• When a person dies 
• When a person becomes unconscious 
• When a person suffers the loss of a limb or part of a limb 
• hen a person is injured or becomes ill, or is likely to die or suffer permanent physical defect 
• When a person is unable to work for 14 days or longer because of a work related incident
• When a ‘major incident’ occurs. 

• 
  
  
  Legal requirement of the COID Act in order to avoid fines and penalties
• Avoid direct payment of compensation costs 
• Indemnity against civil litigation from employees 
• Can claim 75% of salaries paid to employees during recovery period 
• Can use affected employee's sick leave for recovery period of 3 days or less as this cost to the employer cannot be recovered 
• Receive a rebate of assessments over a 3 year cycle. Claims of less than 24% of assessment 50% rebate (see compensation management guideline for more detail) 
   

• Management should keep record of all Section 24 incidents and any other incident where medical treatment or first aid is involved. 
   
• This must be done in the form of the prescribed Annexure 1 form as well as the Safer Workplace Injury and Trauma Accident Report. 
• 
  Records in this regard must be retained for a period of thirty years. 
   
• The incident site may not be disturbed without the consent of an inspector in the case where a person:
  
  
  • ?Dies 
  • ?Loss of limb or part of limb 
  • ?Is likely to die 
     
• Branch managers / safety representatives may however remove injured or dead or rescue persons from danger. 
   
• This does not apply to: 
  
  
  • ?Traffic accidents on a public road 
  • 
    ?Incidents at a private household 
  • 
    ?Accidents according to the Aviation Act 
• 
  The investigation should be performed by one the following persons: 
  
  • 
    Branch management or user of machinery 
  • 
    A person appointed by the manager to investigate the incident 
  • 
    The health and safety representative of the work area 
  • 
    A member of the health and safety committee 
• 
  The investigation should officially start within a period of 7 days and finalised as soon as is reasonably practicable, or within the contracted period in the case of contracted workers. 
• 
  Management must ensure that the incident (record) be examined by the health and safety committee.

The General Administration Regulations of the OHS Act state that the employer is required to maintain an incident record book in which all incidents requiring medical treatment other than first aid are recorded.

Ensure that you record these types of incidents on the Safer Workplace Injury & Trauma Accident Report.

Once you've completed the report and forwarded it to the HR - Remuneration department at Head Office, file a copy of the report as well as any related correspondence in the Health and Safety File.

Means – no damage, no injury or a close encounter with no loss of man hours or injury.


 

2.A warning may be issued to other business units if necessary. 


 

3.Register the incident with Head Office.

2. DAMAGE

 

DEFINITION

 

“damage”

Means – Incidents resulting in damage only, including spillages and / or damages to property, equipment, machinery, vehicles or any other items.



DOCUMENTATION REQUIREMENTS

Insurance Claims Checklist  
Notifiable Incident Report  

PROCEDURES

 

1.Internal Notifiable Incident report (NIR) to be completed with insurance claim forms where applicable and submitted accordingly. 

2.Documents to be copied to the business unit(s) responsible person for filing. 

 
3. Register the incident with Head Office 

 Insurance Claim Checklist

 Notifiable Incident Report

3. MINOR INJURY REQUIRING FIRST AID

 

DEFINITION

 

“minor injury requiring first aid”

Means – an incident resulting in a minor injury, which can be treated by the First Aider using first aid equipment on site.

 

 

DOCUMENTATION REQUIREMENTS

 

• First Aid Report 
   

PROCEDURES

 

1.Minor injury report form to be completed by the First Aider.


 

2.The completed form must be submitted to the business unit’s responsible person for filing. 


 

3.Register the incident with Head Office. 

 Click here First Aid Report

 

4. Medical Case

 

DEFINITION

 

“medical case”

Means – an incident resulting in the affected person needing external medical treatment by a private doctor, hospital or clinic. (Medical cases qualify for compensation.)

DOCUMENTATION REQUIREMENTS

 

• Injury and Trauma Accident Report 
• Employer's Report W.CI.2 
• First Medical Report W.CI.4 
• Annexure 1 
• Final or Progress Medical Report W.CI.5 
• Resumption Report W.CI.6
   

PROCEDURES

 

1.Summon the First Aider to assist in stabilising the affected person. 
 

2.Call the emergency services to transport affected person to the private doctor, hospital or clinic of their choice.

