An incident report is a report that is required to document the exact details of any unusual event that occurs in a facility. The Incident Report should be filled out as soon as possible, following the event, when the details are fresh in the minds of the witnesses, so that the information is as accurate as possible.
- Any occurrence outside of the normal daily routine that disrupts the routine of the facility for any reason.
- Guest Injury
- Staff Member Injury
- Fire, Flood or Death
- Fire Alarm
- Power Outage
- Crime discovered and/or reported
- Major Asset Malfunction
- Threatening situation for any guest, staff member or the facility
*These examples are not all-inclusive. Use your best judgement and err on the side of reporting the incident if there is any question.
- Remain Calm
- Determine which, if any, authorities should be called out or notified
- Follow the appropriate procedures outlined in the Emergency Binder
- Notify the Manager on Duty
- Once the incident is resolved or removed from your (the witness’s) responsibility, locate a blank Incident Report and fill it out completely. Be thorough and detailed.
- Incident recording must never be purposefully altered to mask any property or staff liabilities.
- Within 24 hours, submit the Incident Report to the Risk Management team at your Management Company.
- If there is absolutely no reason for any involved parties to desire legal or medical attention due to the incident, then there is no further reporting necessary.
- If there is a chance that an involved party may seek legal or medical advice, but have not at the time of the incident, you should report the incident to the insurance company as a “Report Only.”
- If any involved party has already declared intent or has moved forward with seeking legal or medical attention, then you must file the incident report to the insurance company as a “Claim.”
- Once an incident has been recorded and reported to the Risk Management department and/or the insurance company, they will be able to advice you on any compensation you may offer at the property level.
- It is imperative that no compensation is offered until you have been advised by the Risk Management personnel and/or the insurance company as this could be construed as admission of guilt when no determination of fault has been made. It is ultimately up to the insurance company to determine if any compensation is due to the affected parties.
In the event of an incident:
- Follow the guidelines for the incident found in the Emergency Binder.
- If you feel you may have incurred an injury of any kind, report it immediately to your supervisor.
- Be very clear on whether you require immediate medical attention, imminent medical attention or request additional accommodations to prevent injury in the future.
- Report the incident to the Risk Management Team.
- Inform the staff of the incident and make corrections to procedures or errors to ensure that this incident does recur.