Unit Two:
Manage pharmaceutical OHS information and records
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What Is OHS???
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2.1 Pharmaceutical Hazard Recoding and Reporting Formats
▪ The OHS laws often require employers to retain certain types of records and
documents, such as training records, JHSC meeting minutes, OHS policies, etc.
▪ This recordkeeping duty may be included in an employer’s general duties.
▪ If the employer is required to implement an OHS program, that program may need
to include procedures on maintaining records.
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2.1 Pharmaceutical Hazard Recoding and Reporting Formats
2.1 Pharmaceutical Hazard Recoding and Reporting Formats…
▪ In fact, OHS inspectors generally have the power to demand certain records when
they conduct workplace inspections or investigations after a safety incident.
▪ For example, in BC, OHS officers may inspect relevant records and temporarily
remove them to make copies or extracts.
▪ Failing to provide a record requested by an inspector can lead to a safety violation
or charges of obstruction.
▪ Make sure to check the OHS laws in your jurisdiction for the specific records they
may require you to keep.
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2.1 Pharmaceutical Hazard Recoding and Reporting Formats…
Records to be keep
▪ Training records
▪ Records of meetings or toolbox talks at which safety issues were discussed
▪ Written safety policies and procedures
▪ Emergency response plan
▪ Worker, licenses and/or certifications
▪ Results of hazard assessments and actions taken in response to the findings
▪ Reports on inspections of the workplace, equipment and PPE
▪ Injury, illness, near miss and fatality reports
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2.1 Pharmaceutical Hazard Recoding and Reporting Formats…
Hazard reports, a critical safety practice, serve a dual purpose.
I. Firstly, they are preventative, designed to address safety issues and concerns
before they escalate.
II. Secondly, they are record, evidence that you and your organization are
proactive about safety and meeting your duty of care.
▪ The Hazard Report is a formal written document that aims to bring attention to
safety issues before they cause an incident.
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2.1 Pharmaceutical Hazard Recoding and Reporting Formats…
• Beyond preventing potential accidents, there are 2 key areas the hazard report plays
an important role:
1. Compliance
• Hazard reports are crucial for maintaining compliance with safety regulations.
• They demonstrate to regulatory bodies that your organization is actively engaged
in identifying and mitigating risks.
2. Continuous Improvement
• Hazard reports serve as a foundation for safety audits and training programs.
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2.1 Pharmaceutical Hazard Recoding and Reporting Formats…
Elements of an Effective Hazard Report
▪ To create an impactful hazard report, you need to understand its critical elements.
▪ A robust report should be precise, clear, and comprehensive.
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2.1 Pharmaceutical Hazard Recoding and Reporting Formats…
I. The Details:
• It begins with a detailed description of the hazard, including the location, time, and
conditions under which it was observed.
• This specificity allows for a quicker assessment and response to the potential risk.
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2.1 Pharmaceutical Hazard Recoding and Reporting Formats…
II. The Evaluation:
• An effective hazard report also includes an evaluation of the potential
consequences.
• Would the hazard lead to equipment damage, environmental harm, or personal
injury?
• By outlining the possible outcomes, you help decision-makers take appropriate
action.
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2.1 Pharmaceutical Hazard Recoding and Reporting Formats…
III. The Recommendation:
• The final element that your hazard report must possess is a recommended course
of action.
• You are not just pointing out a problem; you are suggesting solutions.
• Whether it's a simple fix or a complex procedure, your recommendations provide a
starting point for risk mitigation.
• It's the difference between merely highlighting a problem and being part of the
solution. 12
2.2 Types of OHS records and reports
▪ All records relating to health & safety in the workplace must be retained by the
organization.
▪ Many organizations choose to store these electronically.
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2.2 Types of OHS records and reports
A. Hazard, incident and investigation reports
▪ Incident is defined as any occurrence that leads to, or might have led to, injury or
illness to people, danger to health and/or damage to property or the environment.
▪ The term 'incident' is used as an inclusive term for injuries/illnesses, accidents and
near misses.
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2.2 Types of OHS records and reports
A. Hazard, incident and investigation reports…
▪ A near miss is defined as any occurrence that might have led to injury or illness to a
person.
▪ Notifiable hazard/incidents are serious hazards and incidents, which, in accordance
with legislative obligations, are required to be reported to the regulator.
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2.2 Types of OHS records and reports
General Procedures:
When an incident occurs, the following actions must be taken:
• Attend to the injured and notify emergency services if necessary
• Enlist assistance if required
• Make the site safe to prevent further injury, accident or incident
• Secure the site of the incident to ensure that it is not disturbed
• Notify the supervisor of the hazard or incident immediately
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2.2 Types of OHS records and reports
Reporting Hazards and Incidents
• The hazard and incident report form is to be completed
• Person completing the hazard and incident report must be the person involved
in the incident (staff, clients or visitors etc).
