RISK MANAGEMENT MANUAL

SEC 4 – 1 CLACKAMAS COUNTY RISK MANAGEMENT 9/7/2021

SECTION 4

INCIDENT & ACCIDENT REPORTING

ACCIDENT REPORTING AND INVESTIGATION

Prompt reporting and treatment of injuries, regardless of severity, is an important means of

The employee shall immediately report any incident/accident to their supervisor or, if he/she is

unavailable, another management person, but in no case later than the next working shift;

The employee shall complete, at the supervisor’s request, an incident/accident report immediately

or as soon as possible (see Section 4-4);

The facts of the incident/accident shall be kept confidential unless released by the supervisor.

Supervisors shall follow these procedures:

Determine if the incident warrants completion of an Incident/Accident report. (Normally, if there is

the potential for a repeat of this incident that could cause damage or injury, an Incident/Accident

report should be completed.) Complete the supervisor’s portion of the report;

If the accident resulted in serious injury or death the supervisor shall:

reported to the Risk Manager immediately through a phone call directly to 503-705-4562 (cell).

In the Risk Manager’s absence, the call shall be placed to the Human Resources Assistant

Director at 971-334-5061.

1. Serious injury or death to a person where the County may be at fault

2. Hospital admission, serious injury or death to a County employee

If the accident involves or might involve damage or injuries to another party, and the other party

makes a request to file a Claim with the County or asks for information on how to file a Claim with

the County, refer them to the Public Incident Accident Report.

Vehicle Accidents

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SEC 4 – 2 CLACKAMAS COUNTY RISK MANAGEMENT 9/7/2021

possible it shall be reported no later than the next working shift. The following procedures shall

If an employee is injured, the procedures for reporting workplace accidents specified in Section 5

(Claims Management) shall be followed;

The employee shall obtain the name and address of the other party, driver’s license number,

telephone number, insurance company and policy number if possible, license plate number,

names and address of any witnesses;

For an accident occurring during normal work hours, the employee’s immediate supervisor shall

be notified. For an accident occurring during off-shift hours or weekends, notification shall be

based on department-established criteria;

The employee shall complete an incident/accident report immediately or as soon as possible (see

Section 4-4);

Supervisors shall follow these procedures:

 If the accident resulted in serious injury or death the supervisor shall:

1. immediately notify Risk Management;

2. whenever possible go to the accident site to provide assistance where needed;

3. help the employee complete the necessary forms (incident/accident, DMV

report if damage is greater than $2500 to the County or personal vehicle, or if

any vehicle is towed, or there are any injuries); and

4. complete the supervisor’s portion of the report (see Section 4-4 & 4-6); and

 If the accident occurs after normal business hours and it involves the following, it shall be

with the County, refer them to the Public Incident/Accident Form.

RISK MANAGEMENT MANUAL

SEC 4 – 3 CLACKAMAS COUNTY RISK MANAGEMENT 9/7/2021

Visitor Incident/Accident

When a visitor has an accident or incident in or around a County building, these procedures should

be followed:

 Be courteous, sympathetic and avoid any argument.

 Refer to supervisor or manager who will:

with information concerning the cause of the incident, condition of the visitor and any

contributing factors. Notify the Risk Manager.

 Do not discuss insurance or claim settlements with the visitor.

 Do not admit responsibility for the County or indicate the County will pay any medical

 Do not reprimand employees at the accident scene or discuss the accident with strangers

 Make detailed notes concerning the cause of the accident. Take photographs of the scene

 If the visitor makes a request to file a Claim with the County or asks for information on how

The incident/accident report is also used to report a close call, near miss, or potential problem

that could have or may expose employees or the County to property damage, bodily injury and/or

liability. The incident/accident report should not be used to find fault but as a valuable tool to

investigate the underlying cause of a problem and to recommend corrective action to prevent a

more serious future occurrence.

 Internal Incident/Accident Report:

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SEC 4 – 4 CLACKAMAS COUNTY RISK MANAGEMENT 9/7/2021

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 using as much detail as possible (use additional sheets if necessary);and

 refraining from giving opinions or making judgments regarding fault or liability.

Supervisors will:

 ensure an incident/accident report has been completed in a timely manner;

 complete the Supervisor’s Report section;

 investigate the incident to determine root cause and contributing causes; and

 ensure the proper reporting has taken place according to the process outlined in the flow

RISK MANAGEMENT MANUAL

 Ensure an I/AR has been completed and the proper reporting has taken place according