At BHI, we are committed to maintaining a safe and supportive workplace. Our Incident Management system ensures that all incidents—from workplace injuries to security concerns—are promptly reported, documented, and addressed to protect our team and uphold our safety standards. By following clear reporting protocols, we aim to prevent future incidents, foster transparency, and continuously improve our work environment.
A member of the EHS team must be contacted by the employee or their supervisor as soon as practicable to receive guidance.
All injuries, incidents, or near misses, regardless of severity, must be reported immediately to a supervisor and/or the EHS team. Reporting shall occur no later than the end of the current shift.
Incident Management Priorities
Secure the scene to ensure hazards are mitigated and no further incident occurs
Provide initial care to the injured employee(s)
Report the incident appropriately (EHS must be notified on the same day)
Begin investigating the scene
Occasionally, employees may encounter a near miss—an incident that had the potential to cause harm but did not result in an injury or damage. Although no one was hurt, reporting near misses is essential for improving safety and preventing future incidents.
Notify Your EHS Representative
Contact your EHS Tech, EHS Manager, or Division EHS Manager within your reporting chain to inform them of the near miss. Provide details of who was involved, what occurred, when and where it happened, and how the event unfolded.
Complete the Near Miss Report
This form should be submitted by the individual involved, their supervisor, or an EHS representative once the incident is reported. Make sure to classify the near miss appropriately as either General, Significant, or Environmental, and specify the type of near miss. This report will be documented in the near miss log for the year and will contribute to enhancing safety measures.
Employees occasionally experience minor injuries, such as scratches, abrasions, or splinters, that may require minimal or no first aid. These minor incidents often go unreported because they seem insignificant. However, promptly reporting all injuries, no matter how small, helps us ensure the proper documentation and care, should further treatment become necessary.
Notify Your EHS Representative
Contact your designated EHS Tech, EHS Manager, or Division EHS Manager within your reporting chain to inform them of the minor injury. Provide them with a clear account of who was involved, what occurred, when and where it happened, and how the injury took place. The only form required is the Injury Report in EHS Insight, which helps meet BHI's reporting standards, provides first aid guidance, and ensures that, if the injury escalates, the employee receives appropriate care.
Complete the Minor Injury Report
This form should be completed by the injured employee, their supervisor, or the EHS representative after the injury is reported. The report will be logged on the minor injury record for the year of occurrence. Ensure that the injury classification is accurately recorded as a "minor injury" to maintain consistency in reporting and follow-up.
A non-emergency workplace injury/illness doesn’t require urgent medical attention. However, prompt and precise handling of these injuries ensures employee well-being, identifies potential hazards, and supports preventive actions to maintain a safe work environment.
Secure the Scene (if applicable)
If there is an immediate risk to others or the environment, secure the area to prevent further harm. This may include cordoning off the scene, deactivating equipment, or isolating hazardous materials until safety personnel arrive.
Ensure Immediate Care for the Individual
Assess the injured or ill employee’s condition and provide any necessary first aid. If additional medical attention is needed, assist the employee in accessing appropriate healthcare and ensure they are comfortable and safe until further care is available.
Notify Safety Personnel
Once the scene is secured and immediate care is provided, contact your EHS Tech, EHS Manager, or Division EHS Manager within your reporting chain. The EHS director will evaluate the situation and may contact AXIOM or similar resources for coordinated case management if necessary.
Complete the Injury/Illness Report
Report the injury or illness in EHS Insight. This report should be submitted by the injured employee, their supervisor, or an EHS representative. Provide comprehensive details, including the nature of the incident, conditions leading to it, and any witness accounts. Ensure that the injury classification is accurately recorded as a "general injury" to maintain consistency in reporting and follow-up.
Conduct an Investigation and Assign Corrective Actions
EHS personnel and Operations leadership will investigate the incident to identify root causes and contributing factors. Based on the findings, corrective actions may be assigned to prevent future occurrences, supporting a safer workplace environment. At BHI we hold each other accountable and we learn from our mistakes.
A serious or emergency workplace injury involves harm requiring immediate medical attention due to the severity or life-threatening nature of the incident. Swift response is essential to ensure the employee's safety, stabilize the situation, and initiate proper reporting and investigation to prevent recurrence and uphold workplace safety standards.
Secure the Scene
Prevent access to the area to protect others from harm and preserve the scene for investigation. This step is critical in emergency situations to maintain safety and capture the circumstances surrounding the incident.
