Work accidents and discipline

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.

To create a work accident entry: 

1. Go to the Health & Safety > Work accidents section and click on the + Add button.

2. Select the employee from the drop-down and complete the fields related to the accident.

3. In order to add the missed days to the accident, uncheck No absence days to add a start and end date of absence and thus see the calendar of the missed days. In the event of a partial return or temporary assignment, it is important to edit the days missed to remove the days worked. 
   No absence entry will be made when saving, as this is informational only. For information on how to create an absence request, refer to the article Create an absence entry for an employee.

4. If the file is consolidated, you must select Consolidated file and add a consolidation date.
   ⚠️Warning: a consolidated file cannot be edited. You can easily re-open it by clicking on the file icon in the file status column of the work accidents analysis page.

5. Click on Save. 

💡TIPS AND TRICKS

You can leave some fields untouched depending on the information you have on hands. You will be able to add the other information as you go. 

The severity of the accident will not be considered in your KPI statistics. Each of the accident entries will be equal to the value of 1 per accident.

1. Go to the Health and Safety > Work accidents section.

2. Locate the work accident entry, click on Update under the Profile notes column.

3. A window will open. To add a note, enter the date and your notes in the empty fields at the bottom of the window. If needed you can also add attachments.

4. Click on Add to save changes.

To delete a work accident entry:

1. Go to the Health and Safety > Work Accidents  section

2. Locate the request to delete

3. Swipe right until you see the paper/pencil icon to access editing

   

4. On the editing page, click on delete at the bottom left

5. Confirm the deletion

After adding a note to a work accident, a reminder will appear on your home page 2 weeks before the date indicated in the note on file. The reminder will disappear the day after the date indicated in the accident file note.

You can also see the notes by going to Health & Safety > Work Accidents and clicking on Update under the Profile Notes column.

For more information on how to enter a work accident, please refer to the article Create a work accident entry.

Follow the steps below to add a discipline to an employee:

Adding a Discipline

There are two ways to add a discipline to an employee:

• Through the employee's profile directly under the discipline tab then + Add
• Through the Employees > Disciplines module and + Add (best if you have several disciplines to add)

When you click on + Add, simply fill in the required fields and save. You can also add attachments.

Editing or deleting a discipline

When you go through Employees > Disciplines, you can view the disciplines added according to a chosen date. Click on the pencil icon to edit the entry or delete it. You can also click on the paperclip icon to view attachments (if any). 

View the summary

Click on Employees > Disciplines > View Summaries to access the summary of disciplines for the entire company. You will see all employees with visual alerts (green, yellow, red) according to the standards configured beforehand. You can also configure a different standard for each month. To do this, go through Company > Norms.