3.Complete the Injury and Trauma Accident Report for all cases of injury and trauma sustained during working hours to HR: Remuneration by calling [Insert number here] BEFORE seeking any medical attention and thereafter fax the completed report to [Insert number here]. 

4.Complete the Compensation Claim Form W.CI.2 Employers Report of an Accident, by filling in part A,  page 1. 

5.The last page (part B, page 1) is self-carbonised and perforated, tear it off and send it with the patient to the place of treatment 

6.For employees that are injured while off company premises, part B of the Compensation Claim Form W.CI.2 must reach the place of treatment as soon as possible after the accident 

7.A First Medical Report W.CI.4 must be obtained from the place of treatment as proof of medical case. 

8.The balance of W.CI.2 (part A, page 2) must then be completed in full 

9.Compensation Claim Form W.CI.2 (part A, page 1 and 2) must be attached to First Medical Report W.CI.4 
 

and

 

• copies made for the on-site file; 
• copies made for Head Office;
• send the original copies to the fund all within 7 days from date of accident by registered mail;
•  place copies of the documents on the Health and Safety File.
   

10.The affected person will continue to be treated whilst off work and this must be recorded as "Injured on Duty" on the daily attendance register. 

11.The employer must continue to pay the employee at least 75% of earnings for the first 3 months of recovery directly. 

12.If the affected person requires longer than 3 months for recovery, then the employer is entitled to transfer the 75% of earnings payment to the "fund using forum." This document must be supported by a medical report, and then a progress medical report for every month that the affected person is recovering after the 3 month period. 

13.The employee has up to 24 months within which to recover and cannot have his / her services terminated during this period. 

14.If after the 24 month recovery period the affected employee has not recovered, he / she will be classified as permanently disabled by submission of a medical report and compensation claim form. The employer is now entitled to replace the affected employee permanently as the fund will continue to pay the affected employee 75% of salary as a disability pension until death on condition that the fund accepts liability. 

15.When the affected employee returns after recovery, that person must submit a final medical report W.CI.5 to the employer before proceeding with their job. 

16.A resumption form, W.CI.6, must be completed by the employer recording time period off and salary rate during recovery. 

17.The resumption W.CI.6 and final medical report W.CI.5 must be copied for the site file Health and Safety File as well as the Head Office Health and Safety File, and then mailed by registered post to the compensation fund to close the case and claim 75% of salary paid to the affected person during recovery. This is one of the financial benefits of being registered with the compensation fund. 

 Injury & Trauma Accident Report

• 
   Employers Report of an Accident W.CI.2
• 
   First Medical Report W.CI.4
• 
   Annexure 1 Recording an Incident
• 
   Final or Progress Medical Report W.CI.5
• 
   Resumption Report W.CI.6

5. OCCUPATIONAL DISEASE

 

DEFINITION

 

“occupational disease”
 

Means – any disease mentioned in the first column of schedule 3 arising out of and contracted in the course of an employee’s employment. [Definition as per COID Act]

 

 

See OHS W.CI.1 for details and procedures on how to address this type of incident.

 

DOCUMENTATION REQUIREMENTS

• Employer's Report of Occupational Disease W.CI.1 

Injury & Trauma Accident Report 
 

PROCEDURES

 

1.Internal Notifiable Incident Report (NIR) to be completed with insurance claim forms where applicable and submitted accordingly.

2.Review W.CI.1 for additional procedures and documentation. 

3.Documents to be copied to the business unit responsible person for filing.

 

4.Register the incident with Head Office 

5.Place copies of the documents on the Health and Safety File

• 
   Employers Report of an Accident W.CI.2
•  Injury & Trauma Accident Report
   

6. CUSTOMER INCIDENTS

 

DEFINITION

 

“customer incidents”

Means – an incident that happens to a customer while he / she is on site at your business or any branch there-of.



DOCUMENTATION REQUIREMENTS

• 
  Notifiable Incident Report 

PROCEDURES 

 

1.Internal Notifiable Incident Report (NIR) to be completed with insurance claim forms where applicable and submitted accordingly. 


 

2.Documents copies to be forwarded to the business unit’s responsible person for filing there-of.


 

3.Register the incident with Head Office 
 

4.Place copies of the documents on the Health and Safety File

• 
  Notifiable Incident Report