incident reporting - Healthtronics

Procedure
Department
INCIDENT REPORTING PROCEDURE
P/QSHE/005
Effective
Date
01 AUGUST 2014
QUALITY, SAFETY, HEALTH AND ENVIRONMENT DEPARTMENT
Copy
Number
Originator
Reference
Number
MOHD AMRY
Revision
Number
03
Effective
Date
01 AUGUST 2014
Reviewer
SITI
MOZALINA
Approver
SALLEH TAHIR
Amendment Record
SECTION
REVISION
DATE
DETAILS OF AMENDMENT
All
00
01 December 2003
Changes in company
organization
All
01
15 September 2005
Changes in process
All
02
01 September 2009
Changes in procedure
All
03
09 December 2013
Changes to include
requirements under
Occupational Safety and Health
Act (OSHA) 1994
Healthtronics (M) Sdn Bhd
Suite (P3-03) Building Information Centre, Lot 2A Jalan 51A/243 46100 Petaling Jaya, Selangor Darul Ehsan.
Tel: 03-76252525 / 03-76252727 Fax: 03-76252828
0
Procedure
1.0
INCIDENT REPORTING PROCEDURE
Reference
Number
P/QSHE/005
Effective
Date
01 AUGUST 2014
Purpose
2.0
1.1
To record all incidents related to biomedical equipment and to prevent incident
recurrence.
1.2
To record all incidents related to Biomedical Engineering Maintenance Service
(BEMS) and to prevent incident recurrence.
1.3
To collect incident information for analysis and corrective action purposes.
Scope
This procedure only applies to:
2.1 Any incidents related to biomedical equipments serviced by HMSB.
2.2 Occupational Incident involving HMSB employees.
3.0
Definition
3.1
SC
-
Safety Committee
3.2
BEMS
-
Biomedical Engineering Maintenance Service
3.3
QIM
-
Quality Improvement Meeting
3.4
HMSB
-
Healthtronics (M) Sdn Bhd
3.5
HOC
-
Head of Company
3.6
Occupational Incident
-
An unexpected and unplanned event that actually
occurs (accident) or could have occurred (near misses)
in connection with work results in one or more workers
personal injury, disease or death, also damages or loss
of property or environment under control or possession
of the organization.
3.7
Lost Time
-
Lost days counted from and including the day
following the day of the accident measured in calendar
days.
4.0
Reference
4.1
Occupational Safety and Health Act 1994 (Notification of Accident, Dangerous
Occurrence, Occupational Poisoning and Occupational Disease) Regulations 2004.
Healthtronics (M) Sdn Bhd
Suite (P3-03) Building Information Centre, Lot 2A Jalan 51A/243 46100 Petaling Jaya, Selangor Darul Ehsan.
Tel: 03-76252525 / 03-76252727 Fax: 03-76252828
1
Procedure
4.2
5.0
INCIDENT REPORTING PROCEDURE
Reference
Number
P/QSHE/005
Effective
Date
01 AUGUST 2014
Factories and Machinery Act 1967.
Responsibilities
5.1
Quality, Safety, Health and Environment Department Head and/or a
designated person
5.1.1
Quality, Safety, Health and Environment Department Head and/or a
designated person are responsible for compiling and analyzing the
incident report.
5.1.2
Quality, Safety, Health and Environment Department Head and/or a
designated person shall advice on immediate action and corrective action
to take.
5.1.3
Quality, Safety, Health and Environment Department Head and/or a
designated person is responsible for conducting SC meeting as necessary
along with Management Review at the head office.
Quality, Safety, Health and Environment Department Head and/or a
designated person will be involved in any incident investigation if the
incident was reported and required further investigation.
5.1.4
5.2
Human Resources Department
5.2.1
Human Resources Department Head and/or a designated person are
responsible for compiling and preparing the lost time injury summary
based on Monthly Medical Leave Report.
5.2.2
5.3
5.4
Refer to P/HRD/006 on lost time injury report process flow.
Regional Head and/or a designated person
5.3.1
Regional Head and/or a designated person must verbally informed on the
incident report within his Region to Quality, Safety, Health and
Environment Department Head and/or a designated person within 24
hours of the reported date and time.
5.3.2
Regional Head and/or a designated person is responsible for conducting
as necessary RSC meeting for his / her region along with QIM meeting.
5.3.3
Regional Head and/or a designated person is responsible for compiling
the incident report within his / her region.
BEMS Hospital in-charge
5.4.1
BEMS Hospital in-charge is responsible in filling up the Incident Reporting
Form (HMSB/QSHE/009) for any incident happen within his / her incharge hospital.
Healthtronics (M) Sdn Bhd
Suite (P3-03) Building Information Centre, Lot 2A Jalan 51A/243 46100 Petaling Jaya, Selangor Darul Ehsan.
Tel: 03-76252525 / 03-76252727 Fax: 03-76252828
2
Procedure
6.0
INCIDENT REPORTING PROCEDURE
Reference
Number
P/QSHE/005
Effective
Date
01 AUGUST 2014
5.4.2
BEMS Hospital in-charge is responsible to keep a copy of filled up
Incident Reporting Form (HMSB/QSHE/009) at BEMS office in the
hospital.
