Road Traffic Collision (RTC) Reporting Procedure · Road Traffic Collision (RTC) Reporting...

Road Traffic Collision (RTC) Reporting Procedure Page: of 17

Author: Fleet Administration Manager Version: 2.0

Date of Approval: 23.04.14 Status: Final

Date of Issue: 23.04.14 Date of Review April 2016

Road Traffic Collision (RTC)

Reporting Procedure





Recommended by Head of Fleet Engineering Services

Approved by Executive Management Team

Approval date 23.04.14

Version number 2.0

Review date April 2016

Responsible Director Director of Operations

Responsible Manager (Sponsor) Head of Fleet Engineering services

For use by All Staff

This Procedure is available in alternative formats on

request. Please contact the Fleet Department on 0161 279

4929.





Change Record Form

Version Date of change Date of release Changed by Reason for change

1.0 1 Dec 2010 S McIver Document creation

1.1 21 June 2011 21 June 2010 A Pritchard Updated to corporate format

1.2 24 June 2011 24 June 2011 A Pritchard Updated to remove EMT Report

1.3 22 July 2011 S.McIver Redefine support centre and managers titles

1.4 28 July 2011 K Bamford Amendments

1.5 9 Dec 2011 M. Sweetmore

Procedure Review and Update.

1.6 28 Jan 2014 A Jennings Procedure Review and Update

1.7 24 Mar 2014 A Jennings Updated with H&S Management Group recommendations

1.8 7 April 2014 M. Sweetmore

Final Review for EMT submission

2.0 16 April 2014 16 April 2014 Approved for issue by Executive Management Team 16/04/14





Contents

1 Introduction ……………………………………………………………………………………………………………………… 4

2 Background ……………………………………………………………………………………………………………………….. 4

3 Driver Action ………………………….…………………………………………………………………………………………. 4

4 Fleet Insurance, Fleet Office…………………………………………………………………………………………….. 6

5 Managers Investigation ….………………………………………………………………………………………………. 6

Appendix 1 Flow Chart …..……………………………………………………………………………………………………………. 8

Annex 2 Scene of Accident Information Form – BUMP Card ………………………………………………………. 10

Appendix 3 Equality Impact Assessment ……………………….…………………………………………………………… 11





1 Background

1.1 This procedure is intended for use whenever a Trust vehicle driven by a Trust employee is involved in a

Road Traffic Collision (RTC). A collision is any damage caused to a vehicle by colliding into an object or

another vehicle.

1.2 The procedure covers operational vehicles only, leased vehicles are dealt with under the lease

car policy.

1.3 The procedure should be used in conjunction with other Trust Policies and Procedures covering specific

elements, e.g. sickness disciplinary etc.

1.4 UNDER THE MINISTRY OF JUSTICE REFORM (APRIL 2010) THE TRUST IS REQUIRED TO

REPORT ALL ACCIDENTS INVOLVING A THIRD PARTY IMMEDIATELY BECAUSE INSURERS

ONLY HAVE 15 DAYS TO REPORT AND OR DISPUTE SUCH CLAIMS.

2 Driver Action

2.1 All RTC’s must be reported to the North West Ambulance Support Centre (NWSSC) in Carlisle

immediately by whatever means are available, i.e. mobile phone or landline, Tel: 0845 1550334, (see

flow chart at Appendix 1).

2.2 Details that should be passed to the NWSSC include the exact location of the incident, personal

injuries to Trust staff and/or third parties, and if any other vehicles are involved.

2.3 NWSSC should contact the relevant Manager for the directorate in which the individual works to inform

them that a member of their staff has been involved in an RTC.

2.4 NWSSC to email fleet Insurance department to notify of the RTC.

2.5 Out of hours the (NWSSC) should send an e-mail to the relevant Manager of the driver’s directorate with

the above information. The Manager on duty, (in the sector that the accident has happened), should also

be informed to make contact with the individual to ensure the RTC reports are completed and ascertain

if there are any welfare requirements in relation to the staff involved.

2.6 Line Reporting – If a member of staff is injured out of hours then the Bronze on call should also be contacted (regardless of directorate).

2.7 The driver of the Trust vehicle must comply with the requirements of Road Traffic Law with regards to

involvement in a RTC (Section 170).

