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    OSHA Compliance

    Detailed OSHA Reporting Guidance:

    Download the OSHA Guidance Document Below to Learn the Following:

    How does IndustrySafe determine if an incident is OSHA reportable? ............................................. 2
    What happens if IndustrySafe determines an incident is OSHA reportable? ................................... 2
    What is an OSHA recordable incident? .................................................................................................... 3
    How does IndustrySafe determine if an incident is OSHA recordable? ............................................ 3
    What happens if IndustrySafe determines an incident is OSHA recordable?................................... 4
    How does IndustrySafe calculate missed and restricted time for OSHA reportable incidents?... 5
    How do I enter hours worked for the OSHA 300A log and for DART and TCIR Rates .................... 5
    How does IndustrySafe calculate the DART and TCIR Rates? ............................................................ 5
    Can I redline Incidents in IndustrySafe? ................................................................................................... 6
    Can I generate a CSV file of recordable incident data? ......................................................................... 7
    What other OSHA recordkeeping resources are available? ................................................................. 7

    View the IndustrySafe OSHA Guidance document here.

    Generating OSHA Logs in IndustrySafe: 

    IndustrySafe automatically generates OSHA 301, 300, and 300A reports. As you enter incidents into the system, IndustrySafe alerts you to those incidents that are OSHA reportable, generates the appropriate 301 reports, and automatically updates the OSHA 300 log and 300A report. For large organizations, the OSHA logs and reports can easily be generated for multiple facilities.

    If you are setting up a new site, you will need to add your facilities (locations) and employees or contractors to your IndustrySafe site before you can add an incident (or generate an OSHA log).  See the Getting Started Guide for more information on this set-up (attached).

    If you are using the IndustrySafe Demo Site (or your site has been set up), follow these steps to Generate an OSHA log:

    1. Go to the Incident module by selecting the Incident tab
    2. On the horizontal menu select Regulatory Reports
    3. Select the Regulatory Report you want to generate: OSHA 300, OSHA 300A, or OSHA 301
    4. Complete the appropriate filters (i.e. location, date range, etc).
    5. Select Create Report Button.
    6. The appropriate report will generate (Note:  Pop-up blockers will need to be disabled for the IndustrySafe site to allow reports to generate).

    View the Quick Start Guide here.

    Generating an OSHA 300A CSV File

    If you wish to Generate a CSV file of your OSHA 300A log to comply with OSHA's electronic record keeping rule, follow these steps after selecting Regulatory Reports:

    1. Select the OSHA 300A as the Regulatory Report.
    2. Select OSHA CSV as the Output Format.
    3.  Complete the appropriate filters (i.e. location, date range, etc).
    4. Select the Create Report Button (Note: If your organization's data does not meet OSHA's validation criteria an error message will pop-up).
    5. If applicable, either correct the described error or click the Ignore Error button on the pop-up window.
    6. The report will generate and download.

    For more detailed information, please view the Generating a CSV file article here.

    Generating an OSHA 300A CSV File Report: 

    With the 5.11 Update, IndustrySafe’s OSHA 300A Create Report page has been updated so that you can now generate a CSV file of OSHA 300A data for your applicable establishments. This will allow you to convert your OSHA recordable data into the proper format to comply with OSHA’s New Electronic Recordkeeping Rule.

    To generate a CSV file in IndustrySafe, first go to Incidents tab. Click on Regulatory Reports, and select OSHA 300a from the drop down menu.

    IndustrySafe OSHA Regulatory Reports Log

    On the next screen, select “OSHA CSV” as the report’s output format. You can choose to group your records by Facility, Business Group, Region, or Division. After selecting any desired filters, simply click the “Create Report” button to generate your CSV file.

    Reports Analysis output for OSHA CSV file

    If your organization’s CSV data does not meet OSHA’s validation criteria, an error message will display providing you with additional information about the issue.

    OSHA CSV Validation Error Message

    You can click the “Ignore Error” button if you still wish to generate the report, and the download will start promptly.

    On August 1, 2017, OSHA's Injury Tracking Application (ITA) was launched to allow safety professionals to electronically submit your 300A data. CSV files downloaded from IndustrySafe are accepted by the ITA. Please be sure that if you open or edit any CSV files from IndustrySafe, you are saving them as a Comma Separated Value file so that the ITA can process the data.

     

    Generating an OSHA 300A Report - Video

    This video will demonstrate how to generate an OSHA 300A Log:

    https://youtu.be/RsXjo5Az1mA

    Tracking Hours Worked and Generating Incident Rates:

    In IndustrySafe you may track hours worked for all of your employee as a group, or you may track hours for different types of employees using worker types (ex: Employee, Contractor, etc.).

