Recordkeeping and Program Evaluation
How to Determine Effectiveness
Recordkeeping and evaluation of the violence prevention program are necessary to determine its overall effectiveness and identify any deficiencies or changes that should be made.
Records Employers Should Keep
Recordkeeping is essential to the program's success. Good records help employers determine the severity of the problem, evaluate methods of hazard control and identify training needs.
Records can be especially useful to large organizations and for members of a business group or trade association who "pool" data. Records of injuries, illnesses, accidents, assaults, hazards,
corrective actions, patient histories and training can help identify problems and solutions for an effective program.
Below are some important records to keep on-hand:
- OSHA Log of Work-Related Injury and Illness (OSHA Form 300). Employers who are required to keep this log must record any new work-related injury that results in death, days away from work, days of restriction or job transfer, medical treatment beyond first aid, loss of consciousness or a significant injury diagnosed by a licensed health care professional. Employers must report fatalities within 8 hours and all work-related inpatient hospitalizations, all amputations and all losses of an eye within 24 hours. Injuries caused by assaults must be entered on the log if they meet the recording criteria.
- Medical reports of work injury and supervisors' reports for each recorded assault. These records should describe the
type of assault, such as an unprovoked sudden attack or patient-to-patient altercation; who was assaulted; and all other
circumstances of the incident. The records should include a description of the environment or location, potential or
actual cost, lost work time that resulted and the nature of injuries sustained. These medical records are confidential
documents and should be kept in a locked location under the direct responsibility of a health care professional.
- Records of incidents of abuse, verbal attacks or aggressive behavior that may be threatening, such as pushing or
shouting and acts of aggression toward other clients. This may be kept as part of an assaultive incident report. Ensure
that the affected department evaluates these records routinely.
- Information on patients with a history of past violence, drug abuse or criminal activity recorded on the patient's
chart. All staff who care for a potentially aggressive, abusive or violent client should be aware of the person's
background and history. Log the admission of violent patients to help determine potential risks.
- Documentation of minutes of safety meetings, records of hazard analyses and corrective actions recommended and taken.
- Records of all training programs, attendees and qualifications of trainers.
See OSHAcademy course 708 OSHA Recordkeeping Basics for more
information on general recordkeeping requirements.
Program Evaluation Guidelines
OSHA's violence prevention guidelines are an essential component of workplace safety and health programs. OSHA believes the performance-oriented approach to compliance provides employers with flexibility in their efforts to maintain safe and healthful working conditions. Performance Standards allow greater employer flexibility in complying with the standard. They are usually preferred by employers because they specify "what" the employer is supposed to do, but not "how" to do it.
As part of their overall program, employers should evaluate their safety and security measures using the following
- Top management should review the program regularly, and with each incident, to evaluate its success.
- Responsible parties (including managers, supervisors and employees) should re-evaluate policies and procedures on a regular basis to identify deficiencies and take corrective action.
- Management should share workplace violence prevention evaluation reports with all employees. Any changes in the program should be discussed at regular meetings of the safety committee, union representatives or other employee groups.
- Although evaluation reports are shared with all employees, they should protect employee confidentiality either by presenting only aggregate data or by removing personal identifiers if individual data are used.
Program Evaluation Process
Each of the following are important procedures to perform in the program evaluation process:
- Establish a uniform violence reporting system and regular review of reports
- Review reports and minutes from staff meetings on safety and security issues
- Analyze trends and rates in illnesses, injuries or fatalities caused by violence relative to initial or "baseline"
- Measure improvement based on lowering the frequency and severity of workplace violence
- Keep up-to-date records of administrative and work practice changes to prevent workplace violence and to evaluate
how well they work
- Survey employees before and after making job or worksite changes or installing security measures or new systems to
determine their effectiveness
- Keep abreast of new strategies available to deal with violence in the health care and social service fields as they
- Survey employees periodically to learn if they experience hostile situations concerning the medical treatment they
- Comply with OSHA and State requirements for recording and reporting deaths, injuries and illnesses
- Request periodic law enforcement or outside consultant review of the worksite for recommendations on improving
For more information, see OSHA's Violence Prevention Program Checklist
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