2.8 Following the incident, any Trust staff involved should attempt to obtain details of any

witnesses to the incident. These details should be recorded on the Scene of Accident

Information Form (BUMP card) which is held on all vehicles (Appendix 2).





2.9 The driver of the vehicle must exchange details with the third party (where applicable) and record the

third party details on the Scene of Accident Information Form (BUMP card) which is situation within the

cab area of the vehicle. (Appendix 2)

Under no circumstances should Trust staff admit liability.

2.10 If the Police attend the scene of the incident then the attending officers name, number and station

(Scene of Accident Information Form - BUMP card)

2.11 The driver is then to ascertain if the Trust vehicle is driveable or if recovery is required. The

driver is to update (NWSSC) at the earliest opportunity.

2.12 Where the RTC involves injury to any party, an IRF must also be completed and reported

though the usual channels.

2.13 The Trust driver must complete a Datix RTC from when back at a base.. This will ensure all the

details of the incident are recorded whilst still fresh in the mind.

2.14 If the incident involves a third party vehicle or property, then any damage to these must also

be noted on the Datix RTC form.

2.15 It is the responsibility of the Trust staff to inform their own insurance company of the fact

they have been involved in a Motor Vehicle Collision whether blameworthy or not. Failure to

do so may result in their own insurance being void.

2.16 NOTE – If injuries have occurred to any Trust staff as a result of them being involved in a RTC

then a Manager must attend the scene. If necessary the attending Manager will complete

the DATIX RTC 1 form on behalf of the driver if they are unable to do so.

3 Fleet Insurance – Fleet Support Office

3.1 On receipt of a Datix RTC 1 form the Fleet Insurance will check to ensure that it has been

completed correctly.

3.2 If the form has been correctly completed then the following applies:

CCTV footage and accident investigation report will be requested from VUE if applicable. Footage will be forwarded to NWAS insurance provider and the investigation report forwarded to the investigating manager.





If there is a personal injury to any member of Trust staff then a link will be attached through RTC 1 Datix form, once completed this will be forwarded to the local Healthcare Governance department electronically.

4 Managers Investigation (DATIX RTC 2)

4.1 As soon after the incident as possible the Investigating Manager will be automatically contacted through the Datix SYSTEM.

4.2 The Investigating Manager should also check the following:

a) Individuals personal file for number of RTC occurrences and time span between each

one

b) If there are copies of the individuals driving licence on file

4.3 The Manager must meet with the individuals to ascertain the facts as stated by them on

original accident form ( DATIX RTC1) and the accident investigation report supplied by VUE (if applicable ) This can be individually or in the case of a crew, both together. The driver of the Trust vehicle at the time should be requested to bring their driving license with them.

4.4 The driving license should be checked with any that are held on file. A copy of the license presented should be placed on file.

4.5 Following the investigation the Manager will make a recommendation on the need for further action or otherwise.

4.6 If counselling is recommended then the Line Manager will counsel the individual(s) at completion of the investigation. This verbal counselling will be reinforced with a letter detailing where policy and procedures have not been followed.

4.7 If the recommendation is for re-assessment or further training then the referral for this will be made by the Investigating Manager to the Head of Driver Training in the Education and Training Department within 10 days of the investigation being completed.

4.8 If a recommendation is made for referral to disciplinary then a copy of the RTC1, RTC2 and independent accident report supplied by VUE, the form should be passed to an appropriate Manager for further investigation.





Appendix 1 Flow Chart for the reporting and completion of RTC forms





NWAS Support Centre to inform

relevant Manager and Fleet

insurance Team

Manager.

Road Traffic

incident occurs

NWAS Support Centre -

Carlisle informed

immediately. Local ECC

contacted.

Crew to exchange details

with any relevant third

parties by using Scene of

Accident form (Bump Card)

issued on the vehicle.

Injury

Sustained?

Yes

DATIX RTC1 to be completed as soon as

possible

Managers meet with individuals to

ascertain facts and complete Managers

investigation DATIX RTC2 Form

Duty Manager (or Bronze on call out of

hours) should be contacted to attend

No

DATIX RTC1 forms to be completed

by Crew as soon as possible.

Insurance team to send RTC

paperwork to QBE as soon as

possible.

