Manage an accident/incident notification

Once an accident/incident notification has been created, the designated responsible persons receive an email with the basic information and can begin managing it.

Available actions

From the detail screen you can:

• Expand or modify the basic information (for example, include the Affected Employee if not yet provided).
• Change the status of the record.
• Consult and complete the information in the tabs (witnesses, attachments, responses, etc.).
• Create the accident/incident investigation from the notification itself.

Notification statuses

Status	How it is assigned
Pending review	Default when creating the notification.
In progress	Manually, to indicate it is being managed.
Closed	Manually, or automatically when creating the investigation through the notification.
Cancelled	Manually, when the notification does not apply.

Indicate the scope

1. Access the notification and go to the Scope tab.
2. Select the corresponding scope.
3. Click Save.

Caution

• Accident with leave / without leave: it is mandatory to complete Company + Site + Section + Position, or External company.
• Incident: only Company or External company is mandatory.

Indicate witnesses

There are two ways to add witnesses:

From Smart OSH

1. Access the notification and go to the Witnesses tab.
2. Enter the contributions you consider and click Link.
3. Select the employees who were witnesses and click Accept.
4. Click Save.

From the anonymous page, App or Viewer app

In these channels, witnesses are indicated directly in the field Description of the accident/incident (indicate the full names of witnesses if any).

Note

The person responsible for managing the notification must later access Smart OSH to formally register those witnesses in the Witnesses tab.

Send response to the notifier

1. Access the notification and go to the Responses tab.
2. Click New and complete the Response section and the Send date field.
3. Click Accept and then Save.
4. Click Operations → Send response to notifier.

Caution

It is essential that the Destination email field is completed; otherwise, the email will not be sent.

Tip

If you enter a future date in Send date, the program marks the response as sent but does not send the email until that date.

Attach images or documents

1. Access the notification and go to the Attachments tab.
2. Click New, enter the Descriptive name and select the file from Browse.
3. Click Accept and then Save.

Note

Attachments are not included in automatic notification or responsibility emails: only a link to the document appears.

Automatic tabs

The following tabs are automatically completed when creating the notification, according to the Responsibilities defined in Organisation → Resp. and positions:

• Responsible persons: according to Accident/incident notification management responsibility.
• Inform: according to Accident/incident notification information.
• Notifier data: data of the user who created the record.

In the Responsible persons and Inform tabs you can manually add any other person.

View alerts (SmartStatus)

1. Access the notification and go to the SmartStatus tab.

Note

• Alerts are generated automatically according to the configuration in Smart → Configuration → SmartStatus alert definitions.
• From Operations you can cancel an alert by selecting Ignore.

Create the investigation from the notification

You can automatically generate the corresponding investigation from the notification itself:

1. Click Operations → Create accident/incident investigation.

This creates the investigation, fills in the Accident/incident investigation code field in the notification and locks it.

Modify or delete a notification

Modify

1. Access Accidents and open the notification.
2. Modify the records you need and click Save.

Caution

• Only notifications that are not closed can be modified.
• If the notification has an assigned Accident/incident investigation code, you will not be able to modify it until you delete the investigation first.

Delete

1. Access Accidents and select the notification to delete.
2. Click the delete icon.
3. Confirm with Yes in the prompt.

Danger

Deletion is irreversible.

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Source: M-SO-20-09-01 «User manual – Accidents», version 1.