Ensure Immediate Medical Assistance
Immediately call 911. Employees are encouraged but not obligated to administer first aid if safe and qualified to do so, and to stay with the injured person until emergency personnel arrive.
Notify Safety Personnel
Once the scene is secure, contact your EHS Tech, EHS Manager, or Division EHS Manager within your reporting chain. They will coordinate with emergency responders and begin documentation.
Complete the Incident Report
Document the injury in EHS Insight, ensuring all necessary details are included. This report should be submitted by an EHS representative or a supervisor and provide a full account of the incident, including witness statements (attached to the report as a PDF). Ensure that the injury classification is accurately recorded as a "severe injury" to maintain consistency in reporting and follow-up.
Conduct an Investigation and Implement Corrective Actions
EHS representatives will investigate the incident thoroughly, identifying root causes and any contributing factors. Based on findings, corrective actions are assigned to reduce the risk of similar incidents in the future.
A catastrophic workplace incident involves severe or large-scale events that impact multiple people, infrastructure, or equipment. A prompt, coordinated response is essential to ensure safety, manage the situation, and address root causes.
Secure the Area and Evacuate if Necessary
Isolate the affected area to prevent further harm, and evacuate personnel if needed. Only emergency responders should enter the scene.
Activate Emergency Response
Immediately initiate emergency protocols by contacting emergency services (911) and notifying key response personnel, starting with the Director of EHS. Align with EHS Plans, Protocols, and Procedures. See Emergency Management for more information.
Provide Immediate Medical Support
Employees are encouraged but not obligated to administer first aid if safe and qualified to do so, and to stay with the injured person until emergency personnel arrive.
Notify BHI Leadership
The Director of EHS will Contact BHI operations leadership and relevant stakeholders to manage the response and support necessary reporting.
Complete Incident Report
Submit a comprehensive report in EHS Insight, covering all essential details of the incident.
Conduct a Thorough Investigation
EHS personnel should investigate to identify root causes and contributing factors, documenting findings for future preventive actions.
Hold a Post-Incident Review
After the response, hold a debrief with key personnel to assess actions taken and identify improvements for future preparedness.
Make sure you and your passengers are safe and uninjured. If there's another vehicle involved in the accident, check to make sure that the driver and any passengers are OK too. Accidents are stressful, but keeping a calm, normal demeanor will help you stay in control of the situation.
2. Move impacted vehicles out of traffic
If your car is drivable, move it to the side of the road or as far away from traffic as possible while still remaining at the scene of the accident. Warn oncoming traffic using your hazard lights and/or setting up road flares. If there is minimal traffic and it is safe to remain where you are at, do not move your vehicle. Secure the scene and preserve the evidence as much as possible.
3. Call the police to report the accident
Dial 911 and wait for the police to arrive.
Answers any questions so the police officer can file a police report.
Provide driver’s license and insurance information.
Tell the police exactly what happened and stick with the facts.
Ask for the name and badge number of all officers you engage with.
Request a copy of the police report for our insurance company.
If the police can't get to the scene or aren't dispatched, exchange information with the other driver. You can usually file a report yourself at your local police station or department of motor vehicles instead.
4. Contact your EHS Tech, EHS Manager, or Division EHS Manager
Call your EHS Tech, EHS Manager, or Division EHS Manager (whoever is in your reporting chain) to inform them of the incident and any injuries that may have occurred. Let the EHS practitioner know the who, what, when, where, and how if the incident. Let them know that you contacted Emergency Services and that you are preparing to exchange information with the other motorist, if any.
5. Exchange info & take pictures
While the police report provides official documentation of the crash, always take pictures of the damage to our vehicle, as well as pictures of any other vehicles involved as a part of your car accident checklist. Gather images from multiple angles to show exactly where any impact occurred. These images can help our claims representative determine who's at fault in the accident.
6. Complete the Vehicle Damage Report
Complete and submit the vehicle damage report, with all the necessary information, pictures, police report, drawings, etc. This documentation is essential for reporting claims.
Be sure to get the name, address, phone number, and insurance information of the other driver. If possible, swap other information such as car makes and models, driver's license numbers, and license plate numbers. If there are third-party witnesses at the scene, politely ask for their contact information.
This report is to be completed on EHS Insight, with "Asset" selected as the Incident Consequence by the Responsible Employee, Supervisor, or EHS Rep. Be sure to add an asset for each motor vehicle that is damaged. This will ensure the information of each damaged vehicle is logged for insurance and claims purposes.
