Incidents, injuries and the OSHA log

An accident and an injury are two records with two owners — the van’s damage record for the fleet team, the Injury report and the OSHA log for HR — and one form on the driver’s phone feeds both. This is the path from the moment dispatch hears about it to the OSHA filing the next spring.

The form, sent from the board

Dispatch › the driver’s row › Send incident form

Somebody with Dispatch edit opens the driver’s row, presses Send incident form and sets when it happened. The driver’s phone rings at once — urgent, so quiet hours never hold it — and the form waits on their Home under Needs you until it is sent. If somebody is badly hurt, the sheet says it before anything else: call 911 first; the form can wait.

1. 1

   They pick what happened

   An accident — the van hit something, or something hit the van. I got hurt — no accident: a fall, a dog bite, lifting, a cut. Or Both. The pick can only widen: an accident or an injury can become Both, never the other way round.

2. 2

   An accident opens the van’s damage record

   The four test questions come first (below). Then what was hit; photos of the scene, the van and the other vehicle before anything is moved; a short video; the other driver’s insurance card, license and plate as photos; the police report number and the officer’s card; and anyone who saw it.

3. 3

   An injury fills your Injury report

   The station’s own Injury report, answered on the phone: where on the body, how it happened, whether they need medical attention and where, whether they were hurt there before. A yes to medical attention rings the office the moment it is tapped.

4. 4

   They sign once and send

   One statement and one signature, on the accident and the injury both. Once sent it is on the record; anything remembered later goes to dispatch as a message, and nothing sent is changed.

The office follows it on the driver’s row — sent, opened, on their phone, sent back ✓. A driver who can’t fill it in, hurt or at the hospital, is recorded at the desk instead: Fleet › Damage, or Injuries › Record one by hand.

The two-hour drug and alcohol test

Amazon asks for a drug and alcohol test within two hours of an accident when one of four things happened. The accident step asks them first, and keeps each answer the moment it is tapped:

• A fatality.
• The driver is hurt and is being treated away from the site — an ambulance, the ER or urgent care.
• Somebody else is hurt and is being treated away from the site.
• A vehicle can’t be driven and needs a tow — ours or theirs.

Four no’s: no test and no clock. Any yes — or Amazon’s own flag on its incident — starts the clock, and the two hours count from when the accident happened, not from when the form was answered. The phone says Drug & alcohol test needed — by the time; the dispatcher who sent the form, and every office login at the station with HR or Fleet edit, are rung once. An injury with no accident never starts it.

Fleet › Damage › the record › Drug & alcohol test

Record the test where the clock is: the time it was taken, and — outside the window — Amazon’s reason: more than two hours from a testing facility, detained by law enforcement, hospitalized, or being treated for injuries. A late test needs the DSP Statement: Write the DSP Statement fills Amazon’s testing-delay form from the record, to save as a PDF and upload to the incident’s attachments in Amazon’s Incident Hub. The result itself never lives in OpsBrio — it goes to the Incident Hub, and the paper copy into the driver’s file.

The van’s damage record

Fleet › Damage

Every accident is a record here — from the incident form, from Amazon’s incident list when the sync brings one in, from a walk-round, or typed at the desk. Its drawer carries what a claim will ask for:

Fault

Preventable, not preventable, third party or unknown — decided by a person with Fleet edit, never by the sync. A preventable one asks how bad, and your bonus policy says how many weeks it costs: 2, 3 or 4 out of the box, on Settings › Bonus. A write-up is offered, never automatic.

The file

Photos, the police report, the estimate, the invoice, the claim and a ticket — each asked for only when it applies.

Money

One line per party — estimate, invoiced, paid — and who bears it: us, our insurer, the rental vendor, the other side, or the driver.

Closing

Once the fault is decided and every cost line is paid or written off.

Injuries, and the verdict

HR & Compliance › Injuries

Every injury lands in one queue, Needs a verdict: the Injury report from the phone or from check-out, and Amazon’s own incidents that say a person was hurt, matched to the driver by their Amazon ID. Two reports of one event — the same driver, the same day — pair into one item, so a case never gets two numbers. Nothing becomes a log entry until a person with HR edit says so, and the answers are kept whichever way it lands.

Doing the job?

On a route, in the station, at loadout — all count. The drive to work and back does not.

A new injury?

A flare-up of a case already on the log stays on that case.

What did it take?

First aid only stays off the log. Treatment beyond first aid, days away, restricted work, a serious diagnosis, being knocked out, or a death puts it on.

A case on the log takes the station’s next number for the year. Its two clocks — days away and restricted, in calendar days, the day it happened never counting, capped together at 180 — run until it closes, and the detail OSHA calls Form 301 is due within 7 days. When a driver says they don’t need treatment, a short form follows on their phone saying they were offered it and said not now; signed, it sits on the case.

The OSHA log and the year’s filing

HR & Compliance › Injuries › Summary & filing

One log per station — OSHA counts each station as its own establishment. The log is the on-screen ledger in OSHA Form 300’s own columns; the year’s totals are Form 300A’s arithmetic, worked out from the cases, the roster’s months and the punch records, with the office team’s headcount and hours typed once a year. The station’s card — address, EIN — rides in both files.

7 days

The Form 301 detail, once a case is on the log.

Feb 1 – Apr 30

The printed 300A, signed by a company executive, hangs where the crew reads it.

Mar 2

The files uploaded at ita.osha.gov: the 300A summary every year, and the case file (Forms 300 and 301) too once a station counts 100 or more employees.

5 years

The log, the details and the verdict trails are all kept — nothing here deletes.

Print the 300A, Export 300A CSV and Export case CSV make the files in OSHA’s own layouts, and the screen lists anything missing before you export. OpsBrio does not file for you: you upload them, and OSHA’s preview site checks a file before the real upload.

Who can do what

Send the form

Dispatch edit — the Owner, Ops Managers and dispatchers out of the box.

Fleet › Damage

Fleet access to read, record and log the test; Fleet edit for fault, money and closing.

Injuries

HR edit — the Owner, Ops Managers and HR. Drivers never see it; their way in is the form.