Recordkeeping and Program Evaluation
How Employers can Determine Program 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.
- 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. Injuries caused by assaults must be entered
on the log if they meet the recording criteria. All employers must report, within 8 hours, a fatality or an incident that results in the hospitalization of three or more employees.
- 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.
Elements of a Program Evaluation
As part of their overall program, employers should evaluate their safety and security measures using the following guidelines:
- 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.
Elements of a Program Evaluation
Processes involved in an evaluation include:
- establishing a uniform violence reporting system and regular review of reports
- reviewing reports and minutes from staff meetings on safety and security issues
- analyzing trends and rates in illnesses, injuries or fatalities caused by violence relative to initial or "baseline" rates
- measuring improvement based on lowering the frequency and severity of workplace violence
- keeping up-to-date records of administrative and work practice changes to prevent workplace violence and to evaluate how well they work
- surveying employees before and after making job or worksite changes or installing security measures or new systems to determine their effectiveness
- keeping abreast of new strategies available to deal with violence in the health care and social service fields as they develop
- surveying employees periodically to learn if they experience hostile situations concerning the medical treatment they provide
- complying with OSHA and State requirements for recording and reporting deaths, injuries and illnesses
- requesting periodic law enforcement or outside consultant review of the worksite for recommendations on improving employee safety
OSHA's violence prevention guidelines are an essential component of workplace safety and health programs. OSHA believes the performance-oriented approach of these guidelines provides employers with
flexibility in their efforts to maintain safe and healthful working conditions.
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