Employees occasionally discover vehicle damage during their morning inspection, after adverse weather conditions (such as hail), or from a parking lot hit-and-run. Promptly and accurately reporting this type of damage is essential to ensure it reaches BHI’s Claims Manager for filing and necessary follow-up.
Contact Your EHS Representative
Notify your EHS Tech, EHS Manager, or Division EHS Manager in your reporting chain. Share the details of the incident, including when and where the damage was discovered and any possible contributing factors. The EHS representative will assist in documenting the information and coordinating with the Claims Manager if needed.
Determine the Need for a Police Report
If the damage appears to be from an incident involving another vehicle (e.g., a hit-and-run in a parking lot) or if you suspect vandalism, contact local law enforcement to obtain a police report. This report provides official documentation that may be required for insurance claims.
Investigate the Damage and Take Pictures
Take clear photos of the vehicle damage from multiple angles to document its extent and location. If the damage is weather-related (such as hail), capture surrounding conditions if relevant. These images help the Claims Manager assess the situation and support the claim process.
Complete the Vehicle Damage Report in EHS Insight
Fill out the Vehicle Damage Report in EHS Insight, including all pertinent information such as photos, police report (if applicable), and any additional notes on the circumstances. Select "Asset" as the Incident Consequence, and submit the report. This documentation is critical for claim filing and maintaining vehicle records.
Log Damage on the Next LVF Inspection
Record the damage on your daily LVF inspection form to ensure accurate tracking and facilitate any necessary repairs. Coordination with the fleet team will ensure the vehicle is safe and operational.
In cases where equipment or property damage occurs, promptly reporting and documenting the incident ensures proper assessment, repair coordination, and record-keeping. All equipment or property damage should be classified as "Asset" damage in the incident consequence section.
Assess and Secure the Area
Begin by assessing the extent of the damage and ensuring the area is safe. If the damage presents any immediate hazards (e.g., broken equipment, electrical issues), take necessary precautions to secure the area and prevent further incidents.
Notify Your EHS Representative
Contact your EHS Tech, EHS Manager, or Division EHS Manager within your reporting chain. Share details on the who, what, when, where, and how of the incident to assist in documenting and coordinating next steps with relevant teams.
Document the Damage
Take photos of the damaged equipment or property from multiple angles to provide a clear view of the extent and location of the damage. Include surrounding context if it helps clarify how the damage may have occurred. This visual documentation supports claim processing and repair coordination.
Complete the Equipment/Property Damage Report in EHS Insight
Submit a detailed report in EHS Insight, selecting "Asset" as the Incident Consequence. Include all relevant details, photos, and any additional notes on the incident to ensure comprehensive documentation. This report is essential for claims, record-keeping, and implementing preventive measures. Be sure to add an asset for each piece of equipment or property damaged.
Log the Damage on Routine Inspections
Ensure the damage is recorded on routine equipment or property inspection logs to track repairs and maintain an accurate record of the item's condition. This helps verify that equipment and property are restored and safe for continued use.
Coordinate with Maintenance or Fleet (if applicable)
If the damage involves equipment or vehicles that require immediate repair or removal from service, coordination with the fleet team will follow shortly. They will coordinate necessary repairs and ensure that the damaged item is safely managed. It is often the responsibility of the responsible employee and their supervisor to begin obtaining estimates for fleet maintenance and repair after an incident occurs.
Utility strikes involve contact with underground or overhead utilities such as power lines, gas lines, water pipes, or communication cables. Proper response is crucial to ensure safety, prevent further damage, and document the incident accurately.
Ensure Immediate Safety and Evacuate if Necessary
Evaluate the situation to determine if an immediate evacuation is required, especially for gas line strikes or situations where hazardous materials may be released. If lives are in danger, call 911. If power lines are struck, do not exit the equipment immediately. In this case:
Stay Inside the equipment unless there is an immediate hazard, such as fire.
Call 911 if necessary, and inform emergency responders of the power line contact.
If exiting is absolutely necessary, jump clear without touching the equipment and ground at the same time, then shuffle away with small steps to minimize the risk of electric shock. Keeping calm and taking these steps can prevent further injury.
Notify Appropriate Authorities and Internal Contacts
For utility strikes, call and report the incident to local utility providers or authorities as required. Provide clear details about the utility affected and location. Then, contact your EHS Tech, EHS Manager, or Division EHS Manager to report the incident, detailing the who, what, when, where, and how.
Document the Damage
Take clear photos of the strike area and any visible damage to the utility or surrounding area. This visual documentation supports claim filing, repair coordination, and ensures a thorough record of the incident.
