4.3 Explain the procedures to follow to report and record accidents and emergencies

This guide will help you answer 4.3 Explain the procedures to follow to report and record accidents and emergencies.

Accidents and emergencies can happen in any playwork setting. These might range from minor injuries to serious incidents. How you respond will affect the outcome for the child and the way the situation is managed afterwards. Clear procedures help everyone know what to do and reduce stress during a difficult time.

Reporting and recording is about two main things. First, acting quickly so the child gets any help they need. Second, making a record so the incident is documented correctly. This record protects both the children and the staff, and meets the legal obligations of the organisation.

Understanding Organisational Procedures

Every playwork organisation will have its own written procedures. These are often included in the policies and procedures manual. You must follow these exactly. They will tell you who to contact, how to handle the child, when to involve emergency services and how to fill in accident forms.

These procedures are designed to match legal requirements such as the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR). They also reflect the Safeguarding and Child Protection policies in place.

Steps to Take Immediately after an Accident

When an accident happens, you need to act without delay. Quickly check the scene to make sure it is safe for you and the child.

Actions can include:

• Remaining calm and speaking gently to the child
• Checking for danger such as sharp objects or hazards
• Moving the child only if there is risk in staying where they are
• Giving first aid within the limits of your training
• Getting another staff member to support if required

If it is serious, such as a broken bone, heavy bleeding or loss of consciousness, call emergency services straight away.

Reporting Procedures

Reporting means telling the relevant person about the incident. This may be your line manager, designated safeguarding lead, or the person responsible for health and safety.

Key points in the reporting process:

• Give clear, factual information. Avoid guesses or assumptions.
• Include the time, location, and what happened.
• Name all people involved, including any witnesses.
• Explain what actions were taken at the scene.

Reporting must happen as soon as possible after the incident. In many cases, it should be within the same working day. Serious incidents may need reporting immediately by phone or radio before a written report is made.

Recording Procedures

Recording is the process of writing down the details in the official accident or incident form. These forms are usually kept in a secure location such as the office or a locked cabinet.

A good accident record will include:

• Date and time of the accident
• Full name and age of the child
• Where the accident happened
• What was happening at the time
• Description of injury or illness
• Actions taken, including first aid given
• Any further action planned
• Names of witnesses
• Signature of the person completing the record

Records should be completed in plain English without emotion or opinion. Only facts should be written. The form must be signed and dated, and if the child’s parent or carer is present they may also sign to confirm they have been told.

Informing Parents and Carers

Parents and carers must be told about accidents and emergencies involving their child. This could be a written accident form given to them when they collect their child, a phone call if they need to come immediately, or another agreed method.

When informing parents:

• Speak clearly and calmly
• Say what happened, where, and when
• Describe any injury and care given
• Explain any advice from medical professionals if applicable
• Agree on any next steps such as monitoring the child or seeking further medical help

Parents have a right to know about incidents that affect their child’s safety and wellbeing.

Legal and Regulatory Requirements

In the UK, some incidents must be reported to external bodies. RIDDOR requires certain accidents, dangerous occurrences and specific illnesses to be reported to the Health and Safety Executive (HSE). Examples include fractures (except fingers and toes), loss of sight, serious burns, or incidents involving hospital treatment.

Children’s services, Ofsted, or the local education authority may need to be informed if the incident is serious. Safeguarding concerns must be reported to the designated safeguarding lead who will follow the child protection procedures.

Failing to meet these legal requirements can result in penalties for the organisation and loss of trust from families.

Confidentiality in Accident Reporting

Accident and emergency reports contain personal information. This must be kept confidential. Only staff who need the information to keep children safe should have access to it.

Procedures to safeguard confidentiality include:

• Storing paper records in locked cabinets
• Using password protected electronic files
• Avoiding discussion of incidents in public areas
• Following the Data Protection Act 2018 and UK GDPR requirements

Parents or carers have the right to see records relating to their own child but not those for other children.

Emergencies in Playwork Settings

An emergency is any situation that poses immediate risk to health or safety. This might be fire, severe injury, sudden illness, missing child, or threat from an intruder.

Response will depend on the type of emergency but should follow the organisation’s emergency plan. Common steps:

• Alert other staff
• Contact emergency services
• Remove children from danger
• Provide first aid where possible
• Keep children calm and accounted for

After the emergency is under control, staff must follow reporting and recording procedures in the same way as for accidents. The level of detail and urgency may increase for serious emergencies.

Incident Investigations

Some accidents or emergencies will need investigation. This is not about placing blame but finding out what happened and how to prevent it in future.

Investigations may involve:

• Speaking to staff and witnesses
• Checking equipment, surfaces or environment for hazards
• Reviewing supervision arrangements
• Looking at whether procedures were followed

Findings from investigations should be recorded. Recommendations should be acted on quickly to improve safety.

Making Sure Procedures Are Followed

It is the responsibility of every worker in a playwork setting to know the procedures for reporting and recording accidents and emergencies. These should be covered in induction training and refreshed regularly.

Ways to keep procedures fresh in your mind:

• Take part in drills for fire and other emergencies
• Practice filling in accident forms with made-up scenarios
• Read policy documents at least once a year
• Ask questions if something is unclear

Managers should monitor that staff follow procedures and provide feedback when records need improvement.

Common Mistakes to Avoid

Some mistakes can cause problems later. Avoid:

• Delaying reporting to parents or managers
• Leaving out details from records
• Adding opinions or guesses into formal records
• Storing completed records in unsecured areas
• Talking about incidents in front of children or other parents

Keeping processes tight helps keep everyone safe and reduces the chance of disputes.

Final Thoughts

Reporting and recording accidents and emergencies is about acting quickly and writing clear, accurate records. It makes sure children get the help they need and that any risks are addressed. It also provides legal protection for staff and the organisation.

When you follow procedures well, you show that you value safety and care. Parents trust that their children are protected and organisations run more smoothly. Being prepared and confident in these steps means you can respond effectively if an incident happens during your playwork duties.