3.1 Accident Reporting Section 3 Accident Reporting and Recordkeeping 1. Cases that Require Reporting A. All near misses, incidents, first aids, injuries or illnesses requiring medical attention and property damage incidents must be reported immediately. B. All incidents no matter how insignificant they seem shall be reported. C. These incidents shall be reported to the jobsite foreman immediately. Once the foreman is informed they must contact the safety department within 30 minutes. 2. Catastrophic Events or Fatality A. Management must be notified immediately. B. OSHA must be notified within 8 hours of an accident which results in a fatality or the hospitalization of 3 or more employees. The employer must orally report the incident to (317) 232-2693 or 1-800-321-OSHA. This requirement also applies to each fatality or hospitalization of 3 or more employees that occurs within 30 days after the work related accident. C. The notification to OSHA must include: name of the establishment, location and time of incident, number of fatalities, number of hospitalized employees, a company contact person, a company telephone number, a brief description of the incident. 3.2 Recordkeeping Legal Requirements 1. Gribbins Insulation s Safety Manager is responsible for maintaining a log of all recordable occupational injuries and illnesses. The OSHA 300 form is used for that purpose. 2. Key Points Regarding Recordkeeping a. OSHA Form 300 This form must be used to record work related injuries and illnesses. It must be maintained for five years following the end of the calendar year which the injuries relate. b. OSHA Form 300A This form is a summary of the OSHA 300 form. This form must be posted on the job sites from February 1 st thru April 31 st. Even if there were zero recordables, a form must be posted with all the zeros indicated. On sites that we have no place to post this, the foreman must place a copy in the back of the safety manual. Gribbins Insulation Company 2012 Page 3-1
c. OSHA Form 301 All recordables listed on the OSHA 300 Form must be supported by a completed OSHA Form 301 or a completed First Report of Injury Form (Worker s Compensation Insurance Report). This means all recordables not just those that are compensable. d. OSHA Form 300S This is a survey form mailed by the states. It must be completed and sent back to OSHA. e. Posters (Federal & State) Posters concerning protection and obligations of employees under OSHA must be posted. This should be done in a reasonable number of places where all employees will be exposed to them. General Contractor s posting of this is suitable. f. Location of Records Logs must be available at Gribbins Insulation s Main Office for inspection and copying by representative of the Department of Labor, D.H.E.W., or states accorded jurisdiction under the Act. Records for personnel who do not primarily report to work at a single establishment, such as traveling salesman, technicians, engineers, etc., shall be maintained at the location from which they are paid or based from which personnel operate to carry out their activities. Although it is possible to prepare and maintain the log at another location, using data processing equipment if desired, a copy updated to within 45 calendar days must be present at all times in the establishment. g. Establishment A single physical location where business is conducted or where services or industrial operations are performed (for example: a factory, mill, store, hotel, restaurant, movie theater, farm, ranch, bank, sales office, warehouse or central administrative office). Where distinctly separate activities are performed at a single location, such as construction activities operated from the same physical location as a lumber yard, each activity shall be treated as a separate establishment. For firms engaged in activities which may be physically dispersed, such as agriculture, construction, transportation, communications and electric, gas and sanitary services, records may be maintained at a place to which employees report each day. h. Work Environment Comprised of the physical location, equipment, materials processed, or used, and the kinds of operations performed in the course of an employee s work, whether on or off the employer s premises. i. Log Entries (OSHA Form 300) Each recordable case must be entered within six (6) work days after learning of its occurrence. Enter the date of the work related accident which resulted in injury. For occupational illnesses, enter the date of the initial diagnosis or illness, or if absence from work occurred before diagnosis, enter the first day of the absence attributed to the illness which was later diagnosed or recognized. Gribbins Insulation Company 2012 Page 3-2
If, during the 5-year period the log must be retained, there is a change in the extent and outcome of an injury or illness which affects entries in Columns A, B, G, H, I, J, K or L the first entry should be lined out and a new entry made. For example: If an injured employee at first required only medical treatment, but later looses days away from work, the check in Column J should be lined out, and checks entered in Columns H and the number of lost work days entered in Column K. In another example: If an employee with an occupational illness lost work, returned to work, and then died of the illness, the entries in Column H and M should be lined out and the date of death entered in Column G. The entire entry for an injury or illness should be lined out if later found to be recordable. For example, an injury or illness which is later determined not to be work related, or which was initially thought to involve