Complete the Utility Strike Report in EHS Insight
Report the utility strike in EHS Insight, selecting "Asset" as the Incident Consequence and "Utility" as the asset type. Complete all asset damage fields carefully to meet DPI requirements, including details on the utility affected, type of strike, and any environmental or property impact. Accurate reporting helps ensure compliance and thorough record-keeping.
Coordinate with Utility Providers and Schedule Repairs
Work with utility providers to assess and repair any damage to the affected lines. BHI may coordinate with these providers for follow-up, repairs, or additional evaluations.
Repeat DPI CGA Training if Applicable
If the utility struck was previously marked, shown on plans, and identified, the employee may be required to repeat DPI CGA (Common Ground Alliance) training. This retraining helps reinforce safety protocols and prevent future line strikes.
Environmental events involve incidents where hazardous materials, pollutants, or other substances are released, potentially causing harm to the environment. Prompt reporting and documentation are essential to assess and mitigate environmental impact.
Ensure Immediate Safety and Contain the Release (if possible)
Begin by assessing the area for safety. If safe to do so, contain the release to prevent further spread (e.g., using spill kits or absorbents). Evacuate the area if there is a risk to personnel or if the material poses an immediate hazard. Contact emergency services (911) if necessary.
Notify Your EHS Representative and Relevant Authorities
Contact your EHS Tech, EHS Manager, or Division EHS Manager to report the incident. Provide details about the type of material released, approximate quantity, and location. The EHS team may need to notify local environmental agencies or authorities depending on the severity and type of material involved, as per regulatory requirements.
Record Details of the Environmental Damage
Document the event thoroughly, including the type of material released, the estimated volume, and affected areas (soil, water, air). Take photos of the impacted area, capture images of any containment efforts, and note weather conditions if they contributed to the spread or containment of the release.
Complete the Environmental Incident Report in EHS Insight
Submit a detailed report in EHS Insight, selecting "Environmental" as the Incident Consequence type. Be diligent in filling out all fields related to the type and amount of material, containment measures, and any impact to surrounding environments (e.g., waterways, vegetation). Accurate reporting is essential for compliance and future preventive measures.
Coordinate Clean-Up and Remediation Efforts
Work with the EHS team to initiate clean-up and remediation as required. This may include collaborating with third-party environmental specialists or waste management teams to safely dispose of hazardous materials and restore affected areas.
Evaluate and Implement Preventive Measures
Following the incident, assess what preventive actions can be taken to avoid recurrence. Update any relevant procedures, and consider additional training or resources if needed to strengthen environmental safety.
Theft or security-related incidents can pose risks to personnel, property, and operations. Promptly reporting, mitigating risks, and documenting these incidents are essential for maintaining safety and addressing potential vulnerabilities.
Ensure Immediate Safety and De-Escalate if Possible
If the situation involves a confrontation, prioritize personal safety. Use de-escalation techniques as appropriate, keeping a calm demeanor and avoiding actions that may escalate tension. If there is no immediate threat, secure the area to prevent further loss or access to valuable assets.
Contact 911 if Necessary
For incidents involving criminal activity, significant theft, or potential threats to personal safety, call 911 immediately. Provide clear information to the authorities about the location, type of incident, and any individuals involved. Follow instructions from law enforcement and remain available for questions or further assistance.
Notify the Director of Risk and Security
Inform the Director of Risk and Security or their designated representative about the incident. Provide details on what occurred, when, and where, as well as any preliminary actions taken. The Director or delegate will coordinate any further investigation, support law enforcement, and determine internal follow-up actions as necessary.
Document the Incident and Secure Evidence
If safe to do so, gather information and photos related to the incident. Document any visible evidence of theft or damage, including affected areas, missing items, and any relevant surroundings. This documentation aids both internal and law enforcement investigations.
Complete the Security Incident Report in EHS Insight
Submit a detailed report in EHS Insight, selecting "Security" as the Incident Consequence type. Include all pertinent information, including a description of the incident, actions taken, and supporting photos. Comprehensive documentation supports record-keeping, claims, and security improvements.
Review and Implement Preventive Security Measures
After the incident, work with the Director of Risk and Security to evaluate potential security gaps and reinforce preventive measures. This may include updating security protocols, enhancing training, or installing additional physical security features where needed.
In cases where company operations result in damage to public property—such as roads, sidewalks, or other community-owned assets—prompt and accurate reporting is essential for coordinating repairs and maintaining good public relations. All public property damage claims should be reported to EHS and recorded in EHS Insight as an "Asset" incident consequence.
