Critical incidents

1. If you are at the scene you should contact the relevant emergency services and your line manager / supervisor or other senior manager.
2. Line manager / supervisor / senior manager to contact their Head of Service & Health & Safety Advisor outlining the known facts of the incident.
3. The Head of Service, in consultation with the Health and Safety Advisor, will decide whether further contacts need to be made and if the critical incident protocol should be put in to action. They will need to contact legal advisors to let them know that a critical incident may have occurred.

1. If you are at the scene you should contact the relevant emergency services and the Departmental Lead Response Officer via Careline:- 01558 824248.
2. Departmental Lead Response Officer to contact the relevant Head of Service & Health & Safety Advisor outlining the known facts of the incident.
3. The Head of Service, in consultation with the Health and Safety Advisor, will decide whether further contacts need to be made and if the critical incident protocol should be put in to action. They will need to contact legal advisors to let them know that a critical incident may have occurred.

The critical incident team should, at a minimum, consist of:

• Director / Head of Service (Lead Person / Main Contact);
• Press Officer;
• HR Officer;
• Legal Advisor;
• H&S Advisor;
• Co-opt persons relevant for the type of incident.

The Critical Incident Team (CIT) will take the lead in monitoring the actions taken by all parties in relation to the investigation process.  The CIT should ensure that they keep:

• a log of all documentation being taken by investigators
• copies of all original documents.

The CIT should refer to the steps below for managing a critical incident and ensure that all relevant actions are taken.

If you are at the scene of a critical incident you should follow the critical incident protocol. Once you have contacted the relevant emergency services you will usually contact your manager in the first instance. The way your manager responds to this will lay the foundations for the months ahead.

The workplace will become a designated crime scene whilst the Police and Health and Safety Executive gather and assess evidence. The impact will be immediate and significant and could affect the business continuity for your service.

Following notification of the incident, work must be stopped immediately so that the scene can been preserved. Plant and machinery should only be moved in order to facilitate rescue of the casualty.

Your manager will extract what information they can from the scene of the accident and make a note of the details.

• What happened and when? It is likely that only limited detail will be available at this stage, detail will be available at this stage. It is important to keep an open mind and not jump to conclusions but only record what is known to have happened.
• Who is involved? Obtain the names and contact details of all those involved.
• Has the injured person been taken to hospital? If so which hospital?
• Has there been any contact yet with the authorities? If so, who? What has been said? As part of the internal investigation a witness statement should be taken. Ascertain the names and contact details of the senior police officer in charge of the scene and any contact details from H.M Inspector of Health and Safety that may be on site.
• Contact the Health and Safety Advisor for your Department so that they can report the incident and attend the scene as soon as possible to begin investigating the incident and taking witness statements.
• If the injured person is not directly employed by Carmarthenshire County Council, but a sub contractor ascertain the name of the sub contractor, and the contact details for his line manager.
• Contact your departmental Human Resources Officer to discuss any action which may be appropriate to take in respect of the employee/s you manage.

Download: Actions log (.doc). Use this to template to summarise the information above and to note details of actions.

The police family liaison service and the service manager will normally be the persons most closely liaising with the family.

Human Resources in conjunction with the service manager should appoint a nominated officer to contact the injured person’s family, both immediately and as matters progress and to continue to liaise with the family and where necessary provide them with details of organisations that may offer help and support.

How the bereaved are treated at this difficult time will have a lasting impact. Be sympathetic, compassionate and share with them only the facts known at that stage.

Ensure that any employees involved or affected are offered immediate support and advice. This may include counselling, line management support or legal advice depending upon the individual and their connection to or involvement in the accident.

The name and contact detail of the Health and Safety Advisor and lead officer investigating the incident will be made available to all staff involved.

The presence of a Director, Head of Service and / or Senior Manager attending the site or addressing the workforce sends an important message of support.

It is very likely that the press will take an interest in any accident / incident resulting in a potentially life threatening or fatal injury.

It is vital that clear lines of communications are established with the Press Office (communications section) within the Chief Executives Department having exclusive authority to speak on behalf of Carmarthenshire County Council.

• Ensure the work area / process is made safe / isolated where necessary;
• Accident / Incident form is completed with as much detail as possible;
• Witness details are taken including contact numbers;
• Advise all persons to communicate directly with the CIT and stop all contact via email;
• Liaise with investigators;
• Keep a log of evidence, documentation and witness statements being taken;
• Advise, in liaison with legal representation, the best manner of undertaking witness statements;
• Liaise with legal representatives and monitor the investigation process;
• Provide regular updates to the Chief Executive, legal representatives and staff / family members etc.
• Liaise with the Press Office.

• Instruct an internal investigation team to commence investigations as required;
• Monitor the best interest options for staff and the authority;
• Implement a review of risk assessments / work processes / safe systems of work;
• Arrange relevant meetings with investigators, legal representatives and others as may be necessary on further actions being taken;
• Implement any identified recommendations.