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    • Add an Injury Record
      Records are saved to the ‘Injuries’ sub-module after a basic injury record is created and saved via ‘Add Injury’.

      Add an Injury Record

      1. From the Main Menu, click Incidents.
      2. Under ‘Incidents’ on the Simply Safety! main menu, click ‘Add Injury’.
      3. A blank ‘Injury Record’ window will appear.
      4. Input the necessary information. To make the incident ‘OSHA Recordable’, click the related checkbox at the top of the window.
      5. If the incident involved blood or body fluid exposure, click the checkbox next to ‘Body Fluids Exposure’ and a related record will be saved to the Incidents > Exposure sub-module. NOTE: Exposure records are only created via this sub-module Once a record has been saved via the ‘Add Injury’ sub-module, related exposure records will appear in and can only be edited via the ‘Exposure’ sub-module.
      6. Enter the relevant information, clicking through the tabs as appropriate.

      ‘Map’ button:

      1. To determine the specific body part/area that was injured, click this button to view a map of the human body.
      2. Click the appropriate body part or select it from the drop-down list.
      3. To input a more specific injury area than depicted on the body map, you may type it into the ‘Injured Area’ field on the human body map window.
      Add Corrective Action Items to an Injury Record
      1. Click ‘Add Action Item’ on the injury record window.
      2. The ‘Corrective Action Item’ record window will appear. Input the necessary information.

      To include the corrective action item on future Meeting records:

      NOTE: Corrective action items are only included on future meeting records for the Region and Site to which the corrective action applies.

      1. Click the ‘Record in Safety Minutes’ checkbox on the ‘Corrective Action Item’ record window.
      2. Populate the ‘Date Added to Safety Minutes’ field to determine which safety meeting minutes the items will appear in.
      3. The corrective action item will appear on the ‘Actions’ tab of each new Meeting record for the Region and Site for which the corrective action item was created.
      4. To stop the corrective action item from appearing on future Meeting records, open the relevant corrective action record and populate the ‘Don’t Display in Minutes After’ date field. If this field is left blank, the action item will appear indefinitely in new ‘Meeting’ records for the related Region and Site.
      5. Click ‘Save’ when complete.
      6. A record of the corrective action item will be saved in the Workplace > Corrective Actions sub-module and on the ‘Actions’ tab of the ‘Injury Record’ window.
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    • Edit an Injury Record

      Edit an Injury Record

      1. Double-click the record to be edited, or select it and click ‘Edit’.
      2. The injury record will appear, open to the ‘First Aid’ tab. Some fields on the record window will already be populated, from the basic incident report that was created via the Add Injury sub-module.

      To make the injury record OSHA Recordable, click the corresponding checkbox. This enables you to filter to the appropriate records for your OSHA 300 and 301 forms.

       To tag an injury with a related insurance claim:

      1. Create and save the basic injury record via ‘Add Injury’.
      2. Once the injury record has been saved, open the record via the Incidents > Injuries sub-module and click the ‘Insurance Claim’ checkbox at the bottom of the ‘Injury record window.
      3. This creates a related record in Incidents > Claims, where the record can be edited with additional details.
      4. If the incident involved blood or body fluid exposure, click the checkbox next to ‘Body Fluids Exposure’. A related record will be saved to the Incidents > Exposure sub-module.
      5. Move through the various tabs, inputting the necessary information.

      To print OSHALogs, data must be entered on the ‘Time Loss – OSHA’ tab. The data on this tab also links to the Graphs/Stats > Plant Stats and Site Stats sub-modules. Ensure that this tab is populated to track related company stats.

      To connect a related corrective action item to an injury record, click the ‘Add Action Item’ button at the bottom of the record window.

      NOTE: If the ‘Actions’ tab is underlined in red, then a related corrective action item is outstanding and requires attention.

      When the injury follow-up and related procedures have been carried out, re-open the injury record and click ‘Complete’. A warning will appear if any related corrective action items are outstanding, but you can still complete the record as required. Click ‘Yes’ or ‘No’ as appropriate.

      Time Loss - OSHA Tab

      NOTE for U.S. companies: Data must be entered on this tab to populate OSHALogs.

      For all companies: the data on this tab links to the Graphs/Stats > Plant Stats and Site Stats sub-modules. Ensure that this tab is populated to track related company statistics.

      1. If the record is relevant to OSHA, ensure that the ‘OSHA Recordable’ checkbox is clicked at the top of the ‘First Aid’ tab on the injury record.
      2. To populate OSHA 300A reports, fill in the information on the ‘Time Loss - OSHA’ tab of the injury record window.
      3. Click the ‘Add’ button under either ‘Periods of Time Loss’ or ‘Periods of Restricted Work’. The corresponding data window will appear accordingly. See the following instructions on creating each record type.

      Time Loss records:

      1. Select the appropriate ‘Off Work Date’ and ‘Expected Return’.
      2. Save the record. The ‘Calendar Days’ will not calculate until the actual ‘Return Date’ has been entered. When the employee actually returns to work, re-open the record and enter in the ‘Return Date’. Once the actual return date is entered, click the ‘Calendar Days’ button beside the ‘Away from Work Days’ field. This populates both the field and the corresponding ‘K’ field in the ‘OSHALog 300A’ section on the right side of the window. If the total calendar days exceed 180 and you click the ‘Calendar Days’ button, a warning will appear to advise that OSHA only requires clients to count up to 180 days, and that a maximum of 180 days will be printed to the OSHALog.
      3. Click ‘Okay’ to proceed to save the record and the same warning will appear. Click ‘Okay’ again to save the record as required.
      4. Once the calendar days have been calculated, the ‘K’ field can be modified as required.

