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Incident and Accident Reporting

Knowing what to do in the event of an incident or accident helps to reduce stress, ensure you respond swiftly when something goes wrong and captures important details, which might be needed in the future.

What to do if someone is injured

If someone is injured at your place of business it’s imperative that you take immediate action to help those involved first, document the incident as soon as possible while details are fresh and contact your insurance representative. Make sure you and your staff know how to respond in an emergency.

How to report an incident or accident claim

Regardless of the type of incident, whether an injury, property damage or theft, it’s important that you immediately document the situation and contact your insurance representative. Documenting your incident response plan with the following steps will help you staff know how to respond in the event of such an event.

  1. Complete an incident report and include:

    • names and contact information of the person reporting the incident and all witnesses

    • a detailed description of the incident, with photos, if applicable

  2. Promptly notify your insurance representative of the incident. If an employee is injured, report the incident to your provincial Workers’ Compensation Board.

    • Note the name of the person to whom you report the claim. In the case of a dispute, this may be used to prove that the claim was reported.

  3. If you receive a Statement of Claim or other legal document from an injured party, or their lawyer, immediately submit it to your insurer. Your liability insurer typically covers legal defense and will engage a lawyer if necessary.

  4. If applicable, an adjuster will provide a Proof of Loss or other applicable form. Use it to document all details and costs related to the claim, such as repair work, hospital bills and lost income.

  5. Archive all reports and documentation in a secure location. Note that the length of time that legal action may be taken is called the statute of limitations. Consult with your lawyer to confirm the length of time information should be retained.

  6. Be prepared to communicate frequently with your insurance representative and/or adjuster frequently during the claims process.

Reporting procedures and protocols

Regardless of your industry, a standardized incident or accident report is a valuable tool for managing business risks and should be used to:

  • ensure employees know how and where to record information in the event of an incident or accident

  • capture complaints and document incidents where and when they occur before they become claims

  • establish a defense for claims that are presented years after an accident or loss event

  • analyze causes of incidents, accidents and loss events

  • identify weaknesses in current risk management policies and procedures

  • inform risk management improvements to prevent similar situations in the future and/or more serious losses

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