First Aid Record Keeping and Incident Tracking Checklist

Date: 2025-08-11

Inspector: [INSPECTOR NAME]

Location/Area: [LOCATION/AREA]

Department: [DEPARTMENT]

Purpose

To ensure accurate and consistent record-keeping of first aid incidents and to maintain proper documentation of incident tracking sheets, facilitating effective monitoring and analysis of workplace injuries and illnesses.

Instructions for Use

1. 1. Obtain the appropriate checklist for first aid record keeping or incident tracking.
2. 2. Review each item on the checklist and verify compliance.
3. 3. Document findings in the 'Verification Criteria' section for each item.
4. 4. If an item fails, document the corrective action needed in the 'Corrective Action' section.
5. 5. Ensure all sections are completed accurately and thoroughly.
6. 6. Submit the completed checklist to the designated authority for review and approval.

Frequency

This checklist should be completed: Monthly

Safety Checklist

First Aid Record Keeping

Item	Pass	Fail	Comments
Ensure all first aid incidents are recorded in a designated log or record book. Check: A physical or electronic logbook is available and in use for recording all first aid incidents. If failed: Implement a first aid logbook and train personnel on proper record-keeping procedures.			_________________
Verify that each entry includes the worker's name, date, and time of injury. Check: Each entry in the logbook contains the worker's full name, the date, and the exact time the injury occurred. If failed: Retrain personnel on the required fields for each entry and review existing entries for completeness.			_________________
Confirm that the location and nature of the injury are documented. Check: The specific location within the workplace and a detailed description of the injury are recorded for each incident. If failed: Provide additional training on documenting the location and nature of injuries accurately.			_________________
Check that a description of how the injury occurred is included in the record. Check: Each entry includes a clear and concise description of the events leading to the injury. If failed: Emphasize the importance of detailed descriptions during training sessions.			_________________
Ensure the type of first aid treatment given is documented. Check: The specific first aid measures administered are clearly recorded for each incident. If failed: Develop a list of common first aid treatments to ensure consistent documentation.			_________________
Verify that the time first aid was administered is recorded. Check: The exact time when first aid was given is noted in the logbook. If failed: Remind personnel to record the time of treatment immediately after administering first aid.			_________________
Confirm that the worker's and first aid attendant's signatures are present. Check: Both the injured worker and the first aid attendant have signed the record of the incident. If failed: Implement a policy requiring signatures for all entries and provide signature logs.			_________________
Ensure the date and time of reporting are documented. Check: The date and time when the injury was reported are recorded in the logbook. If failed: Add a field for the reporting date and time to the logbook template.			_________________
Verify that the name of the person to whom the injury was reported is recorded. Check: The name of the supervisor or other personnel to whom the injury was reported is noted in the logbook. If failed: Include a field for the reporting recipient's name in the logbook template.			_________________

Incident Tracking Sheet

Item	Pass	Fail	Comments
Ensure incident tracking sheets are used for all reported incidents, including near misses. Check: Incident tracking sheets are available and used for all reported incidents. If failed: Train personnel on the use of incident tracking sheets and their importance in incident management.			_________________
Verify that each incident tracking sheet includes a detailed description of the incident. Check: Each sheet contains a comprehensive description of what occurred during the incident. If failed: Provide guidelines on writing detailed incident descriptions.			_________________
Confirm that the root causes of the incident are identified and documented. Check: The underlying causes of each incident are investigated and recorded on the tracking sheet. If failed: Train investigators on root cause analysis techniques.			_________________
Ensure that corrective actions are proposed and documented on the tracking sheet. Check: Specific corrective actions to prevent recurrence are listed on each tracking sheet. If failed: Develop a system for tracking the implementation of corrective actions.			_________________
Verify that the status of corrective actions (e.g., planned, in progress, completed) is tracked. Check: The current status of each corrective action is updated regularly on the tracking sheet. If failed: Implement a system for monitoring and updating the status of corrective actions.			_________________
Confirm that the incident tracking sheet includes the date of the incident and the date of the investigation. Check: Both the incident date and the investigation date are recorded on the tracking sheet. If failed: Add fields for both dates to the tracking sheet template.			_________________
Ensure that the names of the individuals involved and the investigators are recorded. Check: The names of all individuals involved in the incident and the names of the investigators are listed on the tracking sheet. If failed: Include fields for all relevant names on the tracking sheet template.			_________________
Verify that all supporting documentation (e.g., witness statements, photos) is attached or referenced. Check: All relevant documents are attached to the tracking sheet or their location is clearly referenced. If failed: Establish a protocol for attaching or referencing supporting documents.			_________________
Confirm that the tracking sheet is reviewed and approved by a designated authority. Check: A supervisor or safety officer has reviewed and approved the incident tracking sheet. If failed: Implement a review and approval process for all incident tracking sheets.			_________________

