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UNIT 4 UNIT 4

RECORDKEEPING AND RECORDKEEPING AND DOCUMENTATIONDOCUMENTATION

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Given an incident description and Given an incident description and working in small groups, the students working in small groups, the students will identify three documentation tasks will identify three documentation tasks to be performed by the Incident Safety to be performed by the Incident Safety Officer (ISO).Officer (ISO).

OBJECTIVEOBJECTIVE

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INTRODUCTION TO INTRODUCTION TO RECORDKEEPING AND RECORDKEEPING AND

DOCUMENTATIONDOCUMENTATION

• Primary responsibility of the Health and Primary responsibility of the Health and Safety Officer (HSO)Safety Officer (HSO)

• Incident Safety Officer's functionIncident Safety Officer's function

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FIREFIGHTER FATALITY AND FIREFIGHTER FATALITY AND INJURY DATA INJURY DATA

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Statistics influence and affect the Statistics influence and affect the safety of department personnel and safety of department personnel and operations by showing trends that operations by showing trends that indicate improvement or regression in indicate improvement or regression in firefighter fatalities, accidents, and firefighter fatalities, accidents, and injuries.injuries.

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ONDUTY FIREFIGHTER DEATHSONDUTY FIREFIGHTER DEATHS1977-19931977-1993

00

5050

100100

150150

200200

157157171171

124124

138138 135135

125125113113

119119 126126121121

130130 136136

117117107107 107107

7575 7777

7777 7878 7979 8080 8181 8282 8383 8484

8585

86 86

87 87

8888

8989

9090

9191

9292

9393

1919

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AGENCIES GENERATING DATAAGENCIES GENERATING DATA

• National Fire Protection AssociationNational Fire Protection Association

• United States Fire AdministrationUnited States Fire Administration

• International Association of FirefightersInternational Association of Firefighters

• National Fire Incident Reporting SystemNational Fire Incident Reporting System

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How many of the departments How many of the departments represented in class maintain data on represented in class maintain data on accidents, occupational injuries, and accidents, occupational injuries, and occupational exposures?occupational exposures?

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INCIDENTS THAT NEED TO BE INCIDENTS THAT NEED TO BE DOCUMENTEDDOCUMENTED

• FatalitiesFatalities

• AccidentsAccidents

• InjuriesInjuries

• IllnessesIllnesses

• Occupational illness and health Occupational illness and health exposuresexposures

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IMPORTANCE OF IMPORTANCE OF RECORDKEEPINGRECORDKEEPING

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Why is it important to maintain Why is it important to maintain departmental accident and injury departmental accident and injury records?records?

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OCCUPATIONAL SAFETY AND OCCUPATIONAL SAFETY AND HEALTH ADMINISTRATIONHEALTH ADMINISTRATION

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23 States and 2 Territories are 23 States and 2 Territories are covered by State OSHA programs covered by State OSHA programs that include mandates for firefighters.that include mandates for firefighters.

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Remaining States are covered by Remaining States are covered by Federal OSHA, which does not include Federal OSHA, which does not include municipal or volunteer firefighters.municipal or volunteer firefighters.

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OSHA LOG 200OSHA LOG 200

• Requires employer to list all fatalitiesRequires employer to list all fatalities

• List all nonfatal injuriesList all nonfatal injuries

• List all nonfatal occupational illnessesList all nonfatal occupational illnesses

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OSHA Log 200 must be posted from OSHA Log 200 must be posted from February 1 to March 1 of each year.February 1 to March 1 of each year.

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OCCUPATIONAL INSURANCEOCCUPATIONAL INSURANCE

• Workers' CompensationWorkers' Compensation

• Private insurancePrivate insurance

• Self-insuranceSelf-insurance

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Legal liability can exist for an employer Legal liability can exist for an employer not providing insurance.not providing insurance.

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Who maintains the OSHA Log 200 in Who maintains the OSHA Log 200 in your department?your department?

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How does the injury reporting process How does the injury reporting process work in your department?work in your department?

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TYPES OF DOCUMENTATIONTYPES OF DOCUMENTATION

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DOCUMENTATIONDOCUMENTATION

• Department policyDepartment policy

• Governmental/Jurisdictional policyGovernmental/Jurisdictional policy

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TYPES OF INCIDENTS THAT TYPES OF INCIDENTS THAT MUST BE DOCUMENTEDMUST BE DOCUMENTED

• Fatalities--PSOB Act for line-of-duty Fatalities--PSOB Act for line-of-duty deathsdeaths

• AccidentsAccidents

• InjuriesInjuries

• Occupational illnessesOccupational illnesses

• Occupational exposuresOccupational exposures

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SUPERVISOR'S RESPONSIBILITY SUPERVISOR'S RESPONSIBILITY FOR DOCUMENTATIONFOR DOCUMENTATION

