SunWater Spa Incident Reporting Policy

An Injury Report is required whenever a guest or staff member experiences an action that has caused harm or injury on company property or doing company business.  It is important that every incident be documented for the safety and protection of the guests, staff members, and the company.

Incident: An unsafe action that has caused harm or injury to a guest or staff member; an accident on company property.

Examples:         A guest - stubs a toe and it bleeds; falls on the stairs and bangs a knee; faints

                           A staff member shatters a Tibetan Singing Bowl in the Yoga studio

                           A staff member falls from a ladder while working

Incident Procedure

1. If it is an emergency.  Do not move the person; secure the area so that everyone is safe.   Call 9-1-1.  Wait for EMTs to arrive

2. If the injury is not an emergency, determine if the injured person can be moved, then move him/her to a safe place out of the traffic areas of the workplace

3. Have someone with the injured person at all times

4. Ask if they wish to have first aid - ice, adhesive bandage, etc.

5. Fill out the Incident Report (see below)

6. Submit the Incident Report to the Manager or Director on site.  The manager must review it to confirm that all required information has been obtained.

7. The Spa Director will review and investigate the incident and notify the manager of the department involved in the incident

8. The Spa Director will do a follow-up call to the injured person within 24-48 hours of the incident if warranted.- see Incident Follow-up Call Procedure

The INCIDENT REPORT

1. Find the facts only, not speculation

2. Determine the sequence of events that occurred.  

3. Analyze the events for clear understanding

4. Make Recommendations to improve safety

It is essential to fill out all sections of the Incident Report:

1. Contact information for the injured person and witnesses. 

2. Date and Time of Incident

3.  REPORTED/SUBMITTED BY line completed with the signature and date of the person who is submitting the report

4. Cause of injury, how was injury obtained, where the incident occurred, type of injury, part of body injured, emergency action taken

5. GUEST REFUSED TREATMENT box - it is required that if a guest or employee refuses treatment 

6. Describe how the incident occurred.

7. What treatment was administered?

8. Witness gives an account of the incident

9. Analysis - what contributed to the incident?

10. Corrective Action - this is for the Manager to complete before submitting

11. Supervisor/Manager’s signature and date

12. Reviewed by the Spa Director with signature and date.

Incident Reports must be submitted by staff to the manager on the day of the incident. After reviewing the report, confirming all required information, and making recommendations for corrective action on the form, the manager will then submit the report to the Spa Director with 72 hours of the incident

Incident Reporting Procedure for Employee Incidents

An Incident Report is required whenever a guest or staff member has an incident on the company property.

 It is important that every incident be documented for the safety and protection of the guests, staff members, and the company.

1. All injuries will be reported immediately to the employee's manager.

2. If medical attention is required, the injured employee will seek it from one of the designated medical providers. 

3. Injuries that require medical attention will be filed with the insurance company within 24 hours. 

4. If feasible, the injured employee should deliver a copy of the medical provider’s work status report to the designated workers comp coordinator within 24 hours of the medical visit. 

5. The Spa Director is responsible for maintaining regular contact with the injured employee and the medical provider and obtaining recovery status information and work restriction updates 

NOTE: In case of an emergency, the injured employee is to seek medical attention from the nearest medical facility. Follow-up care must be coordinated through the designated medical provider. When possible, follow-up medical appointments are to be made before or after work hours. Time off for medical appointments will be treated consistently with other personnel policies. 

updated 10/10/2024 dar