General Requirements

Item	Pass	Fail	Comments
Ensure that all first aid records and incident tracking sheets are stored securely and confidentially. Check: Records are stored in a locked cabinet or password-protected electronic system with limited access. If failed: Implement secure storage procedures and train personnel on confidentiality requirements.			_________________
Verify that records are retained for the period required by local regulations. Check: The retention period for first aid and incident records complies with local regulatory requirements. If failed: Consult local regulations and update record retention policies accordingly.			_________________
Confirm that first aid attendants and investigators receive regular training on record-keeping procedures. Check: Training records show that first aid attendants and investigators are trained on proper record-keeping. If failed: Schedule regular training sessions and maintain training records.			_________________
Ensure that a system is in place for analyzing incident data to identify trends and prevent future incidents. Check: Incident data is regularly analyzed to identify trends and develop preventive measures. If failed: Implement a data analysis process and assign responsibility for trend analysis.			_________________
Verify that the workplace has a readily available list of nearest medical facilities, including names, addresses, operating hours and telephone numbers. Check: A current list of medical facilities is posted in a visible location or easily accessible electronically. If failed: Create and post a list of nearby medical facilities with relevant contact information.			_________________

General Requirements

Item	Pass	Fail	Comments
Workers trained in first aid should assist a victim. [2] Check: Verify that only trained workers are administering first aid. If failed: Provide first aid training to workers.			_________________
Workers should know procedures to be followed when first aid is required. [2] Check: Confirm workers know who to call for help and to remain with the victim until first aid attendants arrive. If failed: Provide emergency preparedness training to workers.			_________________
Workers should know the location of first aid room and/or first aid kit(s). [3] Check: Confirm that workers know where the first aid room and kits are located. If failed: Post signs indicating the location of first aid resources.			_________________
Workers should know the location of a list of first aid attendants and nearest medical facilities. [3] [3] Check: Verify that workers know where to find the list of first aid attendants and nearest medical facilities. If failed: Post lists in visible locations and provide contact information.			_________________

Failed Item Procedures

1. 1. Immediately address any failed items to prevent further incidents.
2. 2. Implement the corrective action as documented on the checklist.
3. 3. Follow up to ensure the corrective action is effective.
4. 4. Document the completion of the corrective action and update the checklist.
5. 5. Report the failed item and corrective action to the supervisor or safety officer.

Documentation Requirements

1. Maintain all completed checklists in a designated file or electronic system. 2. Retain records of all first aid incidents and incident tracking sheets. 3. Keep records of training for first aid attendants and investigators. 4. Document all corrective actions taken and their outcomes.

Checklist Completion

Overall Status: ☐ Pass     ☐ Fail     ☐ Corrective Actions Required

Inspector Signature: Date:

Supervisor Review: Date:

Corrective Actions Completed By: Date:

References and Standards

• • Occupational Health and Safety Regulations [1]
• • CSA Standard Z94.4-18 “Selection, use and care of respirators”

This checklist must be retained for [RETENTION PERIOD].

Safety powered by SALUS