Signed Electronically First Aid Incident Report Made Easy

Signed electronically first aid incident report

hello everyone my name is Holly Markey Safety Director with approach management services and I'd like to welcome everyone to the OSHA record-keeping class with the new electronic reporting updates for 2020 before we begin I'd like to talk about the purpose of OSHA record-keeping the purpose of record-keeping is to gather data about workplace injuries on a national level OSHA collects this data for statistical purposes only an important thing to remember is that OSHA record-keeping is completely separate from lni claims my point is that when you decide if an injury or illness is recordable or not it has nothing to do with the workers L&I claim it also doesn't mean you as an employer have done anything wrong so what do you need to do OSHA record-keeping requirements depend on your company's size and industry employers who had ten or fewer employees do not need to keep records and play employers who had more than ten employees must keep records now if you're a small employer and you fluctuate closely from ten to eleven employees each year I suggest you keep records continuously but there are some things all employers must do the Bureau of Labor and Statistics also known as the BLS sends out surveys annually to randomly selected employers to gather injury and illness data nationwide the BLS then publishes the data so you can compare your incident rate to national averages if you get our survey request in the mail you must do what is requested now who must be counted towards your total employee count all employees on your payroll would include salary hourly part-time seasonal and executive staff count them toward your total employment and Rick their injuries this would include any temporary workers you will have hired through a labor agency you do not count sole proprietors partners or employees of subcontractors so how do you know when to record to be recordable the incident must be work-related it must be a new incident and not an unrelated flare-up of an old condition and it must require either time loss light duty or medical treatment beyond first-aid this is important to remember kept on salary or Kos is the same as time loss you will record kept on salary days the same as time loss days because the employee wasn't able to work a full day if you can answer yes to any of the following four questions then the injury is recordable the first question was the employee at work and engaged in duties that benefited the employer the second question did the employee go to the doctor and receive medical treatment beyond first aid now stitches are recordable and a bandage is not we have included in your handouts what is considered medical treatment and what is considered first-aid according to the rule please be sure to take a look at this document you will find it very helpful the third question did the employee miss work as a result of the injury illness and the fourth question did the employee return to work in a restricted or light duty position we have also included a flow chart in your handouts to help you decide when to record many clients have commented how helpful the flow chart can be so we encourage you to use it so let's talk about general recording criteria you always record a work-related injury or illness if it results in death days away from work also known as Kos restricted work or a job transfer also known as light duty medical treatment beyond first-aid loss of consciousness or a significant injury or illness diagnosed by a licensed healthcare professional we have looked at the general recording criteria now let's take a look at specific reporting criteria specific recording criteria are significant injuries or illnesses diagnosed by a licensed healthcare professional examples are shown on the screen needle needle stick and sharps injuries medical removal from work under a wishes standard such as chemical or LED exposure occupational hearing loss and tuberculosis here are examples of the forms and how you will fill them out first you must complete an osha 301 form incident report or an equivalent this form must be filled out within seven days of the incident the first block is used to provide information about the employee who is injured and the clinic information identify who was filling out the form and the date it was created and here we have the third block is used to provide information about the accident and what happened you then take the information from the osha 301 to complete the OSHA 300 log as shown on your screen in columns a through F URI you record details about the incident check only one box for each case and columns G through J whichever is most severe for example a day completely away from work is more severe than being able to work part of the day so they've checked box H in the example on your screen in column K you will record the number of days for kept on salary or time loss in column L you will record the number of days for light duty now here on the right you will see the specific recording criteria we just talked about in Section M one through m six you only check one box as well this shows an example of an injury where the employee had five days away from work due to an injury if the employee had five days away due to a respiratory illness you would only mark one box in Section M three for respiratory condition remember that when either column K or L reach 180 days are both columns combined reach 180 days you can stop recording according to the rule here is an example of an OSHA 308 or summary if you're using the electronic reporting form it will automatically fill-in them from information from your OSHA 300 log on to your OSHA 300 a and here I just brought up on the screen where it automatically filled the totals from the columns from the osha log onto your OSHA summary the electronic reporting form is included in the handouts and it is much easier to use than completing the form manually so please consider using it you will also need to fill out some additional information on the right-hand side of the form which I've just brought up on the screen the name of your establishment your Naik's code the average number of employees you employed for the year and the total hours worked by those employees for the year you also must have an executive review the document and sign it then it's important for you to remember after that's completed to post the summary from February 1st to April 30th in a location where you usually post notices for your employees all of these records then the 301 the 300 and the 300 a must be retained for five years there are formulas for computing your total recordable case rate and your days of a restricted light duty rate the electronic reporting form also known as the injury tracking application will calculate these rates for you and we will demonstrate this for you shortly now we are going to talk about the electronic log