Ensure Immediate Safety and Assess the Damage
Begin by ensuring the area is safe for employees, the public, and surrounding property. Evaluate the extent of the damage to determine if immediate containment or barriers are needed to prevent further harm or disruption.
Notify Your EHS Representative
Contact your EHS Tech, EHS Manager, or Division EHS Manager within your reporting chain. Provide specific details about the incident, including the location, type of public property affected, and any preliminary actions taken to secure the area. EHS will help coordinate any necessary follow-up with the claims manager and relevant public entities.
Document the Damage Thoroughly
Take photos from multiple angles to capture the extent and specifics of the damage. Include contextual photos showing the surrounding area to give a clear understanding of the impact. This documentation is essential for the claim process and any repairs that may follow.
Complete the Property Damage Report in EHS Insight
Submit a report in EHS Insight, selecting "Asset" as the Incident Consequence type. Be diligent in completing all fields related to the type of asset damaged, details of the incident, and any immediate measures taken. This report supports claim processing, record-keeping, and corrective actions.
Coordinate with Public Entities for Repairs
Work with claims and any relevant public entities to coordinate repair efforts. Depending on the property affected, this may involve local government departments or utility providers to restore the property to its original state.
Review and Implement Preventive Measures
After addressing the immediate incident, work with EHS to evaluate the circumstances that led to the damage and implement preventive measures. This may include updating procedures, employee training, or additional safety barriers to prevent similar incidents in the future.
Cyber and virtual security incidents, such as unauthorized access, data breaches, or phishing attacks, can compromise sensitive information and disrupt operations. Prompt reporting and mitigation are essential to protect company data and minimize risks. All cyber and virtual security events should be reported to IT and documented in EHS Insight with "Security" as the incident consequence type.
Identify and Isolate the Incident
As soon as a cyber security issue is detected, immediately stop any activity that could exacerbate the risk. For example, disconnect affected devices from the network, avoid interacting with suspicious files or links, and alert team members to prevent further access.
Notify the Director of IT
Contact the Director of IT to report the incident. Share details such as the type of incident (e.g., phishing attempt, unauthorized access, or malware detection), the affected systems, and any initial steps taken to contain the risk. The Director of IT will coordinate with the Cyber Security Systems Administrator to assess and mitigate the threat.
Preserve Evidence
Avoid deleting any suspicious files, emails, or logs associated with the incident. Preserve all evidence, including screenshots or records of suspicious activities, to support investigation and analysis. This documentation is vital for identifying the cause and implementing corrective actions.
Complete the Cyber Security Incident Report in EHS Insight
Submit a report in EHS Insight, selecting "Security" as the Incident Consequence type. Provide all relevant information, including a description of the event, any systems or data affected, and initial containment actions. This record supports compliance, response planning, and future preventive measures.
Coordinate with IT on Risk Mitigation and System Restoration
Work with the IT team as they implement security measures to contain and mitigate the risk. The Cyber Security Systems Administrator will guide any further actions needed, such as changing passwords, restoring systems, or updating software, to secure the network and protect data.
Implement Preventive Measures and Complete Any Required Training
After the incident, collaborate with IT to implement preventive measures, such as updating software, enhancing firewall settings, or rolling out additional training for employees on cyber security best practices. Where necessary, ensure that employees involved complete refresher training to reinforce secure practice
When an employee experiences a non-workplace injury or illness, BHI may provide support and assess any necessary accommodations to ensure a smooth transition back to work. While these incidents do not require reporting in EHS Insight, coordination with HR and Operations may be needed to meet the employee’s needs in alignment with BHI policies and HR standard operating procedures.
Notify Direct Supervisor and HR
The employee should contact their direct supervisor and HR to inform them of the non-workplace injury or illness. Open communication with both parties ensures that HR can assist in assessing any potential leave, benefits, or accommodations that may apply.
Coordinate with HR for Leave and Benefits
HR will work with the employee to review leave options (e.g., FMLA, sick leave, short-term disability) and any applicable benefits. HR will guide the employee through necessary paperwork and policies to support their needs during recovery.
Assess Accommodations and Return-to-Work Needs
In cases where accommodations may be needed upon return, HR and the direct supervisor will coordinate to assess appropriate modifications. This may include adjustments to physical workspaces, modified duties, or a gradual return-to-work plan. Any accommodations should align with BHI policies.
