People, Injuries and Absences (OSHA 301)

The People, Injuries and Absences (OSHA 301) module will allow you to add multiple injured people to an accident recorded in the Incident Record module. Once added, you will also be able to add and manage lost and restricted days for those injured people. This will give you visibility of the different types of absences as a result of an accident at work, as well as auto calculating the total number of days away for OSHA reporting.

If you are having issues viewing some of the expected functionality, please contact your Customer Success Manager who can assist in reviewing the site configuration.

Setup

Ensure the Incident Region for your Organizational Units is set to OSHA Reportable where required:

You can apply the Incident Region to all Child Units. This needs to be set correctly to enable the use of the People, Injuries and Absences (OSHA 301) module.

To enable on AssureGO+

For Incident Record questionnaires, you will need to add the Linked Module

Select + New Record

Give your linked module a name. This is the name which appears on AssureGO+ for this section of the form.

The highlighted information inherits from the parent Incident Record questionnaire and cannot be changed here. It must be changed on the parent Incident Record questionnaire.

To add fields to your linked module:

The only fields available from the linked module are the Person fields in the “Information about the Person” section. By default, these will be added for you. You can remove / change these as you need to.

To add the Injury Details section, select Sub Modules:

There is only one sub module for the linked module so it is added for you, with the three available fields. You can edit the name and the fields via the menu

If you are a global business with wider reporting needs other than OSHA, you will need to add the Incident Record sections for “Who was Involved” and “Injury Details” to your questionnaire. 

Depending on the Incident Region of the org unit selected, the user will see the appropriate field set.

Permissions

For submitting reports on AssureGO+ your users do not need any permissions.

For those in the main Assure system who are managing the Incident Record or managing the injured persons absences, the users will need read / edit into the Incident Record module and the People, Injuries and Absences (OSHA 301) module.

Portal Queue

When a form is completed on AssureGO+, if you are using the portal queue, or there is a reason the record cannot auto process, you will see one entry for the Incident Record, and one entry per injured person:

You must process the Incident Record first as this is the parent record.

If you Reject the parent Incident Record, the linked People, Injuries and Absences (OSHA 301) records will also be rejected.

When processing the parent Incident Record, you can see and view any people injured:

Once the Incident Record is processed, you will be able to see any linked People, Injuries and Absences (OSHA 301) records which are still waiting to be processed. Only users with permission to manage the portal queue will be able to process those records.

Once processed, they will show linked to the Incident Record:

Incident Record and People, Injuries and Absences (OSHA 301)

To add an injured person to an incident record, click ‘Add a person’:

This will open up a new People, Injuries and Absences (OSHA 301) record for you to complete. Key information from the Incident Record will be populated in the corresponding People, Injuries and Absences fields, like Date of Injury or Illness. You can manually change any of the information populated for you without it affecting the Incident Record.

You can add absence details in the Absence and Modified Duties section:

Click ‘Add Absence/Modified Duty

Enter the absence details, note, you do not need to populate the end date

Once added it will appear in the absence table and you can continue to manage that absence:

At this point it will also start counting the total number of days, and it will be visible on the linked Incident Record, and the cards will update to show how many days away, and how many days restricted / transferred:

From here you have easy access to Edit the People, Injuries and Absences (OSHA 301) record, or generate a report for it.

You will be able to see on both the Incident Record and the People, Injuries and Absences (OSHA 301) record cards whether they are recordable or reportable:

Things to note when managing a person’s absences:

• The start date of the first absence cannot be before the Date of Injury or Illness
• A person can only have one active absence at any one time.
• You must end the absence before adding a new one. If you try to add an absence when you have an active absence, you will be taken down a flow to close the existing absence and then add a new one.
• Absences will auto calculate days away unless manually override. Once manually override that number entered will be fixed. In order to have the system count days away again, you would will need to reset the override back to automatic calculation:

• You must add the absences in chronological order, you cannot insert them retrospectively into the existing list.

Reporting and Filtering

OSHA 300, 300A and the OSHA ITA CSV Submission Reports have all been updated so that only non red-lined recordable and reportable records are included. People, Injuries and Absences (OSHA 301) records can be marked as reportable and recordable using the checkboxes shown below, these are found in the Injury Details.

You can create the standard Assure Quick Reports for extracting your data, please note that the absence and injury data sits within the People, Injuries and Absences (OSHA 301) module, not the Incident module.

You can create the standard Assure filters, please note not all linked module fields are available.

Filtering from Incident module:

PIA – Absence – Type

PIA – Establishment – Establishment Name

PIA – Injury Classification – Apparent Cause

PIA – Injury Classification – Injury Type

PIA – Injury Classification – Part(s) of Body Affected

PIA – Person – Address Line 1

PIA – Person – County

PIA – Person – Date of Birth

PIA – Person – Date of Hire

PIA – Person – Job Title

PIA – Person – Person Name

PIA – Person – Postcode / Zip Code

PIA – Person –  Sex

PIA – Person – Town

PIA – Person – Type of Person

PIA – Recordable

PIA – Reportable

Filtering from People, Injuries and Absences (OSHA 301) module:

No Incident module fields are available.

Data Import

You are able to import into Incident Record and People, Injuries and Absences (OSHA 301). Please refer to this knowledge base article for how to use the data import tool: How do I bulk import my data into Assure modules.

Please note, you will need to use the record IDs to link your Incident and People, Injuries and Absences (OSHA 301) records together. You can find the record IDs by creating a quick report with the Record Identifier field included.

FAQ:

1. Why can’t I see the People, injuries and Absences (OSHA 301) module?
   1. If you are unable to see this module on the module navigation, please contact your Customer Success Manager.
2. Why can’t I add a person to my incident record?
   1. In order to add a person to the incident record in main system Assure, you will need edit permission to the People, Injuries and Absences module. Please contact your Assure administrator who will be able to review your permissions.
3. Why is my People, Injuries and Absences (OSHA 301) record not showing on my OSHA 300, 300A and the OSHA ITA CSV Submission Reports?
   1. These reports show recordable records. Records can be marked as recordable via the “Recordable” checkbox found in the Injury Details section.
   2. If your record has been red lined, it will not show in the reports. Records can be red lined via the “Red line (mark this record as no longer OSHA reportable) checkbox in the Red Lining section.
4. Why can’t I see the data in insights?
   1. Ensure you have no filters applied to your dashboard which could be filtering out the data you expect to see. If you are still unable to see your data, and you do not have an Insights Designer license, please contact your Customer Success Manager.