Managing OSHA safety incident reports effectively is essential for maintaining workplace safety compliance. This guide walks administrators through using the Safety Reports Incident System administrative tools to manage OSHA 301 First Report Forms and add recordable incidents to the applicable OSHA 300 Logs to fulfill posting requirements. Follow these steps to ensure accurate incident documentation and proper reporting.
Starting the Incident Documentation
Incident documentation begins either through the mobile app or the web-based version of the Safety Incident Software. Note that new incidents cannot be created directly from the Admin Site. Incidents are initiated in the mobile app or web version and then edited or submitted through the admin site for further processing.
The minimum required information varies by incident type, but typically includes the employee’s name, the incident details, and any other relevant data. Once submitted, administrators can access and update the incident through the admin site.
Step-by-Step Instructions for Creating and Managing Reports
Log in to Safety Reports Admin Profile:
Access your Safety Reports Admin profile by logging into the website.
Select 'Incidents' from the Navigation Bar:
Once logged in, look for the ‘Incidents’ tab in the grey navigation bar at the top of the screen.
Choose OSHA 301 Form:
From the left-hand options, select OSHA 301. This will open the page to create or manage OSHA 301 reports.
Add New OSHA 301 Report:
Click on ‘Add New OSHA 301’ to begin the creation of a new report.
Select Reported Incident:
In the next screen, choose the relevant Incident from the ‘Reported Incidents’ dropdown menu.
Add any additional information that might be missing or is related to HR details (such as off-site medical treatment, hire date, or employee age). This information might not have been available to the incident author or may be inaccessible due to HR privacy limitations.
Save Updates:
After adding the required information, scroll to the bottom of the page and click ‘Update’ to save any changes.
Adding Incident to OSHA 300 Log:
A confirmation message will prompt you to proceed. Once confirmed, the system will allow you to add the incident to the appropriate OSHA 300 Log for your reporting entity.
Important Note: If the dropdown for the 300 Log is not visible or blank, ensure you have set up a Reporting Entity. Refer to the guide for managing reporting entities and getting NAICS data onto the dashboard. For assistance with this step, contact Safety Reports Support.
Generate the OSHA 301 Form:
Once the incident is added, you can select ‘Generate OSHA 301’ to download a completed OSHA First Report form in the Department of Labor (D.O.L) Excel format. The form can be password protected if needed for security.
Close the Incident:
After generating the form, click ‘Close’ to finish managing the incident.
Handling Status and Generating OSHA Forms
Common Question:
If the Status of an incident shows as ‘New/Pending’ on the OSHA 301 screen, even though the form appears to be complete, follow these steps:
Click ‘Edit’ on the row of the incident in question.
Generate the OSHA 301 form again, ensuring to select ‘Close’ instead of ‘Update’.
This action will change the Status column to ‘Complete’.
Viewing and Managing the OSHA 300 Log
To view your OSHA 300 Log, simply select the ‘View’ icon on the row of the applicable log. You will be able to generate a new OSHA 300/300A form by clicking the grey button within the row.
The generated OSHA 300/300A form will provide a summary of data, including details on Days Away from Work, Injuries, Respiratory Conditions, etc. These fields are automatically calculated by the Safety Reports system. If discrepancies arise, verify the submitted incident and the OSHA 301 form as these are the basis for the calculations.
The generated Excel file will contain two sheets:
OSHA 300: Records individual incidents.
OSHA 300A: Contains the summary of the year’s data.
Important Notes and Disclaimers
Body Part Selection for Injuries:
When entering details about injuries on the body part diagram, it’s important to note that marking both the front and rear of a body part can result in the system considering two separate injuries. This is particularly relevant for large injuries such as circumferential burns, penetrating trauma, or long lacerations that may be classified as one injury according to your internal policy. However, marking both parts will be recorded as two incidents by the system.
Managing Multiple Incidents:
In some cases, multiple parts of the body may be affected, and if these are marked separately, the system will count them as separate incidents. Be mindful when documenting injuries to ensure accurate reporting and compliance with both internal policies and OSHA regulations.
Conclusion
Effective OSHA 301 and 300/300A report management is essential for ensuring workplace safety compliance. By following this guide, administrators can efficiently document and manage incidents, generate necessary OSHA reports, and maintain accurate logs. Utilizing the Safety Reports Incident System provides an organized way to manage incident data and simplifies the reporting process, helping your organization stay compliant with OSHA requirements. For further assistance, always reach out to Safety Reports Support.
Download the incident Reporting with OSHA 301, 300, 300A Guide here: