AW-17 — Health, Safety and Incident Reporting

1. Purpose and scope

Purpose. To ensure that the hazards specific to IoL's work are identified and assessed before an activity runs, that every person exposed to them is briefed, that injuries, near-misses and dangerous occurrences are reported to MBRU HSE within the required time, investigated in proportion to their seriousness, and closed through corrective action that prevents recurrence.

Scope statement. This procedure manages IoL health and safety from the identification of a hazard or activity type to the closure of corrective action after an incident, covering risk assessment, briefing, first aid, reporting, investigation, emergency readiness and contractor safety in IoL spaces.

Applies to. All IoL staff, adjuncts, learners, visitors, contractors and external hirers in IoL spaces or at IoL activities, including events under AW-21. The IoL hazard set: sharps, simulated medications and fluids, manikin fluids, moulage, latex, electrical and AV equipment, manual handling, lone working after hours, and visitor safety at events.

Does not apply to. Clinical placements, where the host facility's HSE arrangements apply and WF-13 records the briefing; fire systems, statutory returns and occupational health, which are MBRU's; security incidents, which are AW-16 and MBRU Security.

2. Trigger, boundary and interfaces

3. Roles and accountability

Process owner. IoL Safety Lead, or the Operations Manager where no separate role exists [IoL to confirm].

[CONTROL] Segregation. The person leading an activity does not approve its risk assessment. The investigation of an incident is led by someone who was not running the activity when it occurred. Corrective action is verified as effective by the process owner, not by the person who implemented it.

4. Procedure

1. Maintain the hazard and activity register. The process owner holds a register of IoL activity types, the hazards each carries, the current risk assessment reference and its review date. The register is a controlled document under AW-03 and its residual risks feed the AW-06 risk register.

2. Risk assess each activity type before it runs. The Activity Lead prepares the assessment on the MBRU template [IoL to confirm]: hazards, who is exposed, controls, residual risk and the briefing required. Assessments are reviewed annually, on any change of activity, space, equipment or material, and after an incident. [CONTROL] No new activity type runs, and no simulation scenario introducing a new hazard is delivered, without an approved assessment.

3. Apply the standing controls. Sharps go only into approved containers and are never re-sheathed; simulated medications and fluids are labelled not for human use, stored apart from any real stock and reconciled under AW-13; manikin fluids and moulage are handled with gloves; latex-free is the default and any latex use is declared in the briefing; electrical and AV equipment is tested on the AW-13 schedule and withdrawn on any fault; manikins and heavy equipment are moved by two people or with a trolley.

4. Brief at induction. Staff and adjuncts receive the IoL safety briefing at AW-07 or AW-08 induction, before any practical work, and the acknowledgement is recorded. [CONTROL] No practical activity is led by a person without a recorded induction briefing.

5. Brief at the start of practical sessions. The Activity Lead opens every simulation and clinical skills session with the briefing named in the assessment: hazards in the room, PPE, sharps and fluids, the stop word, the exits and what happens if someone is hurt. First sessions in a space get the full form, later ones the short form. The briefing is ticked on the session record.

6. Distinguish a real emergency from a simulated one. Every simulation uses an agreed stop word [IoL to confirm] that halts the scenario for a real medical or safety event. [CONTROL] Real first aid and emergency equipment is kept separate from training stock, marked as such, and its location is shown in every briefing.

7. Control lone working after hours. After-hours work is authorised under AW-14, with a named contact, a sign-in and sign-out, and a check-in arrangement. High-risk activity (manikin handling alone, sharps use, electrical work) is not done alone. Lone workers know the emergency contact for MBRU Security.

8. Keep learners and visitors safe at events. The AW-21 event risk assessment covers capacity, evacuation, first aid cover, allergens and visitor supervision. Visitors do not handle sharps, simulated medications or manikins unsupervised.

9. Provide first aid. Named first aiders [IoL to confirm] are listed at each space; kits are checked monthly and after use; the nearest AED location is displayed [IoL to confirm]. The first aider decides on onward care under MBRU's emergency arrangement. An injured learner's programme director is informed.

10. Report incidents to MBRU HSE within the timeline. Any injury, near-miss, dangerous occurrence, exposure, fire or property damage is reported to the Activity Lead and the process owner and entered in the IoL incident log the same day. The process owner reports to MBRU HSE on its system: serious injury or dangerous occurrence immediately by telephone and in writing within 24 hours; other injuries within 1 working day; near-misses within 3 working days [IoL to confirm against MBRU and Dubai Health timelines]. [CONTROL] Every log entry has an MBRU HSE reference or a recorded reason why none was required.

11. Investigate in proportion. Minor incidents and near-misses are investigated by the process owner: what happened, why, which control failed, what changes. Serious incidents are investigated by MBRU HSE, with IoL preserving the scene, equipment and records.

12. Correct through AW-24. Every investigation ending in a control change raises a corrective action in AW-24 with an owner and a date; the risk assessment is updated and re-briefed. [CONTROL] An incident is not closed until the corrective action is verified.

13. Emergency procedures and drills. IoL follows MBRU's evacuation and emergency procedures, displays them in every space, and takes part in every MBRU drill, stopping simulation for it. Participation and issues found are recorded.

14. Contractor safety. Facilities work in IoL spaces proceeds under MBRU's permit-to-work or equivalent [IoL to confirm]. AW-14 withdraws the space from booking, the process owner briefs the contractor on IoL-specific hazards, and no teaching takes place in a space under work.

15. Monitor and report. Monthly inspection walk of each space; quarterly incident and trend report to AW-06; annual safety report to AW-25.

Exception routes. Activity needed before its assessment is complete: the process owner may approve a 30-day interim assessment with heightened supervision, recorded in the register. Incident involving a contractor or hirer: reported as above and copied to their employer. Incident on placement: the facility's process applies and IoL records it for WF-13.

5. Service standards

6. Records, retention and controls

Key controls. (1) No activity without an approved assessment. (2) No practical session without a briefing. (3) Every incident logged the same day and reported within the timeline. (4) Investigation led by someone not running the activity. (5) Corrective action verified before closure. (6) Real emergency equipment separate from simulation stock.

OBEF touchpoint. None.

7. Performance measures

8. Change control