Accident and Incident Reporting (AIR)
In this section you will find the Accident / Incident Reporting & Investigation Processes in place within your Board.
National Services Scotland
In this section you will find the NSS Accident / Incident Reporting & Investigation Procedure and key HSE guidance to assist NSS to meet their legal obligations around accident reporting and investigation.
What do I report?
- NSS requires us all to report all work related events that can be classed as accidents / incidents (near misses).
- An accident is an event that results in injury or ill health
- An incident (near miss) is an event not causing harm, but has the potential to cause injury or ill health
- Any Dangerous Occurrence which there is a number of specific, reportable adverse events, as defined in the RIDDOR Regulations
- If your event is not work related then there is no need to complete an AIR Form, if unsure please submit an AIR form which will be reviewed and discussed with you
How do I report?
- Its easy just click here and fill out a few simple questions: NSS AIR FORM this can be completed via your phone, tablet or laptop.
Home / Flexible Working
- Please remember if you are working form home and your incident or accident occurred in connection with your work and you were in work time, please submit an AIR form, so we can look at how your Line Manager can better support you, e.g
- you trip over a cable plugged into your laptop,
- you are suffering headaches or back, arm or wrist ache when using your laptop,
- using work equipment that is faulty - loose cables, worn or damaged flexes
If you require additional information you can contact the NSS Health & Safety Advisers through HR Connect Contact Us / Health and Safety
Page updated - 24/10/2022
NHS 24
An Accident and Incident report and investigation form must be completed for any of the following occurrences:
- An incident to any person on NHS 24 premises (this includes those not directly employed by NHS 24);
- Incidents to staff working in other premises;
- Dangerous occurrences;
- Industrial diseases;
- Road traffic incidents (on or off site) if driving on NHS 24 business;
- Near misses.
Below is a copy of the Accident and Incident Reporting form for use by employees and managers. You can find NHS 24's Accident, Near Miss and Hazard Policy here which provides more information.
NHS Golden Jubilee
Reporting injuries, diseases and dangerous occurrences in health and social care: guidance for employers
The Health and Safety Executive has produced an information sheet, that gives guidance on how the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR) apply to the health and social care sectors. It is aimed at employers and others in health and social care, who have a duty ro report under RIDDOR. This can be found in the document "RIDDOR - Guidance for Employers Golden Jubilee" in the "For Manager" tab below.
RIDDOR - A Brief Guide for Managers
Certain categories of work related accidents/incidents are required by law to be reported to the Health and Safety Executive timeously. This document lists reportable events under RIDDOR.
RIDDOR - COVID-19 Core Brief
During the current Covid-19 pandemic staff are encouraged to continue to report incidents and near misses via the Datix reporting system.
The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR) have not changed due to COVID-19. The Health and Safety Executive (HSE) have published guidance to employers regarding any reporting under RIDDOR related to COVID-19.
Public Health Scotland
On this front page you will find initial information you need to know when reporting any Accident or Near Miss that you or a colleague may have.
Public Health Scotland require everyone to record all accidents / incidents and near misses, this is to support and identify any actions that need to be implemented to ensure we all are able to work within a safe environment with processes.
What do I need to report?
- Any Accident or Non Riddor which is an event that results in injury or ill health;
- Any Incident (Near miss) which is an event not causing harm, but has the potential to cause injury or ill health;
- Any Dangerous Occurrence which there is a number of specific, reportable adverse events, as defined in the RIDDOR Regulations
Working at home
If the incident or accident occurred in connection with your work and you were in work time, please submit an AIR form, so we can look at how your Line Manager can better support you, e.g.
- you trip over a cable plugged into your laptop,
- you are suffering headaches or back, arm or wrist ache when using your laptop,
- using work equipment that is faulty - loose cables, worn or damaged flexes
How do I report it?
- Its easy just click here and fill out a few simple questions: AIR FORM this can be completed via your phone, tablet or laptop.
