I. Introduction Loss Prevention Surveys

Review of Loss and Incident Reports:

The committee should review all accidents that have occurred since the last meeting. Each

incident should be reviewed to determine its likely cause and to initiate corrective action

and/or employee training in order to prevent a similar accident. If no incidents have been

reported this should be indicated.

New Recommendations:

All new recommendations for the month should be listed here using the numbering system

described above in the "Note." Give a brief description and include the name and title of

the person or department to whom a responsibility was assigned.

Example:

4-1 Water on kitchen floor from broken ice machine. Engineering will repair.

4-2 Malfunctioning manual pull station on 2nd floor west end exit. General Manager

has called alarm service to repair.

4-3 Front desk personnel responded to electrical fire drill with a water-type fire

extinguisher and switchboard operator did not follow established emergency

procedures. Front desk manager is to retrain front desk staff in proper use of fire

extinguishers and discuss emergency procedures.

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Accident Investigation

Introduction

Guest & employee accidents can have a significant impact on hotel operations. It drives

up the cost of conducting business through increased premiums, labor costs and

equipment costs. They can also have a negative impact on business through bad press,

disappointed guests and development of a poor reputation.

The failure of people, equipment, supplies, or surroundings to behave or react as expected

causes the majority of all accidents. Accident investigations determine how and why

these failures occur, and provide potential solutions to prevent a recurrence.

Accident investigations should always be conducted with accident prevention in mind,

not to place blame. The primary goal of the investigation should be to determine the

Proximate Cause(s) of the accident. The proximate cause is considered to be the root

action, situation or environment that brought about the event.

An accident is any unplanned event that results in personal injury to a guest or to an

employee, or in property damage to the hotel or to hotel property. All accidents should

be investigated regardless of the extent of injury or damage. Performing accident

investigations is essential to determining what happened and what can be done to prevent

a similar accident from occurring in the future. The accident investigation form may also

be important in defending the hotel against future litigation.

Proximate Cause

Accidents can be complex and may be the result of a number of events or factors. All of

these events could be causes for the accident. When an accident occurs, it is usually the

result of one or more unsafe acts or unsafe conditions.

Unsafe Acts

Unsafe acts could be the result of unsafe work habits, insufficient training, poor decision

making, or personal, environmental, or other factors. If an investigation determines that

the accident was the result of an unsafe act, steps should be taken to prevent the act or

actions from recurring. This could require additional staff training or changes in work

procedures.

Unsafe Conditions

Unsafe Conditions could include deteriorated or damaged surfaces, broken machinery,

missing guards, unlabeled chemical containers, lack of signage, wet or slippery walking

surfaces.

In the event the accident was the result of an unsafe condition, a physical change or

change in procedure may be required. This could include the repair or replacement of

damaged equipment or deteriorated walking surfaces, the installation of additional

lighting or handrails, or procedural changes to prevent the unsafe condition from

developing.
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Trends

It is also important to determine what type of accident has occurred, i.e. slip and fall, cut,

contusion, back strain, muscle strain, etc. This is necessary to identify trends in order to

help prevent recurring accidents.

Additional factors include the location and type of accident. Trends may be discovered

by reviewing accidents that occur in a specific location or as the result of a specific job

function. Identifying trends can help to minimize the risk of repeat accidents and create a

safer working environment for all hotel employees and a safer place to stay for guests.

Investigation Procedures

The actual investigative procedures used in a particular investigation depend upon the

nature and the outcome of the accident. The general manager or the manager on duty

should always be alerted to the situation. At that time, they will appoint someone

(generally the MOD, Director of Security, Chief Engineer, or Safety Committee

Chairman) to perform an accident investigation. The following procedures should be

followed when conducting an investigation.

Accident Site

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  If possible, the accident site should be secured. The scene should not be disturbed
  
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  unless a hazard exists.
  
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  Any situations that present an ongoing hazard to guests, employees or the property
  
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  should be corrected in a safe and timely manner.
  
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  The site should be documented by sketching or photographing the area. Persons
  
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  involved in the accident or witnesses should not be photographed. Each photo and
  
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  sketch should be carefully labeled and accurately represent the conditions after the
  
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  accident occurred.
  
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  The site should be thoroughly inspected to identify the proximate cause of the
  
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  accident. For example, what was the source of the water that led to the slip & fall.
  
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  Witnesses should be identified and interviewed. This could include the victim, other
  
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  employees or guests. All statements should be voluntary.
  

