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REQUIREMENTS AND POLICIES MANUAL

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Injury Response and Review

    Title:

    Injury Response and Review

    Publication date:

    7/19/2013

    Effective date:

    9/30/2010

    BRIEF

    Policy Summary

    The Berkeley Lab Injury Response and Review policy for reporting and reviewing work-related injury or illness defines the actions that assure the Lab meets regulatory requirements and exercises sound business practice. Key Berkeley Lab expectations under this policy include:

    • Reporting all work-related injuries and illness to proper Berkeley Lab authorities
    • Reporting all work-related injuries and illnesses to Health Services
    • Ensuring appropriate health care is provided to all employees reporting a work-related injury or illness
    • Reviewing the event to:
      • Determine cause
      • Initiate control measures that will prevent or reduce the likelihood of recurrence

    Who Should Read This Policy

    All employees and non-employees at Berkeley Lab

    To Read the ES&H Program Details, Go To:

    http://www.lbl.gov/ehs/pub3000/CH05_1.html

    Contact Information

    Incident Reporting/Analysis Subject Matter Expert
    EHS Division

    Title:

    Injury Response and Review

    Publication date:

    7/19/2013

    Effective date:

    9/30/2010

    POLICY

    A. Purpose

    The Berkeley Lab Injury Response and Review policy for reporting and reviewing work-related injury or illness defines the actions that assure the Lab meets regulatory requirements and exercises sound business practice. Key Berkeley Lab expectations under this policy include:

    • Reporting all work-related injuries and illness to proper Berkeley Lab authorities
    • Reporting all work-related injuries and illnesses to Health Services
    • Ensuring appropriate health care is provided to all employees reporting a work-related injury or illness
    • Reviewing the event to:
      • Determine cause
      • Initiate control measures that will prevent or reduce the likelihood of recurrence

    B. Persons Affected

    All employees and non-employees at Berkeley Lab

    C. Exceptions

    None

    D. Policy Statement

    1. Reporting Injuries
      1. Berkeley Lab will review all work-related injuries and illnesses to understand what caused them, and to develop controls to prevent them from recurring.
      2. All work-related injuries and illness cases must be reported to Health Services.
      3. Various radiological incidents, chemical exposures, and environmental releases also require reporting and analysis. Consult with your Division Safety Coordinator, EHSS Division Liaison, or Health and Safety Representative for appropriate procedures in specific cases.
    2. Investigation and Determination of Causes
      1. The Injury Review Program collaborates with Division Safety Coordinators to tailor the most effective investigative approach for each case and oversees the investigation and analysis process.
      2. The Incident Review Program Investigator will ensure that appropriate causal analysis is conducted to determine direct, contributing, and root causes of the incident in accordance with the Causal Analysis Program Manual (PUB-5519[2]).
    3. Corrective Actions. Once causes have been determined and controls to prevent recurrence are identified and recommended, division line management follows the process described in the Issues Management Program Manual (PUB-5519[1]) .

    4. Reports and Documentation.The assigned Injury Review team will prepare the injury investigation report. The report will:
      1. Be completed within fourteen days from the report of injury
      2. Satisfy the content requirements of DOE Form 5484.3 (Individual Accident/Incident Report)
      3. Describe the activity and events leading up to the incident
      4. Describe any apparent, direct, contributing, or root causes
      5. Describe controls that will effectively prevent recurrence

    E. Roles and Responsibilities

    Role

    Responsibilities

    Division Safety Coordinators

    • Facilitate line-management ownership of the injury review through integration of their division's Integrated Safety Management (ISM) plan with the injury review process
    • Facilitate line-management ownership of issues management after an injury review

    Assistant Laboratory Director (ALD), Liaison, and Division Health and Safety Representative

    Contributes SME expertise and support review process at the request of Division Safety Coordinator or Injury Review Program

    EHSS Subject Matter Expert (SME)

    Contributes SME expertise and supports review process at the request of Division Safety Coordinator or Injury Review Program

    Incident Review Program Investigator

    Provides the professional skills and tools for incident investigation, causal analysis, recurrence-control development, and report preparation for all injury-review cases

    Incident Review Program Manager

    • Determines whether a review will be "division owned" or "institutional"
    • Assigns investigators for all injury reviews
    • Where appropriate, waives the requirement for a review for minor cases where a review is unlikely to add value

    Supervisor/work lead for injured employee

    • Initiates and owns overall investigation
    • Initiates an incident review
    • Requests support or oversight from Incident Review Program for completing the injury investigation, analysis, and report
    • Reviews, contributes to (as appropriate), and signs report prepared by the Incident Review Program Investigator
    • With assistance from the Division Safety Coordinator, submits corrective actions into the Corrective Action Tracking System (CATS)

    Injured employee

    • Reports injury to supervisor and Health Services
    • Participates in the incident review

    F. Definitions/Acronyms

    Term

    Definition

    Division ownership

    The injured employee's division bears responsibility and accountability for controlling factors related to the cause of an incident and can institute controls to prevent recurrence.

