Add an Event - Vault

OVERVIEW
“An Event is anything that has caused or had the potential to cause harm”. 

The following video and written procedure relates to adding an event directly into Vault. The example used is logging an “Injury” type event. It covers off ALL sections that could be included in other event types and therefore it may include sections that are NOT included in the event you working on.
The result will be an event logged into the Events Register within Vault ready for action.

Within this video you will learn:

• Initiate adding an event.
• The short form.
• Transfer event from pending to active.

PRE-REQUISITES

• Ensure you've learned the fundamentals of using Vault via our 'Vault Essentials' guide (click here).

If you are unable to access the above video or for a printable/presentation version of its content, feel free to download the PDF file or PPT file. 

 

RECOMMENDED ARTICLES

• Finding an Event in the Events Register - Vault 
• Managing a Pending Event - Vault 

 

Below are the written steps for:

• Accessing the Events register.
• Logging an Event (step 1) - The Short Form.
• Logging an Event (step 2) - Event details Tab.
• Logging an Event (step 2) - Injury details Tab.
• Logging an Event (step 2) - Injury Management Tab.
• Logging an Event (step 2) - Standard investigations Tab.

  

PROCEDURE

1.  Access the Events Register

• Click on Risk in the left hand menu bar.
• Then Select Events.

  

2.  Log an Event (Step 1) - Short Form 

Logging an event directly into Vault is made up of two steps:

Step 1 “The short form” -  allows you to quickly log an event by inputting ONLY the most important information and save it to the Pending Events Register.

Step 2 “The Event Tabs” - allow you to flesh out the event details and progress to the Active Events Register. 

• From the Events Register:
  
  • Click Add.

        

• Event Short Form:
  
  • Type of Event.
    Tick the correct event type radio button.

• Person Reporting.
  Select the correct site from the company tree.
• Reporter Name.
  Enter the name of the person reporting the event.
  Select from the options displayed.
• Person Involved.
  Select from the dropdown options.
• Person Involved Name.
  Enter the name of the person involved in the event.
  Select from the options displayed.

Note: If the person reporting/involved is a third party select this option and search. If the third party is recorded in your system select as normal - if Not, Add third Party and complete the Pop-up form.

• Event happened off site.
  Did the Event Happen off site?
  • If Yes:
    Tick the Event happened off site checkbox.
• Accountable Site.
  Will default dependant on worker involved - if another site accountable.
  Click the field and then Search / Select the appropriate site.

• Accountable Department.
  Will default dependant on worker involved - if another dep. accountable.
  Click the field and then Select the appropriate Dep. from the dropdown.

• Location.
  Enter the location where the event occurred.

     

Note: The Location field is to specifically identify the  location on site where the event occurred. If the event happened off site use the address where the event occurred

• Event Date.
  Select the correct date of the event from the calendar.
• Event Time.
  Select the correct time of the event from the clockface

• Subject.
  Select the correct subject from the dropdown.

Note: The Subject field list’s most of the probable event scenario’s. Dependant on how your system is configured this field may be free text and NOT a dropdown selection 

• Description.
  Enter a full and detailed account of the event.
  

• Category.
  Select the correct category from the dropdown.
• Severity.
  Select the correct severity from the dropdown.

• Injury Description.
  Enter full details of the extent and type of Injury(s) sustained in the event.

• Treatment Required.
  Select the correct radio button.

• Current Medical Condition.
  Select the correct radio button.
  Enter any Additional information if required in the field provided.

Note: The Current Medical Condition status needs to be updated to Fully Fit once the person involved has returned to work.

 

• Finish log an Event (Short Form):
• Save Event.
  Click Save.

• Result:
  The Event will be saved to the Pending Events Register.
  The Event Tabs will display

   

3.1  Log an Event (Step 2) - Event Details Tab 

Step 2 of Log an Event is to transition the Pending event into the Active Events Register. To do so ensure that the following mandatory/recommended fields are completed.

• Reporter / Person Involved Section:

• Supervisor field.
  Enter Supervisor if one is required to be assigned.
• Sensitive Event.
  Does the Event require Special handling due to its Sensitive nature?
  • If Yes:
    Tick the Sensitive Event checkbox.
    Assign appropriately.
    

  

3.2  Log an Event (Step 2) - Injury Details Tab

• Injury Detail Section:

• Body Image.
  Select the general area of the body affected via the radio buttons located on the body image.
• Body Area & Injury list.
  Click the list item that best describes the Body Area of the injury
  Identify the list item that best describes the Injury type.
  Click the Add to Injury list button
  

• Are there Multiple Injuries?
  • If Yes:
    Repeat the above steps until ALL injuries have been recorded.
  • Identify the primary Injury.
    Identify the correct Primary injury.
    In the Primary Column Click No - this will update to Yes to indicate primary injury.
    
• Do you need to delete an Injury?
  • If Yes:
    Identify the injury.
    Select Delete button..
    

   

3.3  Log an Event (Step 2) - Injury Management Tab

• Current Medical Condition Section:

• Expected Return To Work date (RTW).
  Enter a RTW date if applicable or required.

  

3.4  Log an Event (Step 2) - Standard Investigation Tab

• Standard Investigation Section:

• Investigation not required.
  Is an Investigation required for this event?
  If NO:
  • Tick the Investigation not required checkbox.

If YES:  

• Enter the name of the Designated Investigator.
• Tick Email Investigator checkbox if you wish for an automated email to be sent to the designated investigator advising of assignment.
• Select the correct Status of the investigation from the drop down.
• Enter the Date Assigned.
• Enter the Date Due.

Note: The Email Investigator checkbox may not be present if your system is configured to automatically email the investigator upon assignment.

• Corrective Actions Section:
  
  
  • Corrective Action.
    Has a Corrective Action(s) been identified/taken?
    If Yes:
    • Click Add.

In the resulting form:

• Select the correct Responsible by from the drop down.
• Enter and select the person Responsible.
• Enter the Date Assigned.
• Select the current Status of the Corrective action from the drop down.
• Enter the As At date - this relates to the current Status.
• Stipulate the corrective Action Required.
• Click Save to add the Corrective Action to the event.

Note: Other comments and files can be added to the Corrective Action but are not mandatory in order to save to the event

• Update Pending Event or Save to Events:

• Is the Pending Event ready to be saved and progressed to the Events Register?
  If Yes (All required details have been updated):
  • Ensure that the Event Status (located in the: Event Details Tab/Event details section) is Either “Not Started” or “Underway”
  • Click Save to Events.

 

If No (Further details are required before progressing):

• Ensure that the information is as update as possible.
• Click Update Pending Event. All updates will be saved.