Workplace Health & Safety Management

SYNAPSE's health and safety platform is a comprehensive digital tool designed to streamline and enhance the management of workplace safety and compliance. It serves as a centralised system for monitoring, managing, and reporting health and safety incidents, risks, and compliance with regulations. SYNAPSE integrates various safety protocols, procedures, and documentation in one platform, it facilitates easier access to information, enabling proactive risk management and decision-making.

It is highly configurable and customers typically utilise features such as incident reporting, risk assessments, checks, and compliance tracking. They automate many of the administrative tasks associated with health and safety management, improving efficiency and accuracy. This not only helps in identifying potential hazards before they result in accidents but also ensures that they stay compliant with relevant laws and regulations.

It helps to foster a culture of safety and awareness and empowers organisations to protect their employees and assets more effectively. It provides valuable insights through data analytics, helping to identify trends and areas for improvement in workplace safety. As a result, organisations can significantly reduce the likelihood of incidents, minimise operational disruptions, and enhance overall employee well-being, contributing to a safer and more productive work environment.

A well-implemented H&S system serves as a backbone during major medical incidents in a workplace - enhancing response efficiency, coordination, and ultimately, the care provided to those affected.

Incident reporting:
Provide rapid reporting via a mobile App to notify relevant medical personnel, responders, and stakeholders about the incident, enabling prompt response and resource allocation.

Logging of injuries:
Injury forms capture specific details, injury type(s), affected person's personal information, location, date/time, medical facilities, and contributing factors, aiding analysis and prevention.

Collaboration and coordination:
Help in efficiency triaging the incident to different departments of an organisation, managing medical resources like ambulances, medical supplies, and personnel by providing real-time information on availability and requirements. Staff emergency contact details can also be stored and referred to.

Emergency protocols & continuity of operations:
Disseminate established medical emergency protocols and procedures, ensuring that responders follow standardised practices, minimising errors and streamlining care as well as implementing continuity plans.

Communication with the Public:
Facilitate timely and accurate communication with the public, providing guidance on seeking medical assistance, evacuation procedures, or any necessary precautions to take.

Data protection and access restrictions:
Limit data access to authorised individuals, minimising exposure, and safeguarding personal data to designated stakeholders.

Evidence and case management:
Provide secure evidence collation involving the gathering of witness statements, linked incidents and CCTV footage - organising and uploading this data for investigations, ensuring comprehensive documentation and analysis.

Legal and litigation protection:
Provides legal protection for the organisation, demonstrating due diligence and adherence to safety regulations in case of legal challenges. Our H&S platform can also support uninsured losses by showcasing compliance and evidence that if not handled correctly would not be covered by insurance policies.

Compliance & Regulation
Maintain compliance with health and safety regulations and ensures proper documentation of incident reports, providing crucial data for escalation to regulatory bodies. Examples can include; RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations, UK) and OSHA (Occupational Safety and Health Administration, USA) - these external bodies oversee and mandate the reporting of work-related incidents, diseases, and dangerous occurrences for safety monitoring.

Post-Incident Assessment:
After the incident, the platform can assist in conducting a comprehensive review and assessment of the response, identifying strengths and areas needing improvement for future incidents. Regular assessments and audits as part of the health and safety system allow for ongoing improvements, lessons learnt and refining protocols and procedures.

Our platform has over 100 pre-built incident types ready to go for you. You can then remove, customise the workflows or add as many new types as you wish.

Typically the health and safety incidents "out the box" are:

• Accidents, injuries & Emergencies
  • Slips, Trips & Falls
  • Contact & Crashes/collisions
  • Exposure
  • Medical Emergencies
• Hazardous materials
  • Pollution
  • Chemical, Radiological & Biological
  • Water Damage & Mould Growth
  • Waste Management
• Occupational Diseases & Illness
  • Stress-related Disorders
  • Repetitive Strain Injuries (RSIs)
  • Respiratory Conditions
  • Sickness
  • Mental Health
