H&S forms
After an accident on site the first priorities are the injured person and making the area safe. Then comes the record: what happened, where, to whom, what first aid was given, why it happened and what will stop it happening again. Some accidents and dangerous occurrences must also be reported to the Health and Safety Authority, which is a separate step taken with the HSA itself. This page walks through Fidrel’s Irish accident report and near miss forms, how a record is filled in on site and locked, and where the internal record ends and the report to the HSA begins.
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Witnesses go home, the scaffold is altered, and by the time someone finds the accident book the account has already become a summary. A form opened on a phone at the scene, with the date and the people filled in while they are still there, keeps the detail that matters later.
The contractor’s own record and the report to the HSA serve different purposes. Sites that treat one as the other either send far more than is needed or, worse, assume that a ticked box in their own system means the report was actually made.
Nobody was hurt, so nothing was recorded, and the loose board at the slab edge turns up again a fortnight later. Patterns only show once near misses are logged as faithfully as accidents, on the same form every time.
The Irish template asks for the date of the incident, the location and people involved, and what happened, followed by three tick items: injury, first aid given, and reported to the HSA. It ends with the cause and immediate action, and the preventive action with the person responsible for it. The template’s own description draws the line clearly: the form is an internal report, and accidents that keep someone from their normal work for more than three days, and dangerous occurrences, are also reported to the HSA. That reminder is a summary only; check the HSA’s own guidance for what counts as reportable, who has to report it and how.
H&S forms
The near miss form is shorter: what was observed, where, whether immediate action was taken and whether follow-up is needed, and the action with the person responsible. It suits the edge protection found missing on a walk round, the ladder left untied, the delivery lorry reversing without a banksman. Logged consistently, these forms show which hazards keep coming back, on which part of the site and on whose work, long before they turn into an accident report.
Step 1
In H&S forms, open Templates and choose Add standard templates. On the Irish site that adds an Accident / incident report, a Near miss / safety observation and a Toolbox talk record, with Irish wording on the accident report.
Step 2
Choose Fill in a form and the template, then enter the Location / element, the person filling it in under Carried out by, and the date. The form works in the browser on a phone, a tablet or a computer.
Step 3
Write what happened, the cause and immediate action, and the preventive action with the person responsible, and answer each tick item. Fidrel will not submit the form until every required item has been answered.
Step 4
Submit asks for confirmation and then locks the form for good. Every form carries an F- number in the project and stays in the list of completed forms, searchable by form, location or the person who filled it in.
Every tick item in a Fidrel form is answered with the same three buttons: Pass, Fail or N/A. On an inspection checklist that reads naturally. On an accident report, where the items are facts such as whether there was an injury, the team needs an agreed convention, and a Fail also counts as a non-conformance in the list of completed forms. One option is to edit the template and change Injury, First aid given and Reported to the HSA into text items, where the answer is written out, or to add a text item for the HSA’s reference. Templates can be changed at any time: each completed form keeps the items it was filled in with, so earlier records stay exactly as they were.
A submitted form cannot be edited, and it is the database that refuses the change, not just the screen. Only drafts can be deleted, so a report that has been submitted stays in the project. If something turns out to be wrong, fill in a new form that refers to the first by its F- number and explains the correction. Members who can write in the project fill in and submit forms; members with read-only access can read them but change nothing.
Fidrel holds the contractor’s internal record. The report itself is made to the HSA, through the HSA’s own forms or online service, by whoever is responsible for making it. Ticking Reported to the HSA, or writing the HSA’s reference into a text item, records that this was done; it does not do it. Keeping the account, the cause, the preventive action and the note of the report together helps when the client, an insurer or an inspector later asks what happened and what was changed afterwards.
Fidrel reports nothing to the HSA: the report is made to the HSA directly, and ticking Reported to the HSA only records that it was done. Fidrel gives no advice on whether a particular accident or occurrence has to be reported. A form holds text, dates, numbers and tick answers, with no photos or attachments; keep photos in the project’s documents and name them on the form. Forms are filled in through the browser; there is no separate app, and a form cannot be filled in without a connection.
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Read moreNo. Fidrel keeps the contractor’s own record. The report to the HSA is made directly to the HSA, and the form only records that it was done and, if you add one, the reference.
Not in place. Once submitted, the form is locked and can be neither changed nor deleted. Fill in a new form that refers to the first one by its number and explains the correction.
Yes. A template’s name, description and items can be edited, and items added, removed, made required or switched between tick, text, number and date. Completed forms keep the items they were filled in with.
Members of the project with access to the forms see them. Members who can write fill them in and submit them, while members with read-only access can read them but cannot change anything.
Yes. The list of completed forms can be filtered by template and searched by form, location or the person who carried it out, newest first, with the number of non-conformances shown on each form.
Yes. The standard H&S templates include a toolbox talk record with the task and location, hazards and controls covered, PPE checked, emergency arrangements known and the attendees.