5.4.3
BEMS Hospital in-charge must submit a copy of incident report to
Regional Head and/or a designated person within 12 hours of the reported
date and time.
Procedure
6.1
Incident Classification
6.1.1
Major Incident includes :
•
Fatality
•
Major injury- (e.g: loss of consciousness, lost of finger (s) or toe (s),
broken limb (s)- refer to OSH (NADOPOD) regulation 2004 First
Schedule) or ill health (including occupational poisoning or diseaseThird Schedule, or hospitalized, disabling injury but recoverable,
and/or causing away from work more than 4 calendar days.
6.1.2
6.1.3
•
Fire/Explosion - Direct loss > RM 10K
•
Property/ Equipment Damage - Direct loss > RM 10K
Minor Incident includes :
•
Injury causing away from work less than 4 calendar days.
•
Injury that cause Restricted Work
•
Injury that requires Medical Treatment (no medical leave).
•
Fire/Explosion - Direct loss < RM 10K
•
Property/ Equipment Damage - Direct loss < RM 10K
Near Misses includes :
•
Injury that requires First Aid treatment only.
•
Reporting unsafe Condition and/or Act
6.2 Major and Minor Incident Reporting
6.2.1.1 Any incident witnessed or reported must be documented using Incident
Reporting Form (HMSB/QSHE/009).
Healthtronics (M) Sdn Bhd
Suite (P3-03) Building Information Centre, Lot 2A Jalan 51A/243 46100 Petaling Jaya, Selangor Darul Ehsan.
Tel: 03-76252525 / 03-76252727 Fax: 03-76252828
3
Procedure
INCIDENT REPORTING PROCEDURE
Reference
Number
P/QSHE/005
Effective
Date
01 AUGUST 2014
6.2.1.2 Incident Reporting Attachment (HMSB/QSHE/009) such as witness report
and photograph shall be attached together with the Incident Report Log
Sheet (HMSB/QSHE/027).
6.2.1.3 The log number of the Incident Report log sheet (HMSB/QSHE/027) shall
be logged by BEMS Hospital in-charge of the hospital as per numbering
format provided.
6.2.1.4 Incident Report Log Sheet (HMSB/QSHE/027) shall be fill up upon
completing Incident Report form (HMSB/QSHE/009) or receiving Incident
Report.
6.2.1.5 The HOD/ BEMS Hospital in-charge will be responsible to determine the
root cause(s) of the incident from the information gathered and take
corrective action immediately, if necessary.
6.2.2
Near Misses Incident Reporting
6.2.2.1 Employees are also required to report near miss to identify and rectify
unsafe conditions and acts that have the potential to result in accidents,
injuries, illnesses, or property damage if corrective action is not taken.
6.2.2.2 Near miss report is to be reported using Near Miss Summary Report Log
sheet (HMSB/QSHE/028) by the employee when:
o they are involved in or a witness to a close call resulting in no damage
or personal injury, but where there was potential for both to occur;
OR
o when an employee has identified an unsafe condition or hazard
6.3 Incident Report Submission
6.3.1
Major and Minor Incident
6.3.1.1 Team Leader/ BEMS Hospital in-charge must submit the completed
Incident Reporting Form to the Regional Head and/or respective QSHE
Executive as soon as incident investigation done.
6.3.1.2 Regional Head and/or respective QSHE Executive must submit the
completed Incident Reporting Form to MR within 24 hours of the reported
date and time via any medium.
6.3.1.3 Quality, Safety, Health and Environment Department Head must submit the
details of incident to HOC within the same working day.
Healthtronics (M) Sdn Bhd
Suite (P3-03) Building Information Centre, Lot 2A Jalan 51A/243 46100 Petaling Jaya, Selangor Darul Ehsan.
Tel: 03-76252525 / 03-76252727 Fax: 03-76252828
4
Procedure
INCIDENT REPORTING PROCEDURE
6.3.2
Reference
Number
P/QSHE/005
Effective
Date
01 AUGUST 2014
Near Misses
6.3.2.1 For near misses, the log will be forwarded to Quality, Safety, Health and
Environment Department on monthly basis.
7.0
Quality Record
TYPE
Incident Reporting Form
Incident Report Log Sheet
LOCATION
Head office, region office, hospital
office respectively
5 years
Head Office, Regional Office &
Hospital Office
5 years
Head office
5 years
Head Office, Regional Office &
Hospital Office
5 years
Minutes of SC meeting
Near Miss Summary
Report Log sheet
8.0
RETENTION
PERIOD
Attachments
8.1
Incident Reporting Form – HMSB/QSHE/009
8.2
Incident Report Log Sheet - HMSB/QSHE/027
8.3
Incident Report Log No. Format
8.4
Near Miss Summary Report Log sheet (HMSB/QSHE/028)
Healthtronics (M) Sdn Bhd
Suite (P3-03) Building Information Centre, Lot 2A Jalan 51A/243 46100 Petaling Jaya, Selangor Darul Ehsan.
Tel: 03-76252525 / 03-76252727 Fax: 03-76252828
5

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