      Restricted Work:

      1. Select the appropriate ‘Start Date’ and ‘Expected Return’ dates.
      2. Save the record. The ‘Calendar Days’ will not calculate until the actual last date of restricted work has been entered. When the employee actually returns to their normal course of work, re-open the record and enter the ‘Return Date’. Once the actual last date is entered, click the ‘Calendar Days’ button beside the ‘Restricted Work Days’ field. This populates both the field and the corresponding ‘L’ field in the ‘OSHALog 300A’ section on the right side of the window. If the total calendar days exceed 180 and you click the ‘Calendar Days’ button, a warning will appear to advise you OSHA only requires clients to count up to 180 days, and that a maximum of 180 days will be printed to the OSHALog.
      3. If you click ‘Okay’ and still proceed to save the record, the same warning will appear. Click ‘Okay’ again and save the record as required.
      4. Once the calendar days have been calculated, the ‘L’ field can be modified as required.
      5. Click the appropriate ‘OSHALog 300A’ incident category on the top right side of the window as required (U.S. Companies).
      6. Select an injury or illness type in the ‘M’ field on the bottom right side of the window. If you delete a time loss or restricted work record from either browse list, the corresponding OSHA 300 fields (‘K’ or ‘L’) must be modified to reflect these changes. If the ‘K’ or ‘L’ field are not modified to reflect the adjusted time loss or restricted work days, then related stats will be skewed.
      7. To modify the OSHA 300 fields: re-open a time loss or restricted work record and click ‘Calendar Days’ again to recalculate the days lost or restricted. The ‘K’ or ‘L’ field will adjust accordingly.

      Edit Injury-related Corrective Action Items

      NOTE: If the ‘Actions’ tab is underlined in red, then a related corrective action item is outstanding and requires attention.

      1. Click the ‘Actions’ tab on the injury record window.
      2. Double-click the appropriate record, or select the record and click ‘Edit.’
      3. The ‘Edit an Action Item’ window will appear. Make the necessary changes.
      4. Click ‘Save’ when complete. Changes will appear both on the ‘Actions’ tab of the injury record window and in the Workplace > Corrective Actions sub-module.
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    • Printing and Emailing Injury Records

      Print an Individual Incident Record

      1. Open the appropriate record.
      2. Select a report type from the ‘Reports’ drop-down menu at the bottom of the ‘Injury Record’ window.
      3. A print preview window will appear. Double-check the information.
      4. Click the ‘Print’ icon on the ‘Print Options’ toolbar. If the ‘Print Options’ toolbar is not visible on the print preview screen, right-click on the report to view the print options menu.

      Print a Company Injury Report

      U.S. clients: see the next instructions for printing OSHA forms.

      1. Choose a filter, if applicable.
      2. Select the appropriate report type from the ‘Reports’ drop-down field at the top of the ‘Injuries’ browse screen.
      3. A print preview window will appear. Double-check the information.
      4. Click the ‘Print’ icon on the ‘Print Options’ toolbar. If the ‘Print Options’ toolbar is not visible on the print preview screen, right-click on the report to view the print options menu.

      Print OSHA Forms (U.S. Companies)

      NOTE: When OSHA forms print, some of the information may not be automatically filled out on the form. Double-check the report before submitting it to ensure that all of the required information is included.

      1. Choose a filter by clicking the ‘Filter’ button on the top left corner of the Injuries browse screen.
      2. Click the ‘OSHA Reportable’ tab on the record filter window and select the appropriate filters.
      3. Select the appropriate OSHA form from the ‘Reports’ drop-down menu at the top of the ‘Injuries’ browse screen.
      4. A print preview window will appear. Double-check the information.
      5. Click the ‘Print’ icon on the ‘Print Options’ toolbar. If the ‘Print Options’ toolbar is not visible on the print preview screen, right-click on the report to view the print options menu.

      To print the OSHA 301 form:

      1. On the ‘Injuries’ browse screen, click to select the appropriate record.
      2. Select ‘OSHA 301’ from the 'Reports' drop-down menu.
      3. A print preview window will appear. Double-check the information.
      4. Click the ‘Print’ icon on the ‘Print Options’ toolbar. If the ‘Print Options’ toolbar is not visible on the print preview screen, right-click on the report to view the print options menu.

      E-mail an Injury Record

      1. Open the appropriate record. Click the 'E-mail' icon.
      2. In the ‘To’, ‘CC’ and ‘BCC’ fields, choose the appropriate recipient(s) from the drop-down list, or type the address(es) into the field. Use the ‘BCC’ option if you have multiple recipients and you wish to maintain privacy.
      3. In the ‘Subject’ and 'Message' fields, some information that has been entered into Simply Safety will automatically appear. Modify the ‘Subject’ field as required.
      4. To edit the ‘Message’ field, close the ‘Send E-mail’ window and modify the appropriate fields on the record window.
      5. Add any relevant ‘Comments’ to the appropriate field.
      6. In the ‘Sender’ field, choose from the drop-down list, or type a name into the field.
      7. Click ‘Send’. Simply Safety! will advise when the message has been sent successfully.
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