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Add eSignature First Aid Incident Report

good morning and welcome to the three panes of incident reporting my name is Amanda and I work within the sales department here at effective software I just wanted to I guess essentially run through what we hear from clients on what they typically struggle with from instant reporting and how we believe that structure in a process within a health and safety software could assist so today and if there are any questions that you would like answered please feel free to type them in the chat bar I won't be able to answer them during the webinar here but I will get back to you following the webinar will also make the recording available after this afternoon so to get started most clients that I speak with would say that there's some really common issues with their processes as far as instant reporting so it would be the likes of your manual processes using paper records and filing cabinets maybe some large Excel spreadsheets shared across the business as well as tracking your actions through emails and phone calls so more time consuming and not the ideal process for yourselves and I guess the bulk of information just adds up and people feel that they're they're less able to keep track of everything now first and foremost one of the biggest pains that we hear would be the engagement piece so the lack of being able to collect your leading indicators whether you title them hazards observations good catches but also giving you know correct tools individuals to be able to engage so if you're using paper report forms or is that obstructing kind of the engagement for your team and making the whole process more difficult and time-consuming for yourselves on the reporting aspect and then there in if you're not able to capture those leading indicators do the risks of the business become more difficult to track and therefore more elusive when you're looking to address and close them out and as a result then when you are reporting up to your executive team is it more difficult to make them aware of those risks that permeate the business and so how we would kind of address this from a top level is that most businesses would say that they're they're excellent at recording things once they've happened so whether it be minor injury or you know something as serious as a writ or that they would take the necessary steps to make sure that that's closed out appropriately but how we believe that you know any kind of a system can assist is really powering that statistical evidence through leading indicators so gathering as many of those hazards and observations collecting as many near misses as possible to drive down the later stages of those instants and accidents so first and foremost an easy and referenceable format that all of your staff can engage with from a desktop or a mobile application is crucial so engaging them in a language that's both standardized and you know obviously customized to your actual business is crucial so they can quickly report a hazard or an observation upload any images or attachments and this will notify potentially the next person in line to receive that now obviously in today's working world mobile applications are crucial so I'm a hazard or mobile observation reporting application that can be used on a tablet or a mobile phone is essentially the tool that we feel is is most successful for the majority of workers today so giving them sort of a social feed of observations that are being reported throughout the business as well as a quick and easy format that they can attach images classify their hazards and alert their nearest manager and what you should result with is some really intuitive dashboarding reports that will allow you to see basically the peaks and valleys of this actual operation that you're working within so understanding maybe where that the higher risks are in the business maybe geographically which sites have higher risk levels or better at reporting those risks maybe observations on time you know time of day time of year month what-have-you and just giving you better information to forecast maybe when the riskier areas of work or times are within your business the second pain that most people will come and speak to us on is the quality of the information so first and foremost that communication of that information throughout the organization number of times all here from health and safety managers that if they have a number of sites that they're trying to manage it can go days sometimes even weeks before they would be made aware of a more serious incident on one of their sites simply because there's a breakdown in communication as far as relaying that information up through the chain and as well then when you move into that investigation stage if the initial information captured on the report isn't of a high enough quality what you can typically result in is a very stagnant and basically difficult investigation to launch without consistent language and and I guess classifications categories across the business from a reporting aspect it can be very hard to actually marry up trends or forecasts an understanding of what you're actually seeing there so by standardizing the language you know maybe classifications of incidents slips trips and falls what-have-you are the types of incidents minor injury lost a case what-have-you you're taking away the inconsistency that can occur in in this kind of situation so here's how we kind of I guess trigger these notifications within the organization so an incident or accident would occur on site and whether it be using a mobile device or a desktop laptop an individual can report that and this will trigger instant email notifications to any number of different people depending on the severity of the incident or accident so this workflow would very much be your own preference that you can send into the system but essentially these email notifications will provide an instant link to this report enabling them given their administration of access to accept or reject that report back to the original reporter by rejecting it they can instruct them that they need to collect more information upload images what have you and by accepting it this essentially means that they can now move into the investigation stage the report form obviously has to be quite simple and easy and as I mentioned there before being able to classify the instant types and the classifications of those particular instance accidents in a standardized format which will then on the backend feed into your reporting concepts you can also input guidance text that will enable someone who may not be familiar