Extracted text (via pymupdf_layout)
19159 characters
MARICOPA COUNTY INTERNAL POLICY Policy Number: A2234b Policy Title: INJURY AND ILLNESS PREVENTION Current Adoption 5-20-2015MM-DD- Date: YYYY PROGRAM: INCIDENT/INVESTIGATION Current 5-20-2015MM-DD- Implementation Date: YYYY Board Agenda C-49-15-061-6-00C- Approved by: Number: ##-##-###-#-# BOARD OF SUPERVISORS Original Adoption 5-20-2015 Date: I. PURPOSE All accidents that result in injury to workers or damage to property, regardless of their nature, shall be investigated by the job-site supervisor and reported to Risk Management. The supervisor shall complete an online claim form within the time frame specified in County Policy A2218 Reporting Industrial Injury and Illness. The Vehicle Use Permit and Workers’ Compensation (VUP/WC) Committee shall review Aaccidents and Workers’ Compensation claims shall be reviewed to determine preventability and to determine if additional practices, new or updated procedures and/or training need to be implemented to prevent similar incidents. II. DEFINITIONS Commented [MG1]: Definitions now consolidated in Part Z of this Policy A. Equipment accident is any occurrence involving damage to County mechanized equipment or vehicle, private or public property or involving injury (apparent or non-apparent) to persons involved B. Equipment abuse is loss or damage done to any vehicle or mechanized equipment caused by deliberate or negligent actions involving operation or placement of such vehicle or mechanized equipment. C. Bodily injury or illness is injury or illness to any employee or other party that requires treatment by a medical professional. D. Property damage is any tangible damage to County or a third party’s property. E. Preventable is a way to describe an accident or abuse that could have been avoided by the action or lack of action of an employee. III.II. POLICY A. Accidents are investigated to prevent reoccurrence of similar incidents in the future. Events that must be investigated include: 1. Bodily Injury/ or Illness: An event that results in any bodily harm, including minor harm that does not require medical attention. 2. Vehicle Accident or Other Property Damage: An event that causes damage to any vehicle, buildingCounty Facility, or other material, including non-County property. 3. Near Miss: An incident where no property was damaged and no personal injury sustained, but where given a slight shift in time or position, damage and/or injury easily could have occurred. Page 1 of 8 Policy Title: Policy Number: A2234b INJURY AND ILLNESS PREVENTION Current Adoption 5-20-2015MM-DD- PROGRAM: INCIDENT/INVESTIGATION Date: YYYY B. At the scene of an accident or an injury, job site supervisors shall follow these guidelines, when applicable, to ensure all the necessary information is on the online claim form: 1. Use an unbiased approach when conducting the investigation. 2. Interview witnesses and the injured employees as soon as possible. 3. Conduct these interviews in private and on a one-on-one basis. 4. Conduct a walkthrough of the accident. 5. Take photos or make a sketch of the accident scene. 6. Make note of any hazards that are present and/or unsafe acts that contributed to the accident. 7. Ensure hazardous conditions are corrected immediately. C. Job site supervisors should attempt Things to determine answers to the following questions when investigating an accident or injury: 1. What was not normal or what changed before the accident? 2. Where did the abnormalities occur? 3. When were the abnormalities first noted? 4. How did the abnormalities occur? 5. What was the sequence of events leading up to or involved in the accident? 6. Were there distractions or interruptions involved? 7. Were there any training issues surrounding the incidentaccident? 8. Were multiple tasks being performed? 9. Would a new or modified policy or procedure have addressed this event? IV.III. VUP/WC COMMITTEE A. The VUP/WC Committee reviews vehicle- and equipment-related accidents and/or abuse, and Workers’ Compensation claims. The committee will to determine their root cause and preventability. The VUP/WC Committee committee will recommend corrective measures, additional training or modifications of equipment to affected departmentsManagement. The objective of the accident review process is to reduce vehicle accidents collisions and abuse, and incidents of workplace injury, and to limit the County’s property damage and worker compensationWorkers’ Compensation liability. B. Policies 1. The Vehicle Use Permit (VUP) VUP/WC Committee voting members will consist of the Risk Management Safety Manager, Safety Specialists and Safety Training and Development Specialists. Page 2 of 8 Policy Title: Policy Number: A2234b INJURY AND ILLNESS PREVENTION Current Adoption 5-20-2015MM-DD- PROGRAM: INCIDENT/INVESTIGATION Date: YYYY 2. All departments are invited to attend at their discretion. 