Completing an Incident Review

Creation date: 6/9/2022 10:24 am Updated: 1/3/2024 10:34 am

Once an incident has been submitted by an employee, it will need to be reviewed. Those that are set as Branch Health & Safety contacts, or the allocated Company H&S contact are able to investigate. To learn more about setting up branch H&S contacts, click here.

When an incident is recorded at a corresponding branch, an email will be sent to the respective branch H&S contact(s), as well as the person involved, and the manager of the person involved. If an incident location is set to 'Other', an email notification will be sent to the Company H&S contact instead of at branch level.

Any new / outstanding incidents will also show on your Engage dashboard when you log in.

Assigning Reviewers to an Incident

Anyone marked as a branch H&S contact or a company H&S contact (or anyone with Admin: Companies) authority has the ability to see incidents respective to their branches and can be assigned as a reviewer.

Please note, an employee's manager will not be able to investigate an incident - the manager will need to be a branch H&S contact in order to complete an investigation. You are able to assign H&S contacts from other branches to investigate incidents from other branches as needed.

To assign someone as a reviewer, click on Complete Incident Report next to the relevant incident. You can then select them from the 'Assign Reviewer' section. Once assigned, the H&S contact will receive an email notification, as well as feature on the Current Reviewer column on the incident listing screen.

Editing an Incident

If you come across a situation where you need to make amendments to the base information that was recorded, you are able to Edit the incident to make changes. Please note that when you Edit base information, this will re-trigger email notifications for the employee involved, their manager, and the branch H&S contacts. The changes will also be captured in the Change Log.

Investigating an Incident

To investigate an incident, click on Complete Incident Report next to the relevant incident. You will then need to fill in the form. To reflect on the incident information, click on the arrow next to 'Reported Incident Details - Status' to expand this field.

After you've filled in the form, you are able to either Save, which allows you to save your progress so far. After clicking on Save, it will change the status of the incident to 'In Progress'. Once you have filled in all fields and closed off all actions, you are able to Save and Complete to close off the incident. Please note you will not be able to make amendments to closed incidents.

Re-Opening an Incident

If you have a situation where you need to re-open an incident to make amendments, you can do this by clicking on 'View' next to the Closed incident, and clicking on Re-Open Incident at the bottom of the 'Incident Report' tab.

When you Re-Open an incident, it will change the status of the incident to Submitted, and you will be able to make changes. You will need to Save and Complete the incident investigation to re-close the incident.

You are also able to Download an Incident report here, which extracts a PDF of incident information with your company branding on it.

Adding Attachments to an Incident Report

To add an attachment to an incident, you can either attach this while you are entering a new form, or you can click 'View' next to the relevant incident and upload in the Attachments tab by clicking 'New Attachment'.

If an incident is logged as an Injury, you will see an Injury Management tab. You are able to store any ACC or injury-specific documents here, which you can categorise and set expiry dates with reminder notifications to specific employees as needed.

Adding Actions to an Incident Report

To add an action to the incident, click 'View' next to the submitted Incident, and click on 'New Action' under the Actions tab.

Once an action has been assigned, the relevant employee will receive a notification on their Engage Dashboard under Open Actions, or under 'Your Actions' in the Engage app.

All incidents entered also come with a Change Log, as well as appear on a variety of reports.

If you have any further queries about Engage or Incident Reporting, please email support@engagesolutions.co.nz and we will get back to you as soon as we can.