Statements

In general, statements should be written by the person giving the statement. If needed, a

statement can be written or typed by the interviewer as long as the person giving the

statement signs each page indicating the statement as a whole is accurate.

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  The preliminary statements should be obtained as soon as possible.
  
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  Locate the position of each witness on a master chart (including the direction of
  
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  view).
  
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  Arrange for a convenient time and place to talk with each witness. This may be
  
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  immediately following the event or at some other time.
  
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  Explain the purpose of the investigation (accident prevention).
  
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  Try to put each witness at ease.
  
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  Do not discuss liability or your theories with witnesses or victims.
  
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  X-10
  
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  Listen, let each witness speak freely and be courteous and considerate.
  
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  Repeat and paraphrase their statement to ensure that it is accurate and as intended.
  
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  Use a tape recorder only with consent of the witness.
  
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  Use sketches and diagrams to help the witness.
  
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  Be sincere and do not argue with the witness. Do not attempt to place blame.
  
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  Record the exact words used by the witness to describe each observation. Do not
  
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  "put words into a witness' mouth."
  
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  Ask each question carefully and be sure the witness understands.
  
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  Identify the qualifications of each witness (name, address, occupation, years of
  
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  experience, etc.).
  

You may supply each witness with a copy of his or her statement. Request that the

witness signs a copy of their statement.

Written statements should not be obtained until all appropriate medical care has been

provided and the individual is agreeable to being interviewed. If a victim or a witness

will not provide a statement, record that the individual refuses to provide a statement. If

a victim or a witness cannot provide a statement, be sure to inform them that they will be

contacted soon and asked to provide a statement.

After interviewing all witnesses, the investigator should analyze each witness' statement.

You may wish to re-interview one or more witnesses to confirm or clarify key points.

While there may be inconsistencies in witnesses' statements, you should assemble the

available testimony into a logical order. Analyze this information along with data from

the accident site.

Documentation

As soon as possible, the accident investigation form should be completed. The form

should include the following:

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  Description of the accident (including name(s) and personal data of the victim(s),
  
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  description of the injuries/damages, what occurred, and a description of the accident
  
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  scene).
  
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  Description of the location of the accident.
  
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  Description of the events that leading up to and including the accident.
  
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  Description of any irregular conditions which existed at the time of the accident.
  
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  Names and contact information for all witnesses.
  
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  Document the location of victims, witnesses, and any factors involved in the event.
  
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  Additional documentation which may be helpful to your investigation could include the
  
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  following:
  
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  Copies of relevant reports (police reports, security rounds, MOD reports, etc.).
  
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  Documents containing normal operating procedures for the hotel as well as the
  
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  accident site, work orders, or reports of difficulties or abnormalities.
  

A sample Accident Investigation form is included in the appendix.

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Analyze

Use the information obtained to determine:

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  What if anything was irregular at the time of the accident
  
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  What Unsafe Actions where taken, and what were the normal operational procedures.
  
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  What Unsafe Conditions existed, and how did they develop.
  
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  What changes should be implemented to prevent the accident from recurring.
  

Review past Accident Investigation reports to determine if the event in question may be

part of a trend.

Include in the summary all recommended actions to prevent a recurrence of any similar

accident. The report should be distributed to the General Manager, the MOD, and the

Safety Committee. The report should not be released to anyone outside of the company

without the permission of the legal department.

Suggested Investigation Tools

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  Camera and film (always keep 2 spare rolls of film).
  
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  Graph paper, ruler, and pencils.
  
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  Tape recorder to record first hand accounts of accidents.
  
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  Tape measure.
  
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  Hazard cones, cord and barrier tape.
  
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  Report forms.
  
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  First aid kit.
  
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  Portable lamp or flashlight.
  

Sequence of events

The following are the suggested actions that should be taken when an accident occurs.

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  Provide any necessary care for the victim.
  
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  Secure the area.
  
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  Obtain a list of all witnesses.
  
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  Obtain statements from witnesses.
  
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  Complete the loss & incident report and report the event to SCH Claims (1-800-747-
  
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  5648) within 24 hours of the event or knowledge of the event.
  
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  Perform a detailed accident investigation.
  
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  Determine any corrective actions which should be taken.
  
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  Distribute the accident investigation report to General Manager, MOD, Safety
  
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  Committee, and affected department heads.
  
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  Report to OSHA within 8 hours of the accident if hospitalization of three or more
  
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  employees or death of employee occurs.
  
