This article explains how to complete an Incident Record (the structured form used in Assure to capture full details of a workplace incident, including involved parties, injuries, equipment, environmental impact, costs, and investigation findings) in Assure. The Incident Record is divided into distinct sections, each collecting a specific category of information. Required fields are marked with an asterisk (*). The form can be saved and edited multiple times. Field labels may differ from those shown in this article if your organisation has customised captions using Caption Maintenance (the system feature that allows field names to be renamed per module).
Key Behaviours Before You Start
- Required fields on the form are marked with an asterisk (*) and must be completed before the record can be saved.
- The Incident Record can be edited as many times as needed. Fields of which you are unsure can be completed at a later date or modified if incorrect information was entered during initial completion.
- Captions can be changed in the system, so some field names in your instance may differ from the field names shown in the examples in this article.
Incident Record Sections
About the Incident
This first section captures basic details including when and where the incident happened, who reported the incident, and whether the user wishes to link the record to a Project or a Vehicle Incident.
What Happened?
This section allows the user to provide more detail about the incident. The user can categorise the incident and use these categories for reporting purposes, for example, marking the Incident Record as High Severity or a Lost Time Accident.
This section also allows the user to capture whether the incident was violent or abusive and whether it involved a young person. Once either option is selected, the relevant sub-section expands to allow the capture of additional information.
Who Was Involved?
This section captures who was involved in the incident and allows the user to complete the personal details of each person involved.
Injury Details
This section allows the user to capture whether the incident resulted in any injuries. Up to 4 injuries can be added. The user can also enter details about first aid treatment or doctors' comments.
3rd Party Involved
This section allows the user to capture the personal details of any third parties involved in the incident. Third parties may include assailants, witnesses, or members of the public.
Was Any Equipment Involved?
This section allows the user to capture details of any equipment used or involved in the incident.
Costs
This section records all estimated and actual costs of the incident to the business. Costs can include lost time, replacement labour, lost production, and similar financial impacts.
Risk Analysis
This section is where the user selects a Risk Rating for the Incident Record using the Risk Matrix (the tool used to evaluate and score the severity and likelihood of a risk).
Investigations and Conclusions
This section allows the user to capture investigation details where applicable. The user can also assess the causes of the incident and define the actions required to prevent the incident from recurring.
AI Metadata
Product Area: Incident Management, Evotix Assure
User Role: All Assure users with access to the Incident Record module; Safety Officers; EHS Managers; Incident Reporters
Tags: Incident Record, Incident Form, Completing an Incident, Injury Details, 3rd Party Involved, Risk Analysis, Risk Matrix, Environment Incident, Lost Time Accident, Investigation, Costs, Equipment, Caption Maintenance, Mandatory Fields
Version/Region: All Assure versions; all regions
Important synonyms: Incident Record = Incident Form = Incident Event; Lost Time Accident = LTA; Risk Matrix = Risk Rating Tool; Caption Maintenance = field name customisation; 3rd Party = Third Party; Environment Incident Details = Environmental Incident Section
Suggested embedding keywords: complete incident form Assure, incident record sections, how to fill in incident form, about the incident section, injury details Assure, who was involved incident record, risk analysis incident, investigations and conclusions, environment incident details, equipment involved incident, third party incident, costs section incident, lost time accident Assure, incident form required fields, mandatory fields incident record
Relevant modules: Incident Record (primary). The Incident Record has optional links to the Vehicle Incident module and the Project Details module via the "About the Incident" section. The Risk Analysis section uses the platform-wide Risk Matrix configuration. Actions generated during the Investigations and Conclusions section are managed via the Assure Actions module. This article has cross-module implications for the Vehicle Incident module (linkable from the Incident Record) and the Task Management module (Actions arising from investigations).