Injury Logging Procedure

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What to do for Volunteer Injuries

If someone is injured, we need to do several things. Note: this is to be taken as an additive to what is taught in the first aid class at the Red Cross.

  • Assess the situation. Does the volunteer need professional medical attention?
  • Give First Aid treatment if certified, or find someone who is!
  • Call an ambulance if person is unconscious, if person is conscious offer to call ambulance (person needs to say yes/no)
  • Grab the red Volunteer ER folder (top drawer: Donor Desk)
  • Fill out page 1 (Section A & B) of the Special Risk Accident Claim Form located in the RED folder.
  • If the injured volunteer is a Multnomah County Community Service ("CS") Volunteer, use the specifically designated forms in the red folder and follow the procedure for Multnomah County CS volunteers below.
    • Staff completes section A & signs
    • Injured Volunteer completes section B & signs @ bottom (section C is optional)
  • Make a copy of the 1st page of the form
    • Send Volunteer for treatment with copy of 1st page AND Volunteer ER Card from RED folder
    • The Volunteer ER card (same info @ top of form) provides the hospital with info to verify Volunteer Coverage
    • Place original, completed form in ______'s inbox for processing/filing
  • Use the info from the form to create a ticket in the "Incident Reports" queue in RT

The Volunteer ER cards are located in the RED folders. The file is here: Dead trees#Office

IMPORTANT!!

  • Volunteers are now covered by our Volunteer Accident Policy as of September 18, 2009, NOT Workers' Compensation.
  • There is a DIFFERENT FORM for "Accidental Death of a Volunteer" (located within red folder)
  • There is a DIFFERENT FORM for "Accidental Dismemberment/Paralysis of a Volunteer" (located within red folder)

Multnomah County CS Volunteers

Free Geek has a signed agreement with Multnomah County that says we will:

a. Ensure that the proper medical care is provided by providing on-site first aid and if deemed necessary summon medical assistance when appropriate;

b. remind the volunteer to contact the Multnomah County CS Program within one working day to complete the insurance paperwork;

c. notify the Multnomah County CS Program within one working day of the injury; and

d. write a summary of the accident which will include: 1) name of the volunteer; 2) description of the accident; 3) name of witness(es); and, 4) date, time, and location of the accident.

Free Geek must send a copy of the report to the Multnomah County CS Program within one week after the occurrence of any accident:
Multnomah County Alternative Community Service Program
Department of Community Corrections
421 SW 5th Avenue, Suite 600
Portland OR 97204
503.988.3007
fax = 503.988.4574

What to do for Employee Injuries

If someone is injured, we need to do several things. Note: this is to be taken as an additive to what is taught in the first aid class at the Red Cross.

  • Assess the situation. Does the employee need professional medical attention?
  • Give First Aid treatment if certified, or find someone who is!
  • Call ambulance if person is unconscious. Offer to call an ambulance if person is conscious.(person needs to say yes/no)
  • Ask them for current phone number to reach them for follow-up (and questions).
  • Give employee an "Employee Emergency Injury Info" card, whether or not they decide to seek treatment.

The Employee ER cards are located in the BLUE folder at the Donor Desk. The file is here: [1]

  • Send employee for treatment (via ambulance, other ride, parent, etc.)
    • If they refuse, still hand them the info card should they seek treatment later.
  • Fill out an "Report of Job Injury or Illness" located in the BLUE folder (top drawer of Donor Desk)
  • ALSO, use this same info to create a ticket in the "Incident Reports" queue in RT, or emailing managers at freegeek (if you don't have a rt account)
  • Give this form to Mark or Richard to fax to Kristi, our claims contact via JD Fulwiler

IMPORTANT!!

  • Employees are covered by our Worker's Compensation Insurance, NOT our General Liability Insurance.

What to do for Customer/Donor Injuries or Incidents

If a donor or customer is injured or incurs damage to their property (i.e. cart hits car), this is a General Liability situation. Note: this is to be taken as an additive to what is taught in the first aid class at the Red Cross.

  • Assess the situation. Does the individual need professional medical attention?
  • Give First Aid treatment if certified, or find someone who is!
  • Offer to call an ambulance if the situation warrants (person needs to say yes/no)
  • Contact a Manager

Collect from injured party or damaged property owner:

  • Full Name
  • Full Address
  • Phone numbers
  • As much detail as possible about events, property involved, etc.
  • Write down their version of events and read it back to them, later note this info in RT under "Incident Reports"
  • After their departure, collect eye witness info from staff/volunteers in the area of, or involved in, the incident
  • Give the injured party, or owner of damaged property, a business card and a specific staff contact. The manager present & staff dealing with incident are the best choices.

IMPORTANT!!

  • There are no forms to fill out or ER cards to disperse: Document incident on paper and in RT, convey to manager, give person a business card with specific staff contacts.
  • Customers/Visitors and their property, if we are found liable, are covered under our General Liability Insurance.
  • Richard/a manager will follow-up with individual and if treatment/compensation is sought, Richard/a manager will pursue compensation or report with General Liability Insurance.

What to document in RT/Incident Report Queue

  • Name of person
  • Date of Injury/Incident
  • Type of Injury/Incident
  • Action required
  • Actions completed
  • Full contact info: Address & Phone numbers

What OSHA says

Every employer who is subject to OSHA and has more than 10 employees is required to maintain records relating to employee injuries and illness. This illness and injury log may be kept on a form developed by OSHA, known as Forms 300 and 300A log and summary. Although the records are generally not filed with OSHA, they must be maintained at the worksite for a five-year period and made available to employees and OSHA inspectors. Free Geek's injury logging queue in the RT-system fulfils this requirement. Required log entries must be made within seven days. OSHA defines recordable data as any new, work-related injury or illness which also meets one or more of the following conditions:

  • Death or loss of consciousness
  • Results in one or more days away from work
  • Restricted work activity or job transfer
  • Requires medical treatment beyond first aid, or
  • Is a recordable condition listed in a regulatory supplement