3. All members must be chargeable-accident free for a prior three-year period. Any member of the VUP/WC cCommittee who is found chargeable for an accident shall be removed from the committee. 4. The VUP/WC cCommittee shall review all vehicle and equipment accidents and abuse cases except in cases where MCSO Officers are involved in law enforcement duties other than routine patrol and training, in which case the accident is referred to the MCSO Review Board. 5. The VUP/WC cCommittee only determines preventability and root cause, not overall liability of the case. 6. The employee or the employee’s director Appointing Authority may appeal the VUP/WC Committee’s decision concerning preventability of the incident to a panel consisting of athe Human Resources designee Director, the Risk Management Director and the County Manager, or their designees, none of whom may have served as a VUP/WC Committee member for the initial investigation. Each panel member shall render a decision on the appeal and the majority decision shall be final. C. Responsibilities 1. Review Board The VUP/WC Committee is established to review the facts of incidents, determine root causes and vote on preventability. The VUP/WC Committee will exercise reasonable judgment to determine preventability, and safety and loss prevention recommendations. 2. Risk Management Safety Division a. Conducts preliminary investigations and secures information for the VUP/WC Committee. b. Prepares agenda for the VUP/WC Committee hearing. c. Provides the VUP/WC Committee findings to the department director Appointing Authority of the department where the accident occurred within one week after the review. D. Procedures 1. The VUP/WC Committee will meet monthly. 2. Each VUP/WC committee member will vote on whether an incident is Preventable. The majority vote shall prevail. 3. The VUP/WC committee will then place the Preventable incident into a category, as described in Section VII, and will make specific safety and loss prevention recommendations. Page 3 of 8 Policy Title: Policy Number: A2234b INJURY AND ILLNESS PREVENTION Current Adoption 5-20-2015MM-DD- PROGRAM: INCIDENT/INVESTIGATION Date: YYYY V.IV. CHARGEABLE ACCIDENT RISK CATEGORIES A. The Chargeable Accident Risk Categories listed below are provided as a tool to help classify the severity of the incident. This classification assists managers throughout the County maintain consistency when determining appropriate disciplinary action. 1. First accident, minor in nature, involving no injuries of any kind, and cumulative damages less than $2,000 2. Multiple accidents within a three-year period beginning with the date of the first chargeable accident 3. Accident with personal injuries of any kind and/or property damage in excess of $2,000 4. Accident involving unreasonable safety conduct and/or disregard for County policy and procedures VI.V. INDUSTRIAL ACCIDENTS AND INJURIES A. Risk Management's primary Workers' Compensation responsibilities are as follows: 1. Fund Workers' Compensation benefits through the County's self-insurance trust fund 2. Manage claims administration 3. Evaluate and initiate cost containment programs 4. Provide loss control and claims data to County departments 5. Manage defense counsel 6. Pursue recoveries from parties that contributed or caused injury to covered persons B. Who Is Covered 1. Workers' Compensation benefits are provided pursuant to Title 23 of the Arizona Revised Statutes. The statute covers County employees and volunteers (under certain circumstances) and is the exclusive remedy for County employees injured in the course and scope of their employment. 2. Direct any questions regarding the scope of Workers' Compensation coverage to Risk Management. C. Reporting Industrial Injuries 1. Medical care should be sought for all employee injuries requiring immediate medical attention at a County authorized medical care provider. Contact the department’s HR representative or, a supervisor, or consult one of the posters located throughout the County that provides directions to the nearest medical facility. 1.2. .Where possible, the injured worker shall completed their portion of the Physician’s Report of Industrial Injury prior to giving it to the physician 3. All incidents of work related injuries must be investigated and documented. Page 4 of 8 Policy Title: Policy Number: A2234b INJURY AND ILLNESS PREVENTION Current Adoption 5-20-2015MM-DD- PROGRAM: INCIDENT/INVESTIGATION Date: YYYY 2.a. The injured employee’s supervisor should contact Risk Management and their Human Formatted: Numbered Paragraph a Resources (HR) Liaison to advise them of the injury as soon as possible. 