Appendix 2 Scene of Accident Information Form (BUMP Card)

Appendix 3 - Equality Impact Assessment Report

Name of Procedure, Service or Function

Road Traffic Collision Procedures

Equality Impact Assessment carried out by

Mick Sweetmore - Head of Fleet Engineering Services

Date of Equality Impact Assessment

07/04/14

Step 1: Description and Aims of Procedure, Service or Function

Overall aims

The purpose of this document is to standardise procedures across the Trust.

Key elements of procedure, service, process

The procedure is written for the drivers and managers utilising operational Trust vehicles to be

systematic in their approach in the handling of road traffic collisions.

Who does the procedure, service or function affect?

All operational staff (Support and Road Staff) and their managers.

Fleet Support

How do you intend to implement the procedure or service change (if applicable)?

The procedure is available by intranet for all internal staff and disseminated to all Fleet and

Operations managers for implementation within their given area. The procedure will be reviewed

and amended to take into account any future service developments.

Step 2: Data Gathering

Summary of data available and considered

All data and informatics has been gathered by fleet management systems which have been

subjected to external audits.





Also the procedure has taken into account all vehicle road traffic collisions related legislation and

regulation.

Outcomes of data analysis

Equality Group Evidence of Impact

Gender No impact, affects all genders equally

Race/Ethnicity No impact, affects all races/ethnicity equally

Disability No impact, affects all disabilities equally

Sexual Orientation No impact, affects all sexual orientation groups equally

Religion or belief No impact, as the procedure affects all religions and beliefs equally

Age No impact, affects all ages equally

General (Human Rights) No impact on areas covered by the Human Rights Act

Step 3: Consultation

Summary of consultation methods

The procedure has been reviewed by Insurance Task Group with membership comprising:-

Assistant Director of Estates and Fleet (Chair).

Head of Fleet Engineering Services. (Deputy Chair).

Fleet Engineer (Fleet Support Services).

Representative of PES Senior Management Team.

Representative of PTS Senior Management Team.

Representative of Performance and Patient Experience.

Supplies Manager.

Finance Representative.

Fleet Administration Manager.

Driver Training Representative.

Staff side Representatives (Operations).





The procedure has been presented and reviewed by the Health and Safety Management

Group (HSMG) on the 19th February 2014.

Outcomes of consultation

Equality Group Evidence of Impact

Gender None

Race/Ethnicity None

Disability The procedure is a written document and there may be an impact on

those with visual impairments or those with conditions such as

dyslexia.

Sexual Orientation None

Religion or belief None

Age None

General (Human Rights) None

of 17

Step 4 & 5: Impact Grid

Relevant

Equality Area Areas of impact identified

Is the

impact

positive

or

negative

?

Key issues for

action

Will form basis of

action plan]

Gender No impact, affects all genders

equally

----- -----

Race/Ethnicity No impact, affects all

races/ethnicity equally

-----

-----

Disability No impact, affects all

disabilities equally

-----

-----

Sexual

Orientation

No impact, affects all sexual

orientation groups equally

----- -----

Religion or

belief

No impact, as the procedure

affects all religions and

beliefs equally

----- -----

Age No impact, affects all ages

equally

----- -----

General

(Human

Rights)

No impact on areas covered

by the Human Rights Act

----- -----

of 17

Step 6: Action Plan

Name of Procedure or Service: Procedure for ensuring compliance with legislation and regulation

Issue identified and

equalities group or

communities affected

Action to be taken By When Who By Expected outcome Progress

Difficulties in reading the

procedure by visually

impaired users

Produce a large print version in

accordance with the principles of

RNIB “clear print” guidelines.

Once

procedure is

approved.

Fleet

Engineer

(Support)

Large print version

produced.

Awaiting final

approval\of

procedure.

Summary of decisions and recommendations

1. To be actioned as above.

Step 7: Monitoring arrangements

The procedure will be reviewed and amended to take into account any future service

developments.

Step 8: Date of next Equality Impact Assessment

On acceptance of the procedure and any subsequent changes following procedure

review.

Road Traffic Collision (RTC) Reporting Procedure · Road Traffic Collision (RTC) Reporting...

Documents

Transcript of Road Traffic Collision (RTC) Reporting Procedure · Road Traffic Collision (RTC) Reporting...