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  Take appropriate corrective actions to prevent a recurrence.
  

Health & Safety

Accident Investigation Checklist

Upon Notification of an Accident

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  Send for help.
  
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  Administer First Aid.
  
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  Notify Management.
  
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  Secure the area and make it safe.
  
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  Stop the ongoing hazard - If necessary:
  
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  Shut off electricity.
  
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  Bleed or isolate pressurized systems.
  
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  Block mechanical equipment.
  
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  Check air quality.
  
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  Issue personal protective equipment.
  
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  Provide emergency lighting, power, air, etc.
  
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  Secure the scene of the accident and protect the evidence.
  
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  Issue lockout/tagout permits.
  
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  Observe the conditions at the accident scene
  

Post Accident

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  Make notes.
  
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  Identify witnesses & take statements.
  
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  Take photographs - Sign and date (both long distance and close-up photos).
  
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  Note the condition of the scene (check position and condition of tools, equipment,
  
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  furniture, layout, etc.).
  
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  Note lighting conditions and surface/floor conditions.
  
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  Note the time of day and the weather conditions, if applicable.
  
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  Collect operating logs, charts, records, etc. (MOD log, Security reports, key logs,
  
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  audit packs, etc.)
  
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  Identification numbers on equipment and maintenance records.
  
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  Record experience levels, including any training, years of employment, etc.
  
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  Determine if there has been any use of controlled substances (to be determined via
  
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  post-accident drug testing for CMH employees).
  
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  Note any unusual conditions, such as inclement weather, noise or distractions, etc.
  
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  Make sketches - include dimensions.
  
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  Report the incident to SCH Claims Management (1-800-747-5648)
  
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  Perform an accident analysis to determine a proximate cause of the event and any
  
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  required corrective actions.
  
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  Complete the Accident Investigation Report and submit it to the General Manager,
  
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  MOD, Safety Committee, and all affected department heads.
  
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  Implement corrective steps designed to prevent recurrence.
  
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  Review corrective steps to ensure their effectiveness.
  

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First Aid & CPR

At least one employee on each shift should be trained and certified to render first aid and

CPR. The American Red Cross offers classes in first aid training at little or no cost. In

addition, group-training classes can be held for employees by various public safety

organizations. The American Red Cross will also provide instructional posters covering

various emergencies, which the average employee could be asked to handle.

Each hotel should have first aid kits available in the front desk area, the restaurant area, and

the housekeeping area. The kit should contain an adequate supply of the following

materials:

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  Bandage scissors
  
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  Cotton-tipped applicators
  
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  Assorted safety pins
  
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  Tweezers
  
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  Individually-wrapped adhesive dressing
  
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  Sterile gauze pads, 2" and 4" dressing
  
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  Sterile gauze bandage rolls, 1", 2" and 4" wide
  
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  Adhesive tape rolls, 1" wide
  
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  4" bandage compresses
  
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  Triangular bandages
  
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  Absorbent cotton
  

The hotel should contact the American Red Cross for a complete listing of materials.

Improper first aid treatment can, at times, do more harm than good. Some of the most

common mistakes made in first aid are:

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  Moving an injured person too fast or into a position that will make the injury worse. An
  
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  injured person should never be moved without adequate help, and then only after all
  
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  suspected fractures have been splinted.
  
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  Touching a person injured by electric shock without first disconnecting the current.
  
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  Applying ointments, greases, flour, or baking soda to extensive burns. These substances
  
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  increase the chance of infection.
  
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  Neglecting to wash eyes or skin immediately with water for 15 minutes after contact
  
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  with an irritating chemical.
  
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  Giving liquids or alcoholic beverages to a semi-conscious or unconscious person.
  
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  Failing to follow-up first aid with other medical attention when the situation calls for it;
  
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  for example, when there is a puncture or eye wound or possible fracture.
  
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  Causing infections through the use of unclean first aid equipment or materials.
  
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  Applying ointments, spray antiseptics, or other remedies to wounds or skin rashes.
  
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  These substances may irritate the skin or cause allergic reaction. Mild soap and water is
  
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  the best and safest cleanser for first aid.
  
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  Overheating a person in shock by covering him with too many blankets.
  
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  Exposing the employee to infectious and other bodily fluids.
  
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  First aid is just that -- the first assistance that is given an accident victim. Only a qualified
  
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  person should administer first aid. If the situation dictates, call an ambulance or a physician
  
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  as quickly as possible so professional attention can be given.
  

