Incident Management Module Part 1: Reporting an Incident
Objective
This SOP explains how to create and submit a new incident report in the incident module, including entering incident details, injured person information, witnesses, investigation setup, and immediate corrective actions. It is designed to help a team member complete the report accurately and understand which fields can be updated later if needed.
Key Steps
1. Open the Incident Report Form 0:20
From the dashboard, select Report Incident.
Alternatively, open the incident module and click Report Incident there.
Confirm the incident form opens before entering any details.
2. Select the Incident Type and Basic Incident Details 0:31
The reporter may be pre-filled if they are logged in.
Choose the appropriate incident type:
Injury to a person for injury-related incidents.
Near miss if applicable.
Damage if property/equipment damage occurred.
Note: Near miss does not allow selecting injury or damage options.
Enter the incident date and select the relevant error/area (for example, district control).
Add whether improvements are possible, if applicable.
3. Enter the Incident Summary 0:59
Write a clear incident summary describing what happened.
You may:
Type the summary manually.
Use voice-to-text.
Copy and paste from prepared notes.
Ensure the summary is concise, factual, and complete before continuing.
4. Add Injured Person Information 1:20
Enter the injured person’s details, including:
Name
Employee status
Incident location
Select a site from the available list if the location matches one of your sites.
Record the affected body region and specific injury details.
Example fields may include:
Head and neck
Face
Chemical burn to the cheek
Add the injury type or description as accurately as possible.
5. Record Treatment and Referral Details 2:00
Enter any treatment or referral information, such as:
Referred to doctor
Referred to hospital
General check-in
If the reporter does not know this information yet, leave the field blank for now.
Additional injured people can be added if the incident involved multiple persons.
6. Add Witness Information 2:48
If there were witnesses, continue to the witness section.
Enter each witness’s:
Name
Phone number
Witness statement
Statements can be typed manually or pasted from prepared notes.
Add more witnesses if needed before continuing.
7. Decide Whether an Investigation Is Required 3:26
Indicate whether a full investigation is required.
Select Yes if the incident meets investigation criteria, such as a hospital visit or other serious outcome.
Assign a lead investigator.
The lead investigator will receive an email notification that the investigation has been assigned.
If this step is missed, the investigation can still be created later from the investigation module.
8. Enter Immediate Hierarchy of Control and Corrective Actions 3:56
Document the immediate controls or corrective actions taken after the incident.
Include details such as:
PPE-related controls
Equipment withdrawal from service
Checks or inspections completed during the same shift
Be specific about what was done immediately to reduce risk and prevent recurrence.
9. Submit the Incident Report 4:20
Review the entered information for accuracy and completeness.
Select Submit to create the incident record.
Confirm the incident appears in the system after submission.
Note that investigation and injury management steps may be completed later if not done during initial reporting.
Cautionary Notes
Near miss incidents do not allow injury or damage selections, so choose the incident type carefully.
If treatment, witness, or investigation details are unknown at the time of reporting, they can be added later.
Ensure all factual details are accurate before submitting, especially injury description, location, and witness statements.
If an investigation is required but not assigned during reporting, it can still be created later from the investigation module.
Do not leave out immediate corrective actions if they were taken, as these are important for risk control and follow-up.
Tips for Efficiency
Use copy/paste or voice-to-text for long incident summaries and witness statements.
Select a site from the list when possible to reduce typing and improve consistency.
If multiple injured persons or witnesses are involved, add them during the same reporting session to avoid duplicate follow-up.
Keep a prepared template of common incident wording to speed up reporting.
Complete the report as soon as possible after the incident while details are still fresh.
Related Articles
Incident Management Module Part 2: Completing an Investigation
Standard Operating Procedure (SOP) for Completing an Incident Investigation Objective This SOP outlines the steps required to complete an incident investigation from initial narrative entry through evidence collection, root cause analysis, issue ...Incident Management Module Part 3: Injury Management Plans
SOP: Create, Update, and Close an Injury Management Plan in the Incident Register Objective To document the process for creating, reviewing, updating, and completing an Injury Management Plan linked to an incident. This SOP ensures injured workers’ ...Creating a Project with Automated Site Specific Management Plan, and adding a Toolbox Talk and SWMS
Here is the details on how to create a new site in Worx Safety. Once the site is created, we add a Toolbox Talk and a SWMS. When workers sign in to the project, the system completes the following checks: -> is the worker inducted and approved [if ...Safety Team Group and Notifications 🚨
Simplifying Incident Notification Process with the Safety Team Group Recently, we have had clients wanting to alert certain people in their company when an incident occurs. In an effort to simplify this, we have created the Safety Team group, and ...Asset Register - Issues reporting Improvement
Simplifying Asset Register Issue Reporting Process Scenario Description Someone reports an issue on an asset (e.g., cracked windscreen on a Ford Ranger). Pre-start information is filled in, fault identified, and reported to the supervisor. Next day, ...