Ensure Compliance with HR Policies and SOPs
HR will ensure all actions comply with company policies, standard operating procedures, and relevant regulations. Best practices include maintaining open communication with the employee, documenting any accommodations provided, and keeping medical information confidential.
Follow Up and Monitor Employee’s Progress
Regular check-ins between HR, the direct supervisor, and the employee help monitor progress and address any additional needs as they arise. HR and Operations may adjust accommodations or support as necessary to facilitate a safe and comfortable return to work.
Workplace bullying, harassment, and discrimination are serious issues that can negatively impact employee well-being and workplace culture. Prompt reporting and response are essential to address these behaviors, ensure a respectful work environment, and align with BHI policies and HR standard operating procedures.
Report the Incident to HR and Direct Supervisor
Employees experiencing or witnessing bullying, harassment, or discrimination should report the incident to HR or their direct supervisor. HR is equipped to handle these issues with confidentiality and sensitivity, ensuring appropriate steps are taken to address the situation.
Document the Incident
Employees should document specific details of the incident(s), including dates, times, locations, individuals involved, and any witnesses. Written documentation helps HR assess the situation thoroughly and take action based on concrete information.
HR Investigation and Response
HR will conduct a confidential investigation into the reported incident, following established protocols to ensure impartiality and fairness. This may involve interviewing the individuals involved and any witnesses, reviewing documentation, and consulting relevant policies. HR will determine the appropriate response based on findings, which could include disciplinary action, mediation, or further training.
Provide Support and Resources
HR and the direct supervisor should offer support to the affected employee, which may include connecting them with Employee Assistance Programs (EAPs) or other support services. Ensuring employees feel heard, supported, and safe is key to maintaining a positive work environment.
Ensure Compliance with Company Policies and Legal Standards
HR will ensure that all actions align with company policies, HR standard operating procedures, and applicable legal standards. Maintaining confidentiality and respecting the rights of all parties involved are crucial throughout the process.
Monitor Workplace Environment
After addressing the incident, HR and the direct supervisor will monitor the workplace environment to ensure that corrective actions have a lasting positive impact. Ongoing training and awareness programs can help reinforce a culture of respect and prevent future incidents.
If an employee experiences thoughts of suicide or struggles with mental health issues, it is essential to know that confidential, supportive resources are available. Employees are encouraged to prioritize their well-being and can reach out directly to the Employee Assistance Program (EAP) for anonymous help. The EAP provides professional support and counseling, billed directly to the company, with complete privacy to ensure a safe, judgment-free environment.
Access Immediate Support Through EAP
The EAP is available to all employees facing mental health concerns, including thoughts of suicide or severe distress. Employees can contact EAP directly for confidential counseling and mental health support, which remains fully anonymous and billed directly to the company. No information is shared with HR or management, ensuring privacy.
Seek a Private Space for Initial Contact
If you need immediate assistance and are at work, seek a private area to contact the EAP. If you are offsite, reach out from a location where you feel comfortable and can speak freely. The EAP counselor will provide guidance on immediate steps and connect you with further resources if needed.
Supportive Culture of Well-being
While EAP is a confidential resource, remember that seeking help is strongly encouraged within the company’s culture of well-being. Your health and safety are a priority, and the EAP is designed to provide you with expert, private support.
Optional HR Support if Needed
If additional workplace accommodations or support are desired, employees may choose to reach out to HR. However, this is entirely optional, as EAP services remain anonymous and require no HR involvement for billing or access.
Promoting Mental Health Awareness
Employees are encouraged to use resources such as the EAP to support mental health needs. Building awareness around mental health and encouraging an open, stigma-free environment helps create a supportive workplace where well-being is valued.
Workplace violence can take many forms, including verbal threats, physical confrontations, or other aggressive behaviors that threaten the safety and well-being of employees. Swift action is essential to protect those involved and maintain a safe workplace. Incidents of workplace violence should be reported to HR and/or the Director of Risk and Security as appropriate to coordinate follow-up actions.
Ensure Immediate Safety and De-Escalate if Possible
If a violent or potentially violent situation arises, prioritize immediate safety. Move away from the area if possible, and encourage others to do the same. If it’s safe, attempt to de-escalate the situation by staying calm and avoiding confrontational language or behavior.
Call 911 if Necessary
For situations involving immediate threats to personal safety or physical violence, call 911 immediately. Provide clear information to dispatch about the location, nature of the incident, and any individuals involved. Wait for emergency responders to arrive, if possible, and remain available for further assistance.