3.b. Supervisors are also requiredshall complete the online claim form within 24 hours and submit it to Risk Management. 4. It is the Supervisor’s responsibility to complete the form and notify their Human Resources Liaison. 5.c. Injuries classified as more serious than first aid must be recorded on the Risk Formatted: Numbered Paragraph a Management OSHA 300 log and retained for five years 6.d. Each Department’s HR Liaison will receive a completed OSHA 300A summary prepared by Risk Management to post on the official department bulletin board from February 1 through April 30 of each year. The original form(s) shall be retained for five years following the creation of the record. 7.4. Fatalities must be reported immediately to County Risk Management who will then notify the Arizona Division of Occupation Safety & Health (ADOSH). Reporting requirements: a. Work related fatalities must be reported within eight (8) hours after the death of the employee to the Occupational Safety and Health Administration (OSHA), U.S. Department of Labor. 5. Work related hospitalization, amputation or loss of an eye must be reported within twenty-four Formatted: Numbered Paragraph 1 (24) hours after the in-patient hospitalization. 6. All reports must be made to their respective authorities in the manner as required by Formatted: Outline numbered + Level: 3 + Numbering regulation or law. Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: 0.5" + Tab after: 0.75" + Indent at: 0.75" c. Fatalities, inpatient hospitalizations, amputations, or loss of an eye must be reported using one of the following methods: i. By telephone or in person to the ADOSH Area Office that is nearest to the site of the incident. ii. By telephone to the ADOSH toll-free central telephone number. iii. By electronic submission using the reporting application located on ADOSH's public Web site. d. Required information that must be included in the report to OSHA: i. The establishment name ii. The location of the work-related incident iii. The time of the work-related incident iv. The type of reportable event (i.e., fatality, in-patient hospitalization, amputation, or loss of an eye) v. The number of employees who suffered a fatality, in-patient hospitalization, amputation, or loss of an eye vi. The names of the employees who suffered a fatality, in-patient hospitalization, amputation, or loss of an eye vii. The reporting contact person phone number Page 5 of 8 Policy Title: Policy Number: A2234b INJURY AND ILLNESS PREVENTION Current Adoption 5-20-2015MM-DD- PROGRAM: INCIDENT/INVESTIGATION Date: YYYY viii. A brief description of the work related incident. Commented [MG2]: Removed specifics as the method and content of the report are controlled by OSHA and ADOSH, and subsequent changes to their 8.7. Medical care should be sought for all employee injuries requiring immediate medical attention procedures could result in policy being incorrect. at a County authorized medical care provider. Contact the department’s HR representative, a supervisor, or consult one of the posters located throughout the County that provides directions to the nearest medical facility.The VUP/WC Committee shall conduct its review as stated in § III above. 9. The injured worker shall completed their portion of the Physician’s Report of Industrial Injury prior to giving it to the physician. VII. EMPLOYEE INJURY REVIEW A. The employee’s supervisor shall conduct a subsequent accident investigation. Additional facts gathered by Risk Management will be used to determine the root cause of the injury. B. Risk Management and the monthly Workers’ Compensation review committee will determine preventability and recommend corrective action to the employee’s management regarding training, procedural changes, use of equipment, etc. as required. Commented [MG3]: Consolidated to one sentence referencing the VUP/WC committee paragraph. VIII.VI. SAFETY INSPECTIONS A. Policies 1. The Injury and Illness Prevention Plan policies require that Aall work units shall conduct and document monthly safety inspections. These inspections should identify any hazards and provide evidence that these hazards are tracked and needed corrections are completed. 