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Incident Reporting System and Investigation Procedure
The CDC/ATSDR Incident Reporting System is designed to:
- track and analyze employee injuries and illnesses, property and vehicle damage, as well as serious events or near misses which might have resulted in personal injury, illness, or property and vehicle damage
- initiate the worker's compensation process, if necessary
- meet regulatory reporting requirements
All incidents (accidents resulting in injury or causing illness to CDC/ATSDR employees) and events (near-miss accidents) shall be reported in order to:
- Establish a written record of factors which cause injuries and illnesses and occurrences (near-misses) which might have resulted in injury or illness but did not, as well as property and vehicle damage.
- Maintain a capability to promptly investigate incidents and events in order to initiate and support corrective and/or preventive action.
- Provide statistical information for use in analyzing all phases of incidents and events involving CDC/ATSDR personnel.
- Provide the means for complying with the reporting requirements for occupational injuries and illnesses outlined in Section 19 of the Occupational Safety and Health Act of 1970.
4-00-20 Applicability and Scope
The Incident Reporting System requirements apply to all incidences involving CDC/ATSDR personnel arising out of or in the course of employment which results in (or might have resulted in) personal injury, illness, and/or property and vehicle damage.
- A. Incidents (Occupational injuries and illnesses)
- Injuries and illnesses that require reporting include those injuries and illnesses occurring on the job which result in any of the following: lost work time, restrictions in performing job duties, requirement for first aid or outside medical attention, permanent physical bodily damages, or death. Examples of "reportable injuries and illnesses include, but are not limited to, heat exhaustion from working in hot environments, strained back muscles from moving equipment, acid burns on fingers, etc.
- Other incidents requiring reporting include those incidents occurring on the job which result in any of the following: injury or illness, damage to a Government vehicle, fire/explosion, property damage of more than $100, or chemical releases requiring evacuation of at least that immediate spill area. Examples of reportable incidents include denting the fender of a Government vehicle, spilling 1 liter of sulfuric acid on the floor, and release of pressurized air through a leaking valve into a room.
- Examples of "non-reportable" injuries and illnesses include small paper cuts, common colds, and small bruises not resulting in work restrictions or requiring first aid or medical attention. Examples of other non-reportable incidents include, but are not limited to, dropping and breaking an empty glass sample bottle, knocking over 10 milliliters of sulfuric acid in a graduated cylinder under a fume hood and knocking a chair or table over.
- B. Events (Near Misses)
- Other incidents whÿÿh, strictly by chance, do not result in actual or observable injury, illness, death, or propedamage aÄr requio be reported. The information obtained from such reporting can be extremely useful in identifying and mitigating problems before they result in actual personal or property damage.
- Examples of near miss incidences required to be reported include the falling of a compressed gas cylinder, overexposures to chemical, biological, or physical agents (not resulting in an immediately observable manifestation of illness or injury), and slipping and falling on a wet surface without injury.
All CDC/ATSDR personnel have a responsibility to report all occupational injuries and illnesses, and other incidents or events under the CDC/ATSDR Incident Reporting System.
- A. Office of Health and Safety
- OHS has the overall responsibility for implementing the Incident Reporting System, including review of incident/event reports, recommendation of corrective and/or preventive actions, and maintaining recordkeeping required by federal regulations.
- B. Supervision
- Supervisors are primarily responsible for ensuring that the CDC/ATSDR Incident Report (CDC Form 0.304) and appropriate workers compensation forms (CA-1, CA-16, and/or CA-17) are completed and distributed as indicated on the forms in a timely manner.
- C. CDC/ATSDR Personnel
- All CDC/ATSDR employees must be familiar with the procedures for reporting occupational injuries and illnesses and hazardous conditions or situations in which employees may be potentially exposed. All CDC/ATSDR personnel have the responsibility to initiate the incident reporting sequence by informing their supervisors immediately of an actual or potential injury or illness as soon as possible after an incident has occurred.
- D. Occupational Health Clinic
- In addition to providing medical treatment for occupational illnesses or injuries, Clinic personnel are responsible for entering safety and health related data on all injuries and illnesses obtained from the CDC/ATSDR Incident Reporting Form (CDC 0.304) into the CDC/ATSDR Incident Reporting System.