with the language of health and safety to still report in an accurate format obviously they will collect the date and time and location of this particular event as well as anyone that may be involved in this particular incident now those classifications can be adjusted or amended at any time by one of your top level users enabling you to keep the the language of your software at the most up-to-date within your own organization without additional costs or potential delays for configuration and then on the backend as I mentioned all of these aspects will feed into an intuitive database of reports so in this situation the body map where you are tagging for different potential injuries that may have occurred well then feed in and correlate against the incident types so giving you a very quick referenceable tool to understand maybe what more training needs to go in place or potentially PPE to protect these body parts no duty of care is a huge aspect all the way from health and safety managers up through the executive branch and the reason that this is so important specifically in the date and time that we operate now is everyone is aware of the increased Sentencing Guidelines the tremendous increase in HSE persecutions and prosecutions of these companies directors what-have-you and the financial impacts that can occur when a company cannot prove that they have done everything within their power to minimize risk to their employees and persons that might be affected by the business so how we can work to help I guess address some of these challenges will go on to a couple of slides here but these are the main points that most people would would speak to so the integration of information across all areas of health and safety so most people would say that their health and safety could be quite scattered or that there will be pockets of health and safety and information may be stored in different areas making it quite difficult for someone to actually gather all the information they need at one time whether it be training records or or proof of risk assessments what-have-you action tracking is another big one in the sense that if an incident does occur are you able to prove that you've done everything that's required to close out any potential gaps or risks that have you know been raised from this incident or accident and be actually able to prove that these were closed out and approved by potentially someone in your organization and then finally a lot of people would say that you know they'd be dealing with historical claims would be coming back to them where the information is very very hard to pull back from their historical databases so giving you a centralized and protected location for all of your incident reports can be tremendous when you're up against claims potentially that could have happened years previously so first and foremost by again linking these different areas of the software and your information to one centralized hub you can essentially tap into this information at any point so as you can see here by simply tagging an employee into this instan form we're going to automatically populate all of their risk and training matrix into the actual instant form so red amber green giving you an instant status of where this employee was at the time of the incident obviously if this was a manual handling incident and their manual handling training was flagged up red this would be an immediate concern for the investigator by using a very intuitive and easy-to-use action tracker we can again classify and prioritize this actual action setting in motion number of workflows in the background that we may have set up into the software but assigning it out to an individual and giving them a due date for completion means essentially that you're telling the system that this is how this has to be closed out on and this is your duty of care your proof of duty of care in the sense that any interaction with this particular action will be logged against the individuals user name and as well as the date so instead of communications by email and phone which can be very hard to track later on the system will act as your living record of all of the information that you need so what you'll end up with is actually a very comprehensive report that will be user date and time stamped for every action um or event that's occurred during this investigation or instant so as you see here you'll have full clarity on who actually reported this incident who accepted the incident what the date and time was and this civic locations giving you immediate information they're quite quickly and easily and your action log essentially will be always tagged to this particular instant and there again you'll be able to see the user login and the date they actually close out this action you can also set in approvals for this so ensuring that individuals will be able to have this signed off by a manager whomever prior to closing out this instant investigation and then finally giving you again not intuitive dashboard reporting so being able to track all those actions make sure that if anything is going overdue you're well aware of that and can set a motion in place to get that resolved but as well giving you some metrics on how long do our investigations take how long do these actions take to actually close out and what are most of our actions actually related to by using that trending information you should be able to predict and hopefully prevent these instance from occurring in the future so finally why do we care to prove this duty of care as a business so first and foremost it's our responsibility morally and ethically to protect our employees and anyone else that could be potentially affected by the business secondly as we all have seen in media over recent weeks and months reputation can be immensely damaged by a high-profile health and safety situation businesses do need to take this into consideration and make sure they're protecting the stakeholders for the business as well as employees hand-in-hand and finally the financial implications as we spoke there earlier the HSE fines and prosecutions are tremendous in recent years and months and this can drastically impact a business that isn't able to potentially absorb those fines so really acting proactively and potentially investing in your health and safety from that manner will enable you to reduce those financial implications later on so thank you very much for your time today on the webinar as I mentioned any questions that you've actually input today will be will email those answers back to yourself and a recording will be made available here to yourselves shortly thanks very much for joining us