★ Work Accidents: Upcoming Changes

The new Work Accidents module brings together your company’s employee accidents, their follow-up notes and their consolidation.

This article gives you an overview of what to expect and how to get around before the upcoming release.

Watch the video below for a quick overview.

Page overview

In Folks, go to the Health and safety > Work accidents module.

Work accidents are displayed in a table. To choose the columns displayed and their order, click the icon to the right of the table. The Employee and Accident date columns are always displayed.

Search, filter and sort options are also available. The Accidents not consolidated option shows unconsolidated accidents that occurred outside the selected period, meaning that all unconsolidated accidents will be shown.

To take action on an accident, click (More options) at the end of its row, then choose:

• View details - Opens the accident form.
• Edit - Opens the accident form so you can correct or complete the information. You can also edit by clicking the accident. Note that consolidated accidents cannot be edited.
• View file notes - Opens the file notes tab (see Add a note).
• Consolidate / Reopen file - Consolidates (closes) an accident file or reopens a file that has been consolidated. These actions are also available in the accident record (button in the top right).
• Delete - Deletes the accident.

Below the table, the Total row adds up the absence days for the accidents displayed. The number of accidents displayed appears in the bottom right, next to the pagination.

Actions

Add a work accident

You can create a work accident entry from the employee's profile or by following these steps.

1. At the top right of the page, click the + Add an accident button.
2. On the page that opens, select the desired employee. Check the Show inactive employees box if needed.
3. Select the accident date, event type and accident or illness type. These fields are required. You can also select the date the employer was notified and the affected body parts.
   Tip: Fill in the fields based on the information you have available. You can add the remaining information as you receive it.
   
4. Then add an explanation of the accident and enable the applicable options.
   • Impact - Indicate whether the accident caused an absence or whether a temporary assignment is offered.
     • For an absence, you must specify the start and end dates.
       Important: In the event of a partial return or temporary assignment, it is important to edit the missed days to remove the days worked. No absence entry will be created when you save, as this is for informational purposes only. To learn how to create an absence request, refer to the article Create an absence entry for an employee.
   • Prevention - Indicate whether corrective measures have been taken.
   • File - Indicate whether the accident was declared to the provincial compensation board (CNESST, WSIB, etc.), whether the file was contested or whether the file is consolidated.
     • For a declared file, you can enter the file number and the compensation agent's contact information. WSIB Form 7 is available only for companies in Ontario.
     • For a consolidated file, you can enter the file consolidation date. A consolidated (closed) file cannot be edited. You can only add notes and attachments to it or reopen it.
5. You can add up to 10 attachments.
6. When you are done, click Save.

Once the accident has been added, you can edit it, add more notes, consolidate it (if it has not already been consolidated) and delete it.

Add a note to an accident

Notes let you keep track of each step after the accident: medical visit, gradual return, conversations with the employee. You can add notes for future dates to get reminders on the home page, even for inactive employees. Notes for the next 14 days are displayed in the reminders section below the calendar. To add a note, follow these steps.

1. Find the accident in the list, for example by using the search.
2. Click it, then click the File notes tab, which shows the notes already entered.
3. Click + Add a note.
4. Enter the date (yyyy-mm-dd) and explanation. Both fields are required.
5. Add attachments if needed, up to 25.
6. Click Save.

To edit or delete a note, click (More options) at the end of its row. You can also export the notes.

Export accidents and view the summary

The Export button generates an Excel file of what is displayed on the screen. To choose the columns to export, click the icon.

The View summary button provides an overview of accidents by HR year, with statistics and the organization's norms. Clicking an employee displays all of their accidents.

Note that the summary displays only the employees you have access to, according to your permissions.