2. The Job site supervisors have primary responsibility for inspection of the work area and correction of any unsafe conditions or unsafe work practices. Supervisors may conduct the inspections themselves or designate a trained individual to do so. 3. The Risk Management Safety Division has secondary responsibility for inspection and will provide resources for training or specialty inspections. B. Process 1. Supervisor a. Conducts the monthly inspection or periodically accompanies the designee on inspection b. Corrects the findings in a reasonable time period and documents corrections c. Contacts Risk Management Safety Division if the inspections cannot be completed or additional review is needed d. Incorporates changes to eliminate safety problems, and shares practices with other departments to achieve best practices 2. Safety Division a. Periodically inspects County facilities and work areas for compliance with applicable rules and regulations regarding fire hazards, unsafe conditions/practices and security. Page 6 of 8 Policy Title: Policy Number: A2234b INJURY AND ILLNESS PREVENTION Current Adoption 5-20-2015MM-DD- PROGRAM: INCIDENT/INVESTIGATION Date: YYYY b. Inspection findings will be sent to the department director, supervisor and facilities management for the area where the hazard exists. IX.VII. WORKPLACE SECURITY It is the County's policy to prohibit conduct that creates a threatening or intimidating work environment. All employees are responsible to ensure that the workplace is free from conduct or activities that are or may be perceived as threatening to an individual's physical safety. Refer to County Policy HR2408 Recognizing and Reporting Threats and Violence in the Workplace for further direction. Formatted: Font: Not Bold A. Policies Formatted: No bullets or numbering 1. It is the County's policy to prohibit conduct that creates a threatening or intimidating work environment. All employees are responsible to ensure that the workplace is free from conduct or activities that are or may be perceived as threatening to an individual's physical safety. Employees are prohibited from engaging in the following conduct through any method or means, including telephonic or other electronic equipment, in the workplace (See Policy HR2405, Employee Workplace Concerns; HR2406, Workplace Professionalism: Avoiding Harassment and Discrimination and Policy A1609, Acceptable Use of County Technology Resources): a. Any threat, verbal or physical, or any behavior that has the effect of creating a hostile or intimidating work environment. b. Inappropriate behavior that adversely impairs work performance, creates fear, or impairs the ability of other employees to function effectively. 2. No employee shall in any way disable or render ineffective any security equipment or device which has been put in place for the safety, protection or other benefit of County employees and citizens. For example, employees shall not open security doors, tape over locks or disable alarms or safety devices, etc. B. Procedures 1. The following shall apply when there is reason to believe that a violation of this policy has occurred whether involving employees, contractors, contract employees, volunteers or visitors: a. The employee shall immediately report the incident to a supervisor. b. The supervisor shall consult with the Human Resources manager. c. Human Resources shall consult with MCSO or Protective Services to determine if law enforcement intervention is necessary. 2. If there is an immediate need for law enforcement intervention, call 9-1-1. Nothing in this policy is intended to discourage immediate direct contact with MCSO or Protective Services if the employee believes that is the appropriate course of action. 3. Employees involved in civil or domestic disputes may occasionally find it necessary to seek an order of protection, injunction prohibiting harassment or some other form of civil Page 7 of 8 Policy Title: Policy Number: A2234b INJURY AND ILLNESS PREVENTION Current Adoption 5-20-2015MM-DD- PROGRAM: INCIDENT/INVESTIGATION Date: YYYY remedy. When applying for these forms of legal protection an employee should include the address of their County workplace in addition to their own residence. An employee who obtains such a court order shall, as soon as practicable, inform their supervisor of its issuance and may provide the supervisor with a copy of the document so that it may be readily accessible. 4. The duty to report violations of this policy is an obligation of all employees. Retaliation will not be tolerated. Knowingly providing false information in respect to a complaint may, however, result in disciplinary action. 5. Reports of possible violations will be investigated expeditiously. The threat potential will be evaluated and appropriate corrective action will be taken. Revision History Version Revision Date Description of Revision 1 20 May 2015 Initial version. (C-49-15-061-6-00) Formatted: Centered 2 MM-DD-YYYY Modified the review committee to combine services of VUP and Workers’ Formatted: Centered Compensation incident reviews. Redefined membership of the Committee and clarified procedures for the Committee. Removed § IX Workplace Safety which is replaced by County Policy HR2408 Recognizing and Reporting Violence in the Workplace (C-##-##-###-#-##). Page 8 of 8