If you require additional information and help in the first instance please see PHS The Spark or email phs.health-and-safety@phs.scot
- Home Working - Accidents / Incidents - I'm home working what do I report and how?Remember to report .... Any incident, accident or near miss that you may have or see
We have changed the way that you can report an accident, incident or near miss - its even easier now through ServiceNow - you can access, complete and submit an AIR FORM via your phone, tablet or laptop.
What do I report?
- NHS requires us all to report all events that can be classed as accidents / incidents (near misses).
- An accident is an event that results in injury or ill health
- An incident (near miss) is an event not causing harm, but has the potential to cause injury or ill health
I’m home working what do I need to report, some examples could be:
- Slips, trips and falls while undertaking work duties.
- Muscle strains while lifting or moving work equipment.
- Repetitive strain injury, potentially from DSE equipment.
- Cuts and lacerations from work equipment.
How do I report an event?
- To report an accident / incident or near miss complete and submit an AIR FORM this can be accessed via the ServiceNow portal.
- Employee Guidance on how to complete and submit the electronic AIR form within ServiceNow - How to Report an Accident / Incident (AIR)
The Health & Safety Team have developed guidance to support you through submitting an AIR FORM - please click HR Connect - Accident Incident Reporting (AIR) page
- NHS requires us all to report all events that can be classed as accidents / incidents (near misses).
- Acc/Incident - What Learning and Development is available?
Accident / Incident – Learning and Development
You will be able to find details on learning and development opportunities across NSS within the HR Connect Page - Learning and Development and Organisational Development
For specific learning that's highlighted below, please log into Turas via the Quick system link page:
- Mandatory for All - NSS Health and Safety Induction
- Health & Safety - NSS Introduction to Health & Safety Audits
- Health & Safety - NSS Health and Wellbeing
- Mandatory for Role - NSS Risk Assessment
- Mandatory for Role - NSS Workplace Safety
- NES - Investigation Skills
- Acc/Inc - When is an incident RIDDOR reportable?
RIDDOR regulations place a duty on all organisations to report certain accidents, dangerous occurrence and occupational disease.
Although some examples are very straight forward when considering if a HSE notification is required, some like work related stress require further assessment
For a incident to be considered reportable three test are required to be met, which are:
- There was an accident - where an accident is a single identifiable incident which results in personal injury
- The accident was work related – if it occurred out of or in connection with work
- The injury is of a type that is reportable – as the Injured Person received a specified injury or was unable to fulfil normal duties for more than 7 days.
With work related stress there is often not a single identifiable incident which would results in the injury and as such it would not meet the one of the three tests and therefore it would be considered not Reportable under the current RIDDOR regulations.
Cumulative exposures to hazards such as which tends to be a contributing factor to Work related Stress would not be considered an ‘accident’ as defined or classed under RIDDOR
- Accident/Incident - I'm a Line Manager what do I need to know?
Accident/Incident Management - Information for Line Managers
The Healthy Working Lives Team have developed a range of materials to support you in the investigation and closing of any accident and incidents that have been escalated to you. Please click on the information below and this will take you to the relevant information
- NSS Accident & Incident Management - Responsible Managers Guidance
- NSS Accident & Incident Management - Accountable Managers Guidance
- Guidance on root cause analysis
- Guidance of Reporting if Injuries, Diseases and Dangerous Occurrences (HSE and RIDDOR)
- Guidance of Duty of Candor
Note: The AIR system identifies Line Managers as Responsible & Senior Managers as Accountable Managers
- Acc/Incident - Who is my Responsible Manager?
Who is my Responsible manager?
Your responsible manager will be your line manager, with this information being updated directly from eEEs
- Acc/Incident - Who are my local Accident Investigators?
Who are my local Accident Investigators?
All the accident investigators within your organisation are noted on your risk profile and have been populated into the system.
When you select set investor group you will be able to select an accident investigator from your organisation from the drop-down list
- Acc/Incident - Where / How do I access the AIR Form
Where/ How do I access the electronic form?
