Incidents Imports

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Importing Incidents requires that adequate company data is already entered/imported in Safety Management Suite. Imports or data entry should be completed in the following order as it relates to Incidents:

1. Locations

2. Employees

3. Physicians/Healthcare Professionals

4. Healthcare Facilities

5. Body Parts (optional)

6. Injury Causes (optional)

7. Injury/Illness Type (optional)

8. Where Events Occurred (optional)

9. Incident Records

Once Locations and Employees have been imported or entered, and Physicians/Healthcare Professionals and Healthcare Facilities are entered (import is not available for Professionals or Facilities at this time), you can proceed with the Incidents Import. The following tables provide information on each of the fields in the import templates for Incidents. See Locations and Employees for more information on those respective imports.

Physicians/Healthcare professionals

DATA FIELD	REQUIRED?	MAX CHARACTERS	INSTRUCTIONS
Healthcare Professional Status	Yes	7	Enter Active or Inactive
Name	Yes	100	Enter the name of the Healthcare Professional
Address 1	No	100	Enter the address of the Healthcare Professional
City	No	50	Enter the city of the Healthcare Professional
State/Province	No		Enter the state/province of the Healthcare Professional
Zip/Postal Code	No		Enter the zip/postal code of the Healthcare Professional
Phone	No	30	Enter the phone number of the Healthcare Professional

Healthcare Facilities

DATA FIELD	REQUIRED?	MAX CHARACTERS	INSTRUCTIONS
Healthcare Facility Status	Yes	7	Enter Active or Inactive
Healthcare Facility	Yes	100	Enter the name of the Healthcare Facility
Address 1	No	100	Enter the address of the Healthcare Facility
City	No	50	Enter the city of the Healthcare Facillity
State/Province	No		Enter the state/province of the Healthcare Facility
Zip/Postal Code	No		Enter the zip/postal code of the Healthcare Facility
Phone	No	30	Enter the phone number of the Healthcare Facility

Body Parts

DATA FIELD	REQUIRED?	MAX CHARACTERS	INSTRUCTIONS
Body Part Status	Yes	7	Enter Active or Inactive
Body Part	No	100	Enter the name of the body part

Injury Causes

DATA FIELD	REQUIRED?	MAX CHARACTERS	INSTRUCTIONS
Injury Cause Status	Yes	7	Enter Active or Inactive
Injury Cause	No	100	Enter the name of the injury cause

Injury/Illness Type

DATA FIELD	REQUIRED?	MAX CHARACTERS	INSTRUCTIONS
Injury/Illness Type	Yes	7	Enter Active or Inactive
Injury/Illness	No	100	Enter the name of the injury/illness

Where Events Occurred

DATA FIELD	REQUIRED?	MAX CHARACTERS	INSTRUCTIONS
Where Events Occurred Status	Yes	7	Enter Active or Inactive
Where Events Occurred	No	100	Enter the name of where the event(s) occur

Incident Records

DATA FIELD	REQUIRED?	MAX CHARACTERS	INSTRUCTIONS
Case Number	Yes	50
Status	Yes		Enter Open, To Do, In Progress, On Hold, Reopened, or Complete
Type of Incident	Yes		Enter Recordable Incident, Near Miss, First Aid, Other Non-Recordable Incident, Safety Observation, Property Damage, or Equipment Failure
Employee Code	Yes*
Non Employee Name	No
Employee Job Title on Date of Incident	Yes*
Location Name	Yes
Date of Incident	Yes
Time of Incident	No		Format: hh:mmAM/PM
Where did the Incident occur?	Yes*	200
Work Area	No	100
Short Description	Yes*	260
Type of Injury or Illness	No	100
Sharps Case?	No		Enter Yes or No
Type of Sharp	No	150
Sharp Brand Name	No	150
Privacy Case?	No		Enter Yes or No
Days Away from Work	Yes*
Days on Job Restriction or Transfer	Yes*		If the incident is recordable, days on job restriction/transfer OR date of death are required.
Date of Death	Yes*
Is there another reason this incident is recordable?	No
OSHA Injury or Illness Classification	Yes*		Enter Not Applicable, Injury, Skin Disorder, Respiratory Condition, Poisoning, Hearing Loss, or All Other Illnesses
Injury Cause	No	100
Part(s) of the Body Affected	No	100 per body part	Separate parts with a semi-colon (;), e.g., right forearm; right wrist; right thumb;
Recordable Notes	No	100 for title, 7000 for description	A note is valid with just a title, but if a description is needed, it must be separated from the title with a tilde (~). Multiple notes are accepted and must be separated by a circumflex (^), e.g., Note 1 Title~Note 1 Description^Note 2 Title~Note 2 Description^etc.
Investigation Notes	No	100 for title, 7000 for description	A note is valid with just a title, but if a description is needed, it must be separated from the title with a tilde (~). Multiple notes are accepted and must be separated by a circumflex (^), e.g., Note 1 Title~Note 1 Description^Note 2 Title~Note 2 Description^etc.
Name of Physician/Healthcare Professional	No	50	If this field is completed, the physician or healthcare professional entered must already exist in SMS
Healthcare Facility	No	50	If this field is completed, the healthcare facility entered must already exist in SMS
Treated in Emergency Room?	No		Can be in the form Yes/No, Y/N, True/False, or T/F
Hospitalized Overnight?	No		Can be in the form Yes/No, Y/N, True/False, or T/F
Time Employee Started Work	No		Format: hh:mmAM/PM
What was the employee doing before the incident?	No	200
What happened?	No	200
What was the injury/illness?	No	200
What object or substance harmed the employee?	No	200

* - Required ONLY when incident is marked as recordable