevent future occurrences.

Typically, the incident reporting procedure starts with completing an incident report form, which may be done by the individuals involved or by a safety manager on their behalf. This is often followed by additional steps, such as investigations, corrective actions, hazard reports, and sign-offs, to analyze the root cause and mitigate future risks. 

The goal is to identify hazards and improve risk management or training processes to prevent similar incidents.

Incident reports are vital tools in workplace safety, as they document not only actual accidents and injuries but also potential risks. Prompt filing is essential, regardless of the incident’s severity or outcome, and any employee can report an incident they witness.

Documenting the Incidents

Incident reporting involves documenting various workplace events to ensure accuracy and prevent future occurrences. Regardless of the type of incident, certain key details should always be included:

1. Date and time of the incident
2. A description of what happened
3. Who was involved and any witnesses
4. Steps taken to address the incident
5. Photos, videos, or documents that provide additional context

Types of Incidents That Should Be Reported

Each type of incident has its own specific information that should be recorded, and with each type, we will show you real-life examples of how these accidents can happen:

1. Adverse Events

These are unplanned events that result in harm, injury, or death. For example, if a healthcare worker spreads infection due to improper sanitation, the report should include:

• Patient’s name and identifying information
• Healthcare worker’s details
• Date, time, and location
• Description of the event and type of harm
• Medical treatments administered

2. Near Misses

These are events that have the potential to cause harm but do not result in severe consequences. For example, if an employee trips but isn’t injured, the report should contain:

• Worker’s details
• Description of the incident
• Safety violations or hazardous conditions
• Corrective actions to prevent recurrence

3. Hazardous Conditions

These are situations that pose a risk to people, property, or the environment. For example, a chemical spill should be reported with:

• Date, time, and location
• Description of the hazardous conditions
• Witness information
• Photos and steps taken to contain the hazard
• Follow-up actions

4. Security Breaches

Security breaches involve unauthorized access to information or property. For instance, accessing restricted data without permission requires reporting:

• Date and time of the breach
• Details on how it was discovered
• Individuals involved
• Access credentials used
• Actions taken to contain the breach
• Preventive measures

5. Equipment Malfunctions

These incidents involve equipment failures that disrupt operations. For example, a machine malfunction should be reported with:

• User’s details
• Description of the equipment and issue
• Date, time, and location
• Steps to isolate and address the issue
• Follow-up actions

Incident Reporting Tips

When writing an incident report, you need to provide clear, accurate information. After obtaining an incident report form, follow these tips to create an effective report:

1. Follow Workplace Guidelines

Adhere to your company’s specific incident reporting protocols, paying attention to deadlines, the required forms, and who should be involved. While handwriting may be acceptable, typing your report ensures clarity and ease of reading.

2. Include Key Facts

Incident report forms usually have templates, but if none is provided, make sure to include these details:

• Time, date, and location of the incident
• Your name and relevant identification
• Names of other employees present Then, describe the event, including:
• What you observed
• Possible reasons for the incident
• Actions taken before, during, and after the event
• Personal experiences and contributing factors

Supporting evidence like photos can strengthen your report. If medical treatment was necessary, document it, and have witnesses sign the report.

3. Write and Submit Promptly

Write the report immediately after the incident while the details are still fresh in your memory. Submitting it promptly allows your employer to address the issue and implement corrective actions without delay.

Why Is Incident Reporting Important?

Incident reporting is important for maintaining a safe, compliant, and accessible workplace. Incident reporting benefits companies in several ways:

1. Learning from Mistakes

Incident reports help organizations analyze the root causes of accidents or near misses. By identifying trends, companies can make necessary adjustments to prevent similar incidents from occurring in the future.

2. Tracking Progress

Incident reporting allows companies to measure performance over time. By tracking improvements, organizations can proactively create safer environments for all employees, visitors, and contractors.

3. Identifying Trends

Regular incident reporting helps companies spot patterns and recurring issues, which may signal larger problems. Identifying these trends enables organizations to implement corrective actions before more serious incidents occur.

4. Improving Risk Management

Incident reports provide valuable data, helping businesses make informed decisions about risk management strategies. By understanding their performance, companies can take proactive steps to reduce risks and enhance workplace safety.

5. Taking Actionable Steps

Incident reports clarify what follow-up actions are necessary and when they should be taken, ensuring that appropriate measures are in place to prevent future incidents.

Incident reporting helps foster a culture of safety, transparency, and accountability in the workplace. It encourages employees to report not only accidents but also near misses and safety observations, which can lead to improvements in overall safety practices.

What Happens After an Incident is Reported?

Once an incident is reported, a thorough investigation is conducted to determine the root cause and gather evidence. This helps identify any contributing factors and who, if anyone, was at fault. 

Relevant stakeholders are informed, and support is provided to those involved. The investigation may lead to several outcomes, including:

• Potential fines or penalties
• Changes in procedures
• Enhanced safety protocols

A good incident reporting system is essential for an organization’s success. It ensures compliance with regulations, promotes a safe working environment, and minimizes disruptions caused by unexpected incidents.

What Happens If I Don’t Report Incidents?

Failing to report incidents can lead to the same type of incident happening again. Without a report, the opportunity to analyze what happened, why it occurred, and how it could have been prevented is lost. 

This means the root causes and contributing factors remain unidentified, leaving the workplace vulnerable to future incidents. Even minor incidents should always be reported, as addressing small issues can help prevent larger, more serious problems from occurring down the line.

Simplify Incident Tracking and Improve Safety with SafeQual

SafeQual’s incident reporting software makes it easy to capture, track, and analyze incidents in real time, helping you identify risks before they become serious problems. 

Ready to make your incident reporting process seamless and effective? 

Contact us today to schedule a demo and see how SafeQual can help safeguard your business.