4-00-40 Incident Reporting Procedures and Practices
This section describes the specific procedures that shall be followed by CDC/ATSDR personnel in order to effectively report occupational injuries and illnesses and other incidents or events.
- A. Incidents (Injuries and Illnesses)
- Serious injury or illness posing a life-threatening situation shall be reported immediately to the local emergency response medical services (Call 911).
- Injuries and illnesses shall be reported by the injured employee to his or her supervisor in person or by phone as soon after any life-threatening situation has been addressed. If the injured employee is unable to report immediately, then the incident should be reported as soon as possible.
- Upon notification of an occupational injury or illness, the supervisor should complete the Incident Report Form (CDC 0.304) and, if possible, send it with the injured employee to the Occupational Health Clinic. The Incident Report Form must be completed and forwarded to the Clinic even if the employee receives medical treatment at the hospital and/or from a private physician. A copy of the Incident Report Form can be found in Appendix A of this Chapter.
- B. Events
- Incidents not involving injury or illness, but resulting in property damage, must also be reported on CDC Form 0.304 within 48 hours of the incident.
- In cases of a fire or explosion that cannot be controlled by one person, vehicular accident resulting in injury or more than $500 worth of damage, or a chemical release requiring a building evacuation, the involved party must immediately report the incident to the emergency response services in the area (911 - police, fire, etc.) If injuries or illnesses occur, the reporting must follow those procedures outlined in Section A above.
- All near miss incidences are also required to be reported on the Incident Report Form within 48 hours of occurrence. In place of indicating the result of the incident (i.e., actual personal or property damage), the reporting person shall indicate the avoided injury or damage.
- Events, hazardous working conditions or situations, and incidents involving contractor personnel must be reported to OHS immediately (639-3112).
- C. Recordkeeping
- OHS will maintain the required OSHA 200 Log and Summary of (recordable) Occupational Injuries and Illnesses and the OSHA 101 Supplementary Record of Occupational Injuries and Illnesses for each calendar year.
- The required portion of the OSHA 200 Log and Summary of Occupational Injuries and Illnesses will be posted annually during the entire month of February throughout CDC/ATSDR facilities for the previous calendar year.
- Each individual field station must also maintain their own OSHA 200 Log and OSHA 101 for incidents occurring at their facilities or work areas. The same posting requirements as outlined above must be followed. OHS should be contacted [(404) 639-3146] for more specific information regarding this matter.
4-00-50 Incident Investigations
OHS personnel will review each reported incident and event to:
- determine if further investigation is required and then perform the investigation
- make recommendations for corrective and/or preventative actions necessary to reduce or eliminate hazardous conditions and monitor the status of the abatement actions.
4-00-51 CDC/ATSDR Health and Safety Manual
Each new employee shall be given a copy of the CDC/ATSDR Health and Safety Manual upon starting employment with CDC/ATSDR. This manual describes health and safety programs at CDC/ATSDR and is available to the employee as a reference dealing with health and safety issues.
To ensure that CDC/ATSDR personnel are cognizant of the CDC/ATSDR Incident Reporting System requirements and are aware of their own and other's responsibilities, a series of informational and instructional training opportunities exist.
Personnel new to CDC/ATSDR are encouraged to attend New Employee Orientation training which will inform them on CDC/ATSDR organizational structure, resources, and procedures. This orientation will ensure that new personnel are aware of the existence of this Manual and of its contents, and who the responsible persons in their organizations are.
The effectiveness of a program can only be accomplished if the program is implemented. Therefore, periodic reviews and audits shall be conducted to confirm that all employees have obtained a copy of this Manual and are familiar with the incident reporting requirements. Furthermore, review and auditing many include an inspection of report submissions and filing systems.
Implementation of the CDC/ATSDR Incident Reporting System will be effected through a combination of mechanisms. The general theme of these means is focused on program education, understanding, and awareness which includes:
- Distribution of the CDC/ATSDR Health and Safety Manual
- Training for supervisors
- Program review and audit
Appendix A
Incident Report Form
(Form not currently available online)
Health and Safety Manual Contents
Office of Health and Safety, Centers for Disease Control and Prevention,
1600 Clifton Road N.E., Mail Stop F05 Atlanta, Georgia 30333, USA
Last Modified: 1/2/97
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