    If you are setting up a new site, you will need to add your facilities (locations) and employees or contractors to your IndustrySafe site before you can add an incident or enter hours worked.  See the Quick Start Guide for more information on this set-up (below).

    If you are using the IndustrySafe Demo Site or your site has already been set up, follow these steps to enter hours worked and generate incident rates:

    Tracking Incidents by Worker Type

    To track hours and generate incident rates by worker type follow the steps bellow:

    1. Go to System Functions > Set Up > Edit Forms
    2. Select New Incident Form for the Recording Form and Basic Information for the Section.
    3. Change the status of the Worker Type Field to Enabled (You may also Rename the Field).
    4. Select the Save Button.
    5. Click on the Drop Down hyperlink next to the Worker Type field.
    6. On the next screen add your worker types.

    Entering Hours Worked

    To enter hours worked follow the steps bellow:

    1. Go to System Functions > Monthly Stats and click on the System ID of the Facility you wish to enter hours for.
    2. Click on the green plus button in the upper left to add statistics for a new year or click on an existing year to update that record.
    3. On the Monthly Statistics Page enter the Average Number of Workers and Number of Hours Worked for each Month for each worker type.

    NOTE: This information is also displayed on your OSHA Logs.

    Incident Rate Reports

    To generate Incident Rates follow the steps bellow:

    1. Go to Incidents > Reports & Analysis
    2. Click on the link for either the Recordable Injury & Illness Rates, Near Miss & First Aid Rates, or Three Year Recordable Injury Rate Reports.
    3. Select your filter criteria.
    4. Select the Create Report button.

    IndustrySafe Quick Start Guide

    View the Quick Start Guide here.

    Privacy Case and HIPAA User Levels Within IndustrySafe: 

    IndustrySafe includes options to protect access of users to employee injury data -one option is the HIPAA checkbox in the user level matrix and the other option is the privacy case question on the Incident Investigation Form of IndustrySafe.  This article explains both options.

    The HIPAA checkbox in system functions -user level matrix (System Functions -Users -Add/Edit Levels -Edit User Level Access) should be unchecked to provide protection from users viewing employee injury data.

    If the checkbox option is not selected, "Private" will be displayed instead of the employee’s name, employee's id, and employee's title when the user views a form or report for an incident involving an employee injury. "Private" will also be displayed on any automatic incident email notifications generated.

    If this user role is selected, users with this user level will be able to see the names (ids and titles) of employees who have been injured when looking at incident forms and reports.

    The privacy case control is used when yes is selected for the question "privacy case?" on the Incident Investigation Form of IndustrySafe (Please note this privacy case question will only display on the Incident Investigation form if the incident involves an employee injury).  When privacy case equals yes, privacy case will display instead of the name of the injured employee on the OSHA 300 log.  (The OSHA 300 log is the only report (and/or form) impacted by the privacy case question on the Incident Investigation form.

    How can IndustrySafe Software assist with compliance with Injury and Illness Recordkeeping per OSHA's National Emphasis Program?

    Effective September 30, 2009, OSHA announced an Injury and Illness Recordkeeping National Emphasis Program focusing on inspecting the accuracy of Occupational Injury and Illness Recording and Reporting Requirements for selected high risk industries. IndustrySafe can help with the below compontents of OSHA’s Injury and Illness Recordkeeping National Emphasis Program. 

    • IndustrySafe Software generates 300, 301, and 300A reports once incidents are entered into the system.  Multiple years and multiple locations can be easily generated.
    • Go to:IndustrySafe Software> Incidents >Regulatory Reports
    • IndustrySafe Software calculates TCIR, DART rates including 3 year averages.
    • Go to:IndustrySafe Software> Incidents Reports and Analysis>Injury Incident Rate Reports
    • IndustrySafe Software can store information about all employees; hours worked and average number of employees are stored within IndustrySafe
    • Go to: IndustrySafe  Software >Incidents >Employee Summary for Employee Roster Information
    • Go to:IndustrySafe Software>System Functions>Annual Stats for Hours Information
    • IndustrySafe Software can store all type of Incident and Accident Reports.
    • Go to: IndustrySafe Software> Incidents
    • IndustrySafe Software can generate First Report of Injury Notices and Worker’s Compensation Claims
    • Go to:IndustrySafe Safety Software> Claims
    • Supporting documents (such as medical records) can be uploaded and linked to Incident Records
    • Go to: IndustrySafe Software>IncidentsIndustrySafe Software includes logic that assists in determining if an incident is OSHA recordable (making it difficult to over report an incident).