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Hot Water

The hot water temperatures for guest and public use should be closely monitored to

prevent accidental scalding. Boilers and hot water heaters should be set so that the

maximum water temperature at the room or faucet closest to the source does not exceed

125 degrees Fahrenheit. Boilers should be checked regularly to ensure the proper

temperatures are being maintained. Guest use water should be checked periodically to

ensure appropriate temperatures are maintained.

Legionella

Legionnaires' disease is a type of pneumonia that is caused by Legionella, a bacterium

found primarily in warm water environments. Both the disease and the bacterium were

discovered following an outbreak traced to a 1976 American Legion convention in

Philadelphia. Pontiac fever, a flu-like illness, is also caused by Legionella organisms

(legionellae), but is not as serious as Legionnaires' disease. Most people who get Pontiac

fever recover within five days, without having to be hospitalized. Legionnaire's Disease

is more common than previously thought.

Legionella can be found in stagnant and unsanitized water sources. This could include

decorative water fountains, pools/ponds and standing water. Legionella has also been

found in improperly maintained swimming pools and whirlpools. The growth of

Legionella and other bacteria can be controlled by maintaining a minimum of 1-PPM

chlorine (2-PPM Bromine). Water which is not sanitized can become an attractive

medium for growth. The appearance of algae or other growth should be a warning sign

for the potential presence of Legionella.

In hotels, which have cooling towers be sure that the water is treated with a bactericide or

disinfectant which is effective on bacteriological agents. To prevent the growth of

harmful bacteria and algae, the water for the cooling towers should be treated on a

continuous basis. Where this is not possible, intermittent use is necessary. At a minimum

in clean systems or where clean potable water is used for makeup, a level of 1-PPM

chlorine should be maintained for a minimum of one hour each day. System cleanliness

and the effectiveness of disinfection controls should be checked regularly by visual

inspection as well as through testing of the water. The Cooling Tower Institute reports

that chlorine levels of 3-5 PPM will control bacteria/microbial growth and algae without

causing corrosion. Water samples should be tested for bacteria/microbial growth on at

least a monthly basis. When test results show greater than 100 CFU/ml of Legionella or

in systems which are dirty, sit stagnant or use reclaimed wastewater as makeup, a

chlorine level of at least 5 PPM must be maintained for a minimum of 6 hours to ensure

disinfection.

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Food Sanitation

To prevent the spread of food poisoning, do the following:

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  Interrupt the chain of transmission; limit the number of people who handle food.
  
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  Remove infected individuals from food preparation and serving jobs. Temporarily
  
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  assign them to other duties.
  
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  All employees displaying symptoms of disease, or who have been in contact with an
  
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  infected individual, should be examined and treated if necessary.
  
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  Employees should use sterile gloves when preparing food.
  
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  Strict hand washing procedures should be in place and enforced.
  
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  Any employee with open skin lesions or infections should not work around food.
  
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  Adequately cook foods that should be cooked.
  
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  Refrigerate foods at the proper temperatures.
  
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  To prevent salmonella, make sure foods are cooked thoroughly and clean all food
  
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  preparation surfaces with HOT soap and water. Do not use food preparation utensils
  
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  to serve cooked food.
  
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  Do not use food that comes from bulging cans. (Botulism is the likely cause).
  
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  Avoid using home canned food and vegetables.
  
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  Do not use dirty eggs.
  
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  Thoroughly cook all canned food.
  

Food supplies may become contaminated by improper handling and storage procedures.

Procedures should be followed closely on receipt, storage and preparation of food to

reduce the possibility of contamination.


Refrigerated Walk-in and Reach-in Box Temperatures

The importance of keeping foods at the right temperature cannot be over stressed.

Bacteria growth is ever present and foods stored at the wrong temperature can cause

considerable sickness.

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Refer to the chart below for specific walk-in cooler temperatures. Alarms may be

installed on each cooler so that if the temperature rises above the following, an alarm will

sound:

Temperatures

o F o C

Guest Room Hot Water

Laundry Hot Water

Kitchen Hot Water

Final Dishwater Rinse

Reach-in, Walk-in Freezers

Poultry

Meat

Fish

Ice Cream

Reach-in, Walk-in Coolers

Vegetables

Meat

Poultry

Fish

Dairy

White Wine Coolers

Beer Coolers

125

140

140

180

000 -

23 to -

15

36

36

36

36

36

50

46

49

60

60

82

-18

-18

-18

-10 to +5

22222

10

8