    Division line management

    The injured employee's supervisor or other line-management representatives, as defined in that division's ISM plan (such as the Division Safety Coordinator, a work lead, a principal investigator, or another individual with delegated authority and accountability)

    Institutional ownership

    The injured employee's division bears no or insignificant responsibility or accountability for factors related to the causes of an incident, and any controls identified to prevent the recurrence of an incident are likely to have an institutional foundation (e.g., controls developed by the Facilities Division, the Environment, Health, and Safety [EHS] Division, or another Berkeley Lab organization).

    Incident

    An unplanned event that resulted in injury, illness, other loss, or a near miss

    Near miss

    An unplanned event that under slightly different circumstances could or would have resulted in injury, illness, or other loss

    G. Recordkeeping Requirements

    Role

    Recordkeeping Requirement

    EHS Injury Review Program SME

    CAIRS (Computerized Accident Incident Reporting System)
    DOE F 5484.3, Individual Accident/Incident Report

    EHS Injury Review Program SME

    OSHA 300, Log of Work-Related Injuries and Illnesses

    EHS Injury Review Program SME

    OSHA Log 300A, Summary of Work-Related Injuries and Illnesses

    EHS Injury Review Program SME

    CAIRS Quarterly Hours Report, Update Days Away and Restricted Days

    H. Implementing Documents

    Document Number

    Other Reference Number

    Title

    Type

    07.03.002.001

    PUB-3000

    Injury Response and Review

    Program

    07.03.002.002

    PUB-3000

    Reacting to a Work-Related Injury or Illness Event, Work Process A

    Process

    07.03.002.003

    PUB-3000

    Notifications Following a Work-Related Injury, Illness, or Near-Miss Event, Work Process B

    Process

    07.03.002.004

    PUB-3000

    Procedure for Reviewing Work-Related Injury or Illness, Work Process C

    Process

    07.03.002.005

    PUB-3000

    Causal Analysis, Work Process D

    Process

    07.03.002.006

    PUB-3000

    Corrective Actions, Work Process E

    Process

    07.03.002.007

    PUB-3000

    Investigation Reports, Work Process F

    Process

    07.03.002.008

    PUB-3000

    DOE Report F 5484.3 – Individual Accident/Incident Report and DOE Computerized Accident Information System (CAIRS), Work Process G

    Process

    07.03.002.009

    PUB-3000

    Quarterly DOE Hours Report,

    Work Process H

    Process

    07.03.002.010

    PUB-3000

    Quarterly Quality and Assurance Review, Work Process I

    Process

     

    PUB-5519(1)

    Issues Management Program Manual

    Publication

     

    PUB-5519(2)

    Causal Analysis Program Manual

    Publication

    I. Contact Information

    Incident Reporting/Analysis Subject Matter Expert
    EHS Division

    J. Revision History

    Date

    Revision

    By whom

    Revision Description

    Section(s) affected

    Change Type

    1/2/2012

    0

    R. Fisher

    Rewrite for wiki (brief)

    All

    Minor

    7/19/2013

    1

    R. Fisher

    Rewrite for wiki (update to current)

    All

    Minor

    DOCUMENT INFORMATION

    Title:

    Injury Response and Review

    Document number

    07.03.002.000

    Revision number

    1

    Publication date:

    7/19/2013

    Effective date:

    9/30/2010

    Next review date:

    7/19/2016

    Policy Area:

    Incident Review and Reporting

    RPM Section (home)

    ESH

    RPM Section (cross-reference)

    none

    Functional Division

    EHS

    Prior reference information (optional)

    PUB-3000 Chapter 5.1

    Source Requirements Documents

    • PUB-3000 Chapter 1, Work Process E
    • PUB-3000 Chapter 3, Health Services
    • PUB-3851, Worker Safety and Health Program, Sections 4.6 and 7.7
    • 10 CFR 851, Worker Safety and Health Program
    • 29 CFR 1904, Recording and Reporting Occupational Injuries and Illnesses
    • DOE O 414.1D, Quality Assurance
    • DOE O 231.1B, Environment, Health and Safety Reporting

    Implementing Documents

    Document Number

    Other Reference Number

    Title

    Type

    07.03.002.001

    PUB-3000

    Injury Response and Review

    Program

    07.03.002.002

    PUB-3000

    Reacting to a Work-Related Injury or Illness Event, Work Process A

    Process

    07.03.002.003

    PUB-3000

    Notifications Following a Work-Related Injury, Illness, or Near-Miss Event, Work Process B

    Process

    07.03.002.004

    PUB-3000

    Procedure for Reviewing Work-Related Injury or Illness, Work Process C

    Process

    07.03.002.005

    PUB-3000

    Causal Analysis, Work Process D

    Process

    07.03.002.006

    PUB-3000

    Corrective Actions, Work Process E

    Process

    07.03.002.007

    PUB-3000

    Investigation Reports, Work Process F

    Process

    07.03.002.008

    PUB-3000

    DOE Report F 5484.3 – Individual Accident/Incident Report and DOE Computerized Accident Information System (CAIRS), Work Process G

    Process

    07.03.002.009

    PUB-3000

    Quarterly DOE Hours Report,

    Work Process H

    Process

    07.03.002.010

    PUB-3000

    Quarterly Quality and Assurance Review, Work Process I

    Process

     

    PUB-5519(1)

    Issues Management Program Manual

    Publication

     

    PUB-5519(2)

    Causal Analysis Program Manual

    Publication

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