Notify HR and the Director of Risk and Security
After ensuring immediate safety and, if necessary, notifying emergency services, report the incident to HR and/or the Director of Risk and Security. They will initiate an internal response to assess the situation, provide support, and coordinate any necessary actions.
Document the Incident
Document specific details of the incident, including any aggressive behaviors, statements made, and actions taken. Include dates, times, locations, and names of those involved or witnessing the incident. This documentation will assist HR and security in investigating and addressing the situation.
Complete a Security Incident Report in EHS Insight
Submit a detailed report in EHS Insight, selecting "Security" as the Incident Consequence type. This report should contain all relevant information to ensure comprehensive documentation and support for follow-up actions.
Follow Up with HR and Security for Support and Prevention
HR and the Director of Risk and Security will work to address any immediate and ongoing safety needs for affected employees. They may also implement preventive measures, such as providing conflict resolution training, enhancing security protocols, or organizing additional support resources to help prevent future incidents.
Securing the scene is the first critical step in managing any incident. This helps to protect everyone in the area, prevent additional harm, and preserve conditions for a clear understanding of what occurred.
Evaluate the Scene for Immediate Hazards
Begin by quickly assessing any potential dangers, such as exposed wiring, chemical spills, or unstable materials. If hazards are present, ensure that all personnel maintain a safe distance and stay clear of the affected area.
Isolate the Area and Restrict Access
Use caution tape, barriers, or cones to block off the scene and prevent unauthorized personnel from entering. Restricting access preserves the scene’s integrity and reduces the risk of further incidents.
Follow Project-Specific EHS and Facility Emergency Action Plans
Refer to your project-specific EHS plan and facility emergency action plan for guidance on controlling and securing the scene. These plans provide essential protocols tailored to your site or facility, ensuring you take appropriate action based on specific risks and layouts.
Prevent Movement of Materials or Equipment (unless for safety)
Avoid moving or disturbing any materials or equipment involved in the incident unless absolutely necessary to prevent further hazards. Keeping items in place helps maintain the scene for accurate documentation and later investigation.
Once the scene is secured, the next priority is providing care to any injured individuals. Responding calmly and promptly can make a critical difference.
Administer First Aid if Qualified and Comfortable
Employees trained in first aid are encouraged to offer basic care, such as treating minor wounds, assisting with breathing, or providing reassurance to the injured person. While administering first aid is encouraged, it is not required—only assist within your comfort and training level.
Call 911 for Emergency Medical Assistance
If injuries are severe, life-threatening, or beyond the scope of first aid, immediately call 911. Provide clear information to the dispatcher, including the location, nature of injuries, and any hazards on-site. Stay on the line until emergency services confirm they have all necessary details.
Keep the Injured Person Calm and Comfortable
While waiting for medical assistance, reassure the injured individual and ensure they remain as comfortable as possible. Avoid moving them unless there is an immediate safety threat, and stay with them until help arrives.
Follow BHI’s Emergency Response Guidelines
Refer to BHI’s emergency response protocols for additional guidance on handling medical situations. Knowing these procedures ensures that you take appropriate steps while providing care.
After securing the scene and providing care, promptly reporting the incident is essential for accurate documentation and follow-up. Timely reporting helps ensure compliance, supports any necessary case management, and aids in incident analysis.
Notify Your Supervisor Immediately
The employee involved in or witnessing the incident must notify their supervisor as soon as possible. This initial report enables supervisors to assess the situation and initiate any necessary response actions.
Notify EHS Promptly (Within the Shift)
The supervisor or designated personnel should notify EHS as soon as practical, but no later than the end of the shift. For incidents not reported within this timeframe, a Late Reporting Affidavit must be completed, signed, and submitted with the incident report.
Notify the Client (If Applicable)
Where required by contract, notify the client of the incident as soon as possible. Ensure that this notification follows any specific guidelines outlined in the contract to maintain transparency and support collaboration in addressing potential impacts.
Gather Evidence and Take Detailed Photos
Photos and evidence should be collected to document the incident thoroughly. When taking photos, consider the following:
Capture Multiple Angles: Photograph the scene from various perspectives to provide a comprehensive view of the area.
Focus on Key Details: Include close-ups of specific damage, injuries, and any involved equipment or materials.
Document the Surroundings: Take wide-angle shots showing the surrounding environment to give context to the incident location.
Preserve Evidence: If possible, gather additional physical evidence, such as broken equipment parts or damaged materials, and keep them secure for investigation.