• Otherwise, anyone may complete the report on behalf of the person involved
• Comprehensive reports, photographs, and video footage can be attached as
required
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2.2 Types of OHS records and reports
B. Workplace inspection reports
▪ The workplace inspection report is designed to ensure that hazards observed
during inspections of the workplace are corrected in an orderly fashion.
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2.2 Types of OHS records and reports
The following points may be considered during inspection activity:
• A representative of the work area being inspected should always accompany the
inspecting person or group, so as to observe and/or explain certain situations.
• Hazards observed by the Inspector should be recorded in the section marked
"hazard observed".
• If a hazard requires immediate attention, flag it with an asterisk.
• For each hazard, assign a priority, such as high/medium/low.
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2.2 Types of OHS records and reports
The corrective action should indicate if:
• The correction has been completed (made), A decision is pending, or the
corrective action has been ordered and will soon be done
• All items flagged with an asterisk must be addressed with corrective action
immediately.
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2.2 Types of OHS records and reports
C. First Aid Records
▪ Employers must create and maintain an accurate written record of all work-related
acute injuries or illnesses.
▪ Completed records should be sent to an individual designated by the company to
keep the first aid records.
▪ Written first aid records must be kept even if the cause of an injury or illness is not
known at the time of treatment.
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2.2 Types of OHS records and reports
▪ Workers have a duty to report any work-related acute injury or illness while at work
to their employer.
▪ Prompt reporting allows:
• The injury or illness to be assessed and treated as necessary
• The capture of more complete and accurate information.
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2.2 Types of OHS records and reports
D. Minutes of Meetings
• The minutes of a meeting are a basic record of important points that will be useful
for the group to remember.
• Minutes could include the meeting date, names of people participated in the
meeting, decisions reached and planed actions.
• Accurate, easy-to-read minutes can help by providing a clear record of past
decisions. This makes the decision making more transparent and inclusive.
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2.2 Types of OHS records and reports
Minutes often include:
• Date of the meeting
• Names of the people present
• Brief explanation of each agenda item
• Decisions for each agenda item
• Reasons for the decisions
• Different views expressed
• Date, time and location of next meeting
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2.2 Types of OHS records and reports
E. Job Safety Analyses (JSAs) and Risk Assessments
• Job Safety Analysis (JSA) is a step-by-step breakdown of a critical task to help
identify hazards that could result in injury, damage or production loss.
• Components
❑Job Breakdown:
❑Hazard Identification:
❑Risk Assessment:
❑Control Measures:
❑Safe Work Procedures:
❑Documentation:
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2.2 Types of OHS records and reports
F. Material Safety Data Sheets (MSDSs) and Registers
• Material Safety Data Sheets (MSDS) provides information and instruction to
workers to safely manage the risk from exposure to hazardous substances in the
workplace.
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2.2 Types of OHS records and reports
• MSDS is a document that contains important information about a substance and
must state:
• The name of the substance
• Its classification — Hazardous or Non-Hazardous
• Health hazard information including short- and long-term health effects
• P.P. E requirements for persons working with the product
• The chemical and physical properties of the hazardous substance
• Precautions for safe use and handling
• The manufacturers or importer's name, address and telephone number
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Class Activity
1. Imagine you are a safety officer who has just witnessed a near miss involving
improper handling of a hazardous chemical. Using the three key elements of an
effective hazard report (Details, Evaluation, Recommendation), draft a formal
hazard report describing the incident and proposing corrective actions.
2. A new employee is unsure why Material Safety Data Sheets (MSDSs) are
important. Explain the key components of an MSDS and how this document
helps workers handle hazardous substances safely.
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Quiz - 2
1. What is the primary purpose of a Hazard Report in OHS?
a) To assign blame for workplace accidents
b) To document employee attendance records
c) To identify and address safety issues before they escalate
d) To replace workplace inspection
2. Which of the following is an example of a "near miss" incident?
a) A worker sprains their ankle while lifting a heavy box
b) A chemical spill is cleaned up before anyone is exposed
c) A fire breaks out in the lab, causing severe damage
d) An employee is hospitalized due to inhaling toxic fumes
3. What must a Workplace Inspection Report include if a hazard requires immediate attention?
a. A brief description of the hazard only
b. An asterisk (*) to flag the hazard and assign a priority level
c. The names of all employees in the building
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d. A recommendation to ignore minor hazards