Incident and Risk Reporting Policy

1. PURPOSE

The purpose of this Policy is to establish clear processes for the reporting of workplace incidents as well as workplace risks. The Policy also identifies types of reportable matters. DCIRS Community Care (“DCIRS”) recognises its duty of care to its workplace participants. This Policy outlines the responsibilities of workers to identify and report workplace safety issues and risks.

This Policy will commence from 4 March 2024. It replaces all other incident and risk reporting policies of DCIRS (whether written or not).

2. APPLICATION

This Policy applies to employees, agents and contractors (including temporary contractors) of DCIRS, collectively referred to in this Policy as ‘worker’. The Policy includes work that is undertaken away from the usual workplace.

This Policy does not form part of any worker’s contract of employment or service.

3. POLICY

Employer responsibilities

DCIRS has a duty to maintain a safe working environment. In order for it to meet these obligations, workers must report on safety matters in their workplace. DCIRS will take steps to mitigate risks and enact preventive measures against future incidents in its workplaces.

Worker responsibilities

Incidents, hazards, risks, accidents or injury, medication side effects, illness and infection are all reportable under this Policy, as are pre-existing conditions that could be exacerbated during the course of undertaking work. Each worker commits to notifying the employer of:

• deviances to good health and safety practices in the workplace;

• reportable incidents; and

• personal health matters that could bring a risk into the workplace.

See also Workplace Health and Safety Policy.

Identifying what is reportable

The following table provides detail on the previously identified categories for workplace reporting. This table is not exhaustive. Workers are advised to practice safety monitoring within their own environment to identify workplace risks and report them. Any matter that has caused or has the potential to cause a health and safety issue in the workplace is considered reportable under this Policy. If in doubt, workers are instructed to raise queries or matters of concern with their manager.

Categories of reportable issues	Definitions and examples
Incidents and Near Misses	A health or safety issue involving people, plant, equipment, or buildings. E.g. gas explosion, vehicle incident, assault, injury, etc. A near miss is something that almost occurred. Near misses must be reported as the risk may increase without intervention. Known breaches to DCIRS’s drug and alcohol policy are also reportable.
Hazards	An agent that could cause harm or damage to a person or object, e.g. slippery surfaces, sharp objects, chemicals and manual handling.
If not addressed, hazards can become incidents that cause accident, injury, illness, or death	Exposure to a hazard becomes a risk, e.g. poor posture can cause neck pain. Hazards can also be psychosocial. E.g. job demands, role clarity, etc.
Accidents and injury	Unintentional incidents that can cause injury, e.g. a fall or a vehicle accident. First aid will often apply to personal accidents. Personal non-work related injury can also be exacerbated by certain work, e.g. sport injury. Personal injuries must also be reported.
Medication and pre-existing conditions	Medication with side effects that could impact on your safety in the workplace (e.g. drowsiness). The effect of medication and/or the need for medication (e.g. asthma or severe allergies). Pre-existing health conditions that could be exacerbated by work.
Infection and Illness	Infectious illnesses and conditions that pose a risk to others. Environmental hazards that could cause human infection or illness, e.g., mould and biological hazards in your work environment.

Management of worker health

An employer is responsible for preventing the exacerbation of pre-existing conditions within the workplace environment, as far as is reasonable. Therefore, workers must advise their manager or supervisor of pre- existing conditions, injuries or illnesses that could be made worse with the undertaking of certain workplace tasks. This includes physical and mental health conditions.

DCIRS will ensure that worker health information requested for health and safety purposes is kept private and will not unnecessarily make requests. DCIRS’s interest lies in keeping workers safe.

It is the responsibility of each worker to ask their health professional and/or pharmacist about potential side-effects whilst taking medication, for example, drowsiness. Where a worker is ill, DCIRS needs to be able to protect the worker as well as those working around them (e.g. infectious disease). This is part of everyone’s duty of care in maintaining a safe and healthy workplace.

How to report issues

The reporting of safety matters as defined in this Policy must be done immediately or as promptly as possible. First aid and medical attention are always the first priority after an incident, along with the safety of others in the vicinity. However, it is unacceptable for a worker to complete their working day, without first making their manager or supervisor aware of the issue through DCIRS’s reporting processes. If an injured party cannot immediately report the issue, a witness or manager must do so.

The Incident Report Form is the method for reporting. Reports must always be made in writing and become a workplace safety record. It is advisable that there is a verbal report made to management as well as the written report, particularly for serious or urgent matters.

Team members and others in the workplace must also be appropriately advised of relevant risks and incidents for their own protection (e.g. ensuring another worker isn’t harmed until an incident site is deemed safe). Where possible to do so, the risk should be physically identified with signage and/or separated from workers (e.g. gas leak would require workers to leave the building).

Breach of incident and risk reporting policy

Workers must comply with the terms and conditions contained in this Policy. It is recognised that failure to report workplace incidents or risks could lead to personal injury, business down-time and even legal consequences. It is therefore imperative that all workers comply with this Policy in its entirety.

In the case of employees of DCIRS who are found to have breached this Policy, they may be subjected to disciplinary action. The type and severity of the disciplinary action will depend upon the circumstances of the case and the seriousness of the breach. In serious cases, this may include termination of employment.

In the case of contractors or agents of DCIRS who are found to have breached this Policy may have their contracts with DCIRS terminated or not renewed.

4. ASSOCIATED DOCUMENTS

• Workplace Health and Safety Policy

• Risk Management Policy

• Incident Report Form

5. VERSION AND REVIEW INFORMATION

DCIRS reserves the right to amend and vary this policy from time to time.

Version 1.0: 9 October 2020

Version 1.1: 23 November 2020

Version 1.5: 7 July 2021

Version 2.0: 4 March 2024 | Review date: 4 March 2027

Version 2.5: 28 March 2025 | Review date: 4 March 2027