Administer Drug/Alcohol Testing (if Required)
Drug and alcohol testing should be administered for all serious injuries and any asset damages exceeding $500. Testing protocols should follow company guidelines and be handled promptly to ensure compliance and maintain a safe workplace.
Use Axiom Medical for Case Management (if Applicable)
For cases requiring ongoing medical management, the Director of EHS may engage Axiom Medical to coordinate treatment and support. Axiom Medical specializes in case management, assisting employees through the recovery process and providing updates as needed.
Report the Incident on EHS Insight (Within 24 hrs)
The responsible employee, their supervisor, or an EHS member must submit the incident on EHS Insight within 24 hours of occurrence. All witness statements (PDF form below) must be uploaded within 48 hours. If the incident has already been approved in EHS Insight, contact the EHS Admin, who can attach witness statements to the incident file. Ensure all witnesses submit a statement, and if the injured person refused medical care, complete a refusal of medical care form and attach it to the submission.
Access Forms: Open the EHS Insight system, go to "Forms" via the navigation menu, and select "Incident Event."
Start a New Report: Click the green button ("Report an Incident").
Identify Incident Consequence: Choose the appropriate consequence type:
Illness: For any illness.
Injury: Covers all injuries, including minor ones.
Asset: For damage to vehicles, equipment, or property, including utility strikes.
Environmental: For environmental damage or material releases.
Security: For thefts, security breaches, or damages (both virtual and physical).
Near Miss: For all critical and non-critical near-miss incidents.
Complete All Required Fields: Fill out every field thoroughly. Add any applicable images and witness statements. Use the attached witness statement PDF, and include it with your submission.
Incident Category: Be sure to appropriately classify the incident category as internal, third party, or subcontractor.
Address Additional Documentation Needs:
Late Reporting: If reporting is delayed, attach a completed late reporting affidavit.
Refusal of Medical Treatment: If an injured employee declines medical treatment, have them complete, sign, and attach the refusal of medical treatment PDF.
Save and Submit: Click “Submit” to move to the next workflow step, or “Save” if not yet ready to submit. Remember, forms do not auto-save; you must select "Submit" to save changes.
BHI has zero tolerance for fraudulent Workers’ Compensation claims. All suspicious claims will be investigated, and all evidence of criminal wrongdoing (fraudulent claims) turned over to the District Attorney’s (DA’s) office for prosecution.
Initiate the Investigation in EHS Insight
The incident investigation begins when the employee submitting the incident report selects “Yes” under the Event Severity section to indicate that an investigation is required. The immediate supervisor, with assistance from the on-site safety specialist or Division EHS Manager, will proceed with the investigation using EHS Insight.
Select the Appropriate Investigation Form
EHS Insight offers two types of investigation forms—Simple and Complex. The appropriate form should be selected based on the following criteria:
Simple Investigation Form: Use for minor incidents, near misses, or asset damages under $1500 that require limited follow-up. This form captures essential details without extensive root cause analysis.
Complex Investigation Form: Use for serious incidents, incidents involving injuries or environmental impact, and asset damages exceeding $1500. This form allows for a more thorough investigation, supporting a detailed root cause analysis and documentation.
Conduct a Root Cause Analysis
For incidents requiring formal investigation, a Root Cause Analysis (RCA) will be conducted after the initial investigation is completed. This is a structured meeting involving the employee, immediate supervisor, Division EHS Manager, and relevant leadership up to the COO. The “Multi-Causation Factors/RCA” components in EHS Insight will be used during this meeting to examine underlying causes and contributing factors.
Prepare a Formal “Letter to the Client” (if Required)
When client notification is required, the Division EHS Manager will draft a formal letter summarizing the incident and investigation findings. The letter will be reviewed by the Project Director and the Director of EHS before being sent to the client, ensuring accurate and transparent communication.
Complete and Distribute Lessons Learned
Upon conclusion of the investigation, the Division EHS Manager or their designee will complete the "EHS Improvement Opportunity” report in EHS Insight under the CAPA tab. This report will be submitted to the Director of EHS for final review and distributed company-wide to share insights and preventive measures across teams.
Assign Corrective and Preventive Actions (CAPA)
Leaders are encouraged to use the CAPA tab in EHS Insight to assign corrective and preventive actions based on investigation findings. These actions should focus on helping employees learn, improve, and make meaningful changes to reduce repeat incidents—addressing the patterns often seen in the industry. CAPAs should be clearly defined and tracked to promote accountability and continuous improvement.