The form can be accessed via this LINK.
You can add the link as a favourite locations within your web browser
- Acc/Incident - What or Who is the Accountable Manager?
What or who is the accountable manager?
The accountable managers are those identified through your organisations risk profile.
Accountable Managers are required to formally review and confirm all accidents have been appropriately managed
- Acc/Incident - What is the difference between formal and manager investigation?
What is the difference between formal and manager investigation?
Many accidents and incidents require different approach for investigation.
- Most accidents/incidents require a low level investigation which can be completed by the responsible manager. This is a manager investigation.
- However if the accident involved significant injury, absence from work, or be considered a high potential near miss a formal investigation should be completed.
This would be completed by a trained accident investigator who would then record actions to prevent any potential recurrence of a similar accident
- Acc/Incident - What is an improvement plan?
What is an improvement plan?
An improvement plan is one or more actions that requires to be completed to prevent any potential recurrence of a similar incident / accident
- Acc/Incident - What are the user profiles within the system?
What are the user profiles within the system?
All staff - access to record any accident incident
Responsible manager - responsible for initial stage of accident incident management and determines the level of investigation required
Accident investigator - Completes formal investigations into accident/incidents
First Aider - provides information on first aid treatment provided
Accountable manager - formally review all accidents/incidents to ensure that have been appropriately managed
Healthy working lives - Supporting the appropriate management of accidents and incidents
- Acc/Incident - System How to Guides and Video's
Accident and Incident System Video's and Guidance
Please find below a selection of video's that have developed on how you use and access they AIR system
- Acc/Incident - Information Websites
Accident / Incident – Websites
You will be able to find useful websites to support you in dealing with any incident and/or accident. Click on any of the links below to access.
- Acc/Incident - I have had an accident while working at home - should I report it?
I have had an accident while working from home, Should I report this?
If the accident or incident occurred in connection with your work and when you were at work for example, you tripped over a cable plugged into your laptop, you are suffering headaches when using your laptop, then you must complete an AIR
- Acc/Incident - How do I know my report has been submitted?
How do I know my report has been submitted?
On submission you will get a notification that will include a unique identifier for your report. You can use this number to track your report through the investigation and review stages of the process
- Acc/Incident - Can I assign an improvement plan to others who are not part of my Directorate?
Can I assign an improvement plan to others who are not part of my Directorate?
No the improvement plans associated with the accident can only be assigned to those within your Directorate
- Acc/Incident - Can I add photographs?
Can I add photographs to my accident incident report?
We would encourage staff to include as much information as possible and this would include photographs.
Any picture or document can be attached using the paperclip icon on the bottom right hand side of the screen
- Acc/Incident - Can I access the system if I am not on the Network?
Can I access an AIR Form if I am not on the Network?
Yes, to improve accessibility and support immediate reporting we have made the form web facing as such you can access it via any smart device including personal devices.
If accessing from outwith the system you will have to log into your Microsoft365 account
- Acc/Incident - Can an accident be closed with an open improvement plan?
Can an accident be closed with an open improvement plan
No - all improvement plans (actions) required to be completed and prior to an accident being passed to the accountable manager
- Acc/Incident - Where does my report go once submitted?
Where does my report go once submitted?
Once submitted your incident will be automatically notified to your line manager.
Your line manager will then determine the level of investigation required into the incident and assign/progress the incident accordingly
- Acc/Incident - What do I do if I have any problems with the AIR system?
If the problem is connected with how to use the system, there are guides on the Accident Incident Reporting HR Connect page.
- If you need more help then please raise an HR Enquiry through Contact Us.
- If the problem is system related e.g. can’t access an AIR, can’t enter any information as the box is greyed out, please make a request through the DaS helpdesk
- Acc/Incident - A member of my team has had an accident. How do I access the information?
A member of my team has had an accident. How do I access the information?
On submission of the accident through the system you will get a notification advising you that a member of your team has been involved in an accident.
This notification will include a hyperlink which will take you directly to the record involved.