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QHSE Glossary

Incident Reporting

The process of recording, investigating, and learning from workplace incidents, near-misses, and hazardous conditions.

Incident Reporting

Incident Reporting (Recording and Investigating Workplace Events) is a critical concept in quality, health, safety, and environmental management.

What Is Incident Reporting?

Incident reporting is the process of recording, investigating, and learning from workplace events including accidents, near misses, dangerous occurrences, and occupational diseases. An effective incident reporting system captures: what happened, when, where, who was involved, immediate causes, root causes, and corrective actions. Near miss reporting is critical — Heinrich's Triangle suggests that for every serious injury, there are 29 minor injuries and 300 near misses. Organisations with mature reporting cultures report 10-15 near misses per lost-time incident.

Incident Reporting Requirements Under UK Law

The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR) requires employers to report specified incidents to HSE within 10 days (or 15 days for over-7-day incapacitation). Fatal and specified injuries must be reported immediately by the quickest practicable means. Social Security (Claims and Payments) Regulations 1979 require all workplace accidents to be recorded in an accident book (BI 510). Failure to report RIDDOR-reportable incidents carries a maximum fine of £20,000 in magistrates' court or unlimited in Crown Court.

Key Components of Incident Reporting

  • Fatal injury
  • Specified injury (fracture
  • amputation
  • loss of sight)
  • Over-7-day incapacitation
  • Dangerous occurrence
  • Occupational disease
  • Near miss
  • Safety observation
  • Environmental incident

Incident Reporting in Practice

A logistics company (500 employees, 8 warehouses) implements Q-Hub for incident reporting. Previously averaging 3 reports per month (all accidents), within 6 months they receive 45+ reports per month (including 38 near misses). Mobile reporting with photo capture and GPS tagging reduces average time from incident to report from 4.2 days to 35 minutes. Root cause analysis reveals 60% of forklift near misses occur in the same 3 locations — leading to traffic management redesign that eliminates the hazard.

How to Manage Incident Reporting with Q-Hub

Q-Hub provides comprehensive tools for Incident Reporting management. The Incident Reporting module handles the core requirements. Combined with document control, audit scheduling, and training management, Q-Hub ensures your Incident Reporting processes are audit-ready at all times.

Related Terms

Want to see how Q-Hub handles Incident Reporting in practice? Book a demo or see pricing.

Related QHSE Terms

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  • Audit — A systematic, independent examination of processes, products, or systems to verify compliance with d
  • Bow-Tie Analysis — A visual risk assessment method that maps the causes of an event, the event itself, its consequences
  • CAPA — Corrective and Preventive Action — a systematic approach to investigating root causes of non-conform
  • COSHH — Control of Substances Hazardous to Health — UK regulations requiring employers to control exposure t
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