Well-organized occupational safety, risk assessments and regular safety training can significantly minimize the risk of accidents in companies. However, accidents at work cannot be completely avoided and, in the event of an accident, can have a negative impact on the company's success and the health of its employees.
The right behavior can reduce the damage caused by accidents at work, increase safety for the people involved and lead to an improvement in occupational safety in the company in the long term.
Proper documentation and analysis of the accident and first aid services are essential.
In this article, we explain when an accident is considered an accident at work, how to act correctly in an emergency and how to document an accident at work.
The most important facts in brief
✓ An accident at work is an accident that occurs in connection with an insured activity. The legal basis for this is set out in Social Code VII.
✓ In the event of an accident at work, employees should provide first aid immediately and call the emergency services.
✓ Document accidents at work: Every accident must be documented in the first-aid book, regardless of the severity of the injury.
What are occupational accidents?
An accident at work is an event that occurs during the performance of an insured activity or on the way to and from work. These accidents are legally regulated in Social Code VII and must meet certain criteria in order to be recognized as an accident at work. These include the insured person, the insured activity, the accident event and the resulting damage to health.
Accidents at work can lead to serious injuries or even death. It is therefore of the utmost importance that both employers and employees work together to prevent accidents at work. This includes carrying out risk assessments, drawing up operating instructions and regularly instructing employees.
In the event of an accident at work, the rescue chain should be set in motion immediately. This includes securing the accident site, providing first aid to the injured and calling the emergency services. Every first aid action can be decisive for the further course of the accident.
The documentation of the accident is also of great importance. It serves as proof that the accident occurred within the scope of the insured activity.
For the statutory accident insurance to recognize an accident as an occupational accident, the following criteria must be met:
- The person concerned carries out an insured activity that serves the company's purpose.
- The journey to and from work is also insured. Detours due to carpooling, picking up your own children from nursery or school, traffic jams or roadworks are also covered. However, private detours, such as to the shops, are not covered by accident insurance.
- The person concerned is insured. The group of insured persons includes, for example, all salaried employees, mini-jobbers and interns.
It is essential that both employers and employees understand the significance of accidents at work and the need to document them. This is the only way to prove that the accident occurred within the scope of the insured activity and to enable those affected to assert their claims for accident insurance benefits.
What should be done in the event of an accident at work?
After an accident at work, it is important to take immediate action to prevent further damage and ensure the safety of employees. This includes notifying the relevant authorities and launching an investigation to determine the causes of the accident. It is essential that you document the accident at work and analyze all first aid measures.
1. providing first aid and making the emergency call
If an accident occurs at your workplace, you should attend to the injured as quickly as possible. Provide first aid and call the emergency services. However, make sure you protect yourself and do not put yourself in unnecessary danger. Any first aid provided can determine the further course of the accident. Employers are also obliged to document the first aid provided and to inform the relevant specialists. The training of company first aiders is therefore particularly important.
2. visiting the transit doctor
Accident insurance physicians are responsible for the treatment and care of injuries following accidents at work and draw up a report for the accident insurance institution.
The responsible doctors should be made known within the company. You can also find accident insurance physicians in your area on the DGUV website.
It is recommended that you consult an accident insurance physician after every accident at work. In the following cases, this is absolutely necessary:
- The accident at work results in an inability to work that extends beyond the day of the accident.
- The medical treatment of the injured or ill employee is expected to take over a week.
- The prescription of remedies or aids is required.
- This is a recurrence of illness as a result of a previous accident at work.
The accident at work must be reported to the accident insurance institution within three days of becoming known.
3. document an accident at work
Every accident at work should be documented as a matter of urgency, even if it is only a minor injury.
Correct and comprehensible documentation in the dispatch book and the reporting of accidents at work ensure that the insurance company will cover the costs.
The first aid book then serves as proof that the person concerned suffered the injury during working hours or on the way to work. In addition, even minor, seemingly harmless injuries, such as a cut on the finger, could lead to long-term damage to the employee's health.
If the incident is not recognized as an accident at work, the accident insurance may not cover the treatment and loss of earnings.
The first aid book is used to document all incidents that have led to injuries. Every first aid service must also be documented there. The accident report must be archived for 5 years in accordance with DGUV regulations. You can find a template for documenting an accident at work here.
Documenting an accident at work: What data is important?
- Name of the injured person
- Place and time of the accident at work
- Course of the accident, if possible with the cause of the accident or injury
- Type of injury
- Time of treatment of the injury
- Type and manner of first aid measures
- Date of first aid service / time of first aid service
- Name of first aiders involved
- Names of the witnesses
4. notifications of reportable accidents at work
All accidents at work that cause incapacity to work for more than 3 days or are fatal must be reported to the accident insurance institution in accordance with § 193 SGB VII. This is done by means of an accident report, which must be submitted within 3 days of becoming aware of the incapacity for work.
For all other incidents, an internal company accident report is sufficient. All relevant information should be documented as described above and forwarded to the HR department. The analysis of accident risks is crucial in order to increase the safety of employees through preventive measures.
The accident report can be submitted online or in writing to the relevant employers' liability insurance association or accident insurance fund. A copy should be kept internally and, if necessary, made available to the HR department and the works council.
5. analysis of the incident and preventive measures
If you conscientiously document all accidents at work, it will be easier to identify accident black spots and clusters in your company. The first-aid book serves as a basis for deriving suitable countermeasures so that you can prevent similar accidents in the future.
You can also learn from near misses. If you document every incident or accident that fortunately did not result in personal injury or damage to property, but could happen in the future, you are specifically preventing accidents at work. From these near misses, you can identify hazards in your company and recognize opportunities to improve occupational safety.
Conclusion: Documenting accidents for more prevention
Systematic documentation of accidents at work makes a significant contribution to safety in the workplace. By seamlessly recording all relevant information, patterns can be identified, preventative measures can be derived and compliance with legal requirements can be ensured. Companies that consistently document every accident can avoid accidents in the long term and improve the safety of their employees.
