Of all the liability claims that occur each year, bodily injury and medical claims are seemingly at the top of the list. If your organization hasn’t experienced a slip-and-fall incident resulting in an injury, it is just a matter of time until you do, unfortunately.
If/when an incident occurs at your organization, you must capture essential information as quickly as possible. The more time that goes by, the more likely memories and details begin to fade. Your documentation will not only help expedite the claims process now, but the information you capture may help mount a defense against a claim of negligence against your organization months, or even years, after the incident.
We have provided below the essential information you need to capture (in no particular order).
WHO – We want to know who was involved in the incident. This not only includes the name and contact information of the person injured but also who was involved in providing aid. You also want to include the names and contact information of any individuals who witnessed the incident.
WHEN – We want to know when the incident occurred. This should include the date and time of the incident.
WHERE – We want to know where the incident occurred. Was it in an entryway, auditorium, parking lot? Were there environmental factors such as rain or snow? Be as specific as you can.
HOW – We want to know how the incident occurred. Did they trip over their feet? Did they slip on a rug? Did the person involved say how the incident happened? Do they have mobility issues like needing to use a cane?
WHAT – We want to know all the details surrounding what happened. Think of it like writing a story of something that happened to someone who wasn’t there. If the reader can fully picture the incident with clarity, you’ve done a good job of capturing the important stuff. We also highly recommend taking pictures of the surrounding area, any injuries, or the lack thereof. A picture can tell a thousand words, so capture whatever you can.
Remember, all of the information you collect contains personal information, and it’s important that you protect their privacy. Keep all completed forms in a secure place, like a locked file cabinet or in a password-protected folder online.
Once you have all of the details documented in an injury report, you can reach out to your local Lightwell team, and we can file the claim on your behalf.
NOTE: While this article addresses the importance of documenting a medical incident, the same process holds for documenting a security incident.