medical treatment, but later was determined to have involved only First-Aid. j. Days Away Any day which involves days away from work, or days of restricted work activity, or both must be recorded since it actually involve one or more of the criteria for recordability. k. Decision Authority on Recordables See A Brief Guide to Recordkeeping Requirements for Occupational Injuries and Illnesses. l. Days of Restricted Work Activity Restricted work activity or part-time work after the date of injury constitutes a recordable injury/illness. Enter the number of workdays (consecutive or not) for which, because of injury or illness: (1) the employee was assigned to another job on a temporary basis, or (2) the employee worked at a permanent job less than full time, or (3) the employee worked at a permanently assigned job, but could not perform all duties normally connected with it. m. Occupational Injury Is any injury such as a cut, fracture, sprain, amputation, etc., which results from a work accident or from an exposure involving a single incident in the work environment. NOTE: Conditions resulting from animal bites, such as insect or snake bites or from one-time exposure to chemicals, are considered to be injuries. In addition, recordables include any accident involving loss of consciousness, restriction of motion, or transfer to another job. n. Occupational Illness Of an employee is any abnormal condition or disorder, other than one resulting from an occupational injury, caused by exposure to environmental factors associated with employment. It includes acute and chronic illnesses or diseases which may be caused by inhalation, absorption, ingestion, or direct contact. Gribbins Insulation Company 2012 Page 3-3
The following listing gives the categories of occupational illness and disorders that will be utilized for the purpose of classifying recordable illnesses. For purposes of information, examples of each category are given. These are typical examples, however, and are not to be considered the complete listing of the types of illnesses and disorders that are to be counted under each category: Occupational Skin Diseases or Disorders Include contact dermatitis, eczema, or rash caused by primary irritants, sensitizes or poisonous plant, oil acne, chrome ulcers, chemical burns or inflammation, etc. Dust Diseases of the Lungs (Pneumoconiosis) Include Silicosis, Asbestosis, coal worker s pneumoconiosis, byssinosis, siderosis, and other pneumoconiosis. Respiratory Conditions due to Toxic Agents Include Pneumonitis, pharyngitis, rhinitis or acute congestion due to chemicals, dust, gases, or fumes, farmer s lung, etc. Poisoning (Systemic Effects of Toxic Materials) Include poisoning by lead, mercury, cadmium, arsenic, or other metals, poisoning by carbon monoxide, hydrogen sulfide, or other gases, poison by benzol, carbon tetrachloride, or other organic solvents, poisoning by insecticide sprays such as parathion, lead arsenate, poisoning by other chemical such as formaldehyde, plastics and resins, etc. Disorders due to Physical Agents (Other than Toxic Materials) Include heatstroke, sunstroke, heat exhaustion, and other effects of environmental heat, freezing, frostbite and other effects of exposure to low temperatures, caisson disease, effects of ionizing radiation (isotopes, X- rays, radium), effects of nonionizing radiation (welding flash, ultraviolet rays, microwaves, sunburn), etc. Disorder Associated with Repeated Trauma Include noise-induced hearing loss, synovitis, tenosynovitis and bursitis, Raynaud s phenomena and other conditions due to repeated motion, vibration or pressure. All Other Occupational Illnesses Include Anthrax, brucellosis, infectious hepatitis, malignant and benign tumors, food poisoning, histoplasmosis, coccidioidomycosis, etc. Gribbins Insulation Company 2012 Page 3-4
3.3 Guidelines Recordable Cases vs. First-Aid 1. For OSHA recordkeeping not all workers compensation claims are recordable cases. While worker s compensation insurance pays for both First-Aid and medical treatment by a doctor, OSHA only requires you to log or record medical treatment cases. 2. Any industrial related illness, regardless of treatment administered or lost workdays, is recordable. (This would include welding flash burns, which are considered an illness by OSHA.) 3. Any industrial injury resulting in days away from work or days of restricted work activity should be recorded. 4. Lacerations, puncture wounds, etc., resulting in suture or cutting away of dead skin should be recorded. 5. Uncomplicated removal of foreign bodies such as by irrigation, may be considered First-Aid treatment and not recordable. 6. Tetanus shots and initial X-rays, unless rendered with other services indicating medical treatment, would not have to be recorded. 7. First degree burns usually receive First-Aid treatment and are not recordable. However, second and third degree burns normally require medical treatment and are recordable. 8. Applying hot or cold compresses or elastic bandages to muscle sprains, etc., on the initial visit to doctor s office, or medical facility need not be recorded unless lost workdays are involved. 9. Pain relievers, muscle relaxants, etc., are First-Aid, only if they are nonprescription. 10. Examination of bruises, contusions, or abrasions by a doctor or nurse or medical facility need not be recorded unless further treatment or repeated visits are indicated. 11. Any injury incurred while participating in a company sponsored athletic contest or any other work related activity should be recorded. (This is assuming treatment exceed normal First-Aid). Gribbins Insulation Company 2012 Page 3-5