• Appropriate reports completedAppropriate reports completed

• Requests assistance as neededRequests assistance as needed

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INCIDENT SAFETY OFFICER'S INCIDENT SAFETY OFFICER'S RESPONSIBILITYRESPONSIBILITY

• Initiates an investigationInitiates an investigation

• Requests additional resources as neededRequests additional resources as needed

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ADDITIONAL RESOURCESADDITIONAL RESOURCES

• Law enforcementLaw enforcement

• MechanicsMechanics

• Structural engineersStructural engineers

• Industrial hygienistsIndustrial hygienists

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ADDITIONAL RESOURCES ADDITIONAL RESOURCES (cont'd)(cont'd)

• Fire protection engineersFire protection engineers

• Testing laboratoriesTesting laboratories

• Fire investigatorsFire investigators

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VITAL INFORMATION FOR VITAL INFORMATION FOR DOCUMENTATIONDOCUMENTATION

• Date and timeDate and time

• Name of supervisorName of supervisor

• Street locationStreet location

• Date and time supervisor was notifiedDate and time supervisor was notified

• Type of activityType of activity

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VITAL INFORMATION (cont'd)VITAL INFORMATION (cont'd)

• Employee dataEmployee data

• Employee assignmentEmployee assignment

• Brief description of incidentBrief description of incident

• Type of injury/Type of damageType of injury/Type of damage

• Replacement cost of equipmentReplacement cost of equipment

• How to prevent from recurringHow to prevent from recurring

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Document an injury to a firefighter Document an injury to a firefighter who sprains an ankle at a fire and who sprains an ankle at a fire and requires treatment at the local requires treatment at the local hospital!hospital!

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ACCIDENT AND INJURY ACCIDENT AND INJURY ANALYSISANALYSIS

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IMMEDIATE SUPERVISORIMMEDIATE SUPERVISOR

• Begun immediatelyBegun immediately

• Per department policyPer department policy

• Submit documentation per protocolSubmit documentation per protocol

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INCIDENT SAFETY OFFICERINCIDENT SAFETY OFFICER

• Involvement based on severity and type Involvement based on severity and type of incidentof incident

• May involve HSOMay involve HSO

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FIREFIGHTER FATALITY FIREFIGHTER FATALITY ANALYSISANALYSIS

• Police reportsPolice reports

• OSHAOSHA

• Insurance companyInsurance company

• PSOBPSOB

• OtherOther

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CONFIDENTIALITYCONFIDENTIALITY

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INCIDENT SAFETY OFFICER'S INCIDENT SAFETY OFFICER'S RESPONSIBILITYRESPONSIBILITY

• Maintains confidential informationMaintains confidential information

• Any medical reports forwarded to fire Any medical reports forwarded to fire department physiciandepartment physician

• Occupational exposuresOccupational exposures

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The key for the ISO is to ensure that The key for the ISO is to ensure that confidentiality is maintained when confidentiality is maintained when working with medical records.working with medical records.

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POSTINCIDENT ANALYSISPOSTINCIDENT ANALYSIS

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VIDEOVIDEO

"The Postincident Analysis--Positive "The Postincident Analysis--Positive Actions and Areas for Improvement"Actions and Areas for Improvement"

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INCIDENT SAFETY OFFICER'S INCIDENT SAFETY OFFICER'S INVOLVEMENT IN THE INVOLVEMENT IN THE

POSTINCIDENT ANALYSISPOSTINCIDENT ANALYSIS

• Address safety and health concernsAddress safety and health concerns

• Firefighter fatality or injuryFirefighter fatality or injury

• Occupational exposuresOccupational exposures

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SAFETY AND HEALTH ISSUES--SAFETY AND HEALTH ISSUES--POSTINCIDENT ANALYSISPOSTINCIDENT ANALYSIS

• PPEPPE

• AccountabilityAccountability

• Health concernsHealth concerns

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WHY CONDUCT A POSTINCIDENT WHY CONDUCT A POSTINCIDENT ANALYSIS?ANALYSIS?

• Improve incident safety; revise policy as Improve incident safety; revise policy as neededneeded

• Review incident operationsReview incident operations

• Identify training and education needsIdentify training and education needs

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Activity 4.1Activity 4.1

Reporting Procedures and Reporting Procedures and DocumentationDocumentation

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SUMMARYSUMMARY

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Recordkeeping and documentation Recordkeeping and documentation provide a valuable source of provide a valuable source of information to determine trends and information to determine trends and issues.issues.

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If recordkeeping is not completed or is If recordkeeping is not completed or is done improperly, liability problems done improperly, liability problems can occur.can occur.

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The ISO is responsible for the The ISO is responsible for the reporting and documentation process reporting and documentation process for incidents he/she is investigating.for incidents he/she is investigating.

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The PIA is a critical factor for The PIA is a critical factor for improving the safety and health improving the safety and health process and the ISO must be part of process and the ISO must be part of this process.this process.