requirement that goes into an effect January 1st 2020 in Washington State you must submit the data from your OSHA 300 a by March 2nd of 2020 then continue to submit your data annually for each year thereafter you must electronically report if your company has more than 250 employees and are not exempt or if your company employed between 220 and 249 employees in any one location and ARCA listed in the required reporting industries listed on the slide are some types of businesses who must electronically report the complete list of businesses who must electronically report is found in Appendix B and included in your handouts as well another bit of information about Appendix B is that each business is listed by your Naik's code when electronically reporting injury and illness records you must also provide your federal tax identification number used by your establishment this information is reported and tracked by the Occupational Safety and Health Administration or OSHA for their own statistical purposes labor and industries Division of Occupational Safety and Health also known as Dasch is not notified when employers submit this information to OSHA and there is no enforcement in place at this time by Dasch another item that came out in the rule is that if you are required to electronically report your summary to OSHA and you and you receive a letter from the Bureau of Labor and Statistics you must complete both do what BLS it has requested and electronically report so you have to do both here is the website address for access to the OSHA electronic reporting form you can just type it into your web browser injury tracking tracking application and it will come up another tip is that on the website it says you can upload a CSV file containing your 308 summary data and per my conversation with an IT representative from OSHA he said it's much easier to enter the data manually if you're from a smaller establishment and I will demonstrate that for you now I will demonstrate how the injury tracking application works this is the injury tracking application screen that you will first arrive at what I did was I typed into the browser internal tracking application and this is the screen that came up right over here on the right you're going to click on launch the injury tracking application then what is going to come up is this web page where you will enter your user name or your email address which I have already done and you will enter your password and then you will click login it will bring you to this page where you're going to enter your company information create an establishment and then we'll go to the next page and it add your osha um summary and then you're gonna submit your data and then it sends a confirmation email i'm going to create my establishment and we're gonna call my establishment i'm going to enter my employer identification number here it says it's the wrong format this is a test site so don't worry about that and here i'm gonna just put JW on my company name I'm gonna put my address in my city and my state it's a drop-down list and my zip code this is something really slick on this website so if I typed in logging all of the snakes codes the North American industrial classification systems numbers for logging are going to come up so whatever your business is you can type in that right here and pick your next code from the drop-down list so I'm going to click typing construction and I'm just going to click on construction sand and gravel dredging I'm going to scroll down the next question is what was the maximum number of employees at this establishment for this year and I'm gonna click on between 20 and 249 then it's going to ask you here is this establishment part of a public sector government entity I'm gonna say no because I'm private I am NOT part of state government or nor municipality and I'm going to save this it brings up the next page where you can look and review what you've entered into the system to make sure it's all correct if you would like to edit it or remove it you do that we're using these two tabs I am going to scroll down now because everything's correct and I'm going to add my 300 a summary right here I want you to click on this and answer at first did any recordable work-related injuries or illnesses occur at your establishment and this year and I'm going to say yes if you don't click on one of these then it won't save it when you're completing this page the bottom so you have to click yes or no annual average never number of employees I'm gonna put forty number of hours worked I would like you to notice that there are boxes down here explaining what you're filling in the information so it's good to read through that I had zero deaths I'm going to use the example that I did in the training that I had one employee with five days with Kos due to an injury so I know I had cases with days away from work I had one case there was no light duty and there were no other recordable cases here watch if I type in zero it's gonna notify me that this is not correct because if I had one day with cases away from work I've got to have a value in this box right here so it does tell you when you've you're entering data incorrectly so I'm gonna put five because this is the example of with five days away from work and I had zero light-duty days here again if I put zero it's gonna injuries oh it didn't flag me but anyway I had one there it did flag me watch Sarah it's gonna tell me I have to have C total numbers of injuries is required because I have something marked in H and I have days away from work in column K so they know I've had an injury so I have to enter a value in there one I had no skin disorders no respiratory problems no poisonings no hearing loss and no all other illnesses now I'm going to go down here and save if you get to this box and you won't let you save it that means that you forgot to fill in this area up here sorry my mouse is there you go so you have to you have to put a value in here in order to save this page I'm gonna save it now I will show you at the very bottom here what it has done for the information that I've entered into the system it's automatically calculated my total case incident rate and it's automatically calculated in my days away restrictions and transfer rate so that is a good thing about the system also down here at the bottom frequently asked questions you can click on this and utilize it if you have a question and it might have been answered by another business in the nation a help request form is right here I have used this and I sent an email I got a response within 30 minutes you can always call us for assistance as well and that is how you enter the data into the internal tracking application system and I would like to thank everyone for attending today's class please feel free to contact either myself Holly Markey Amy Davidson or Julio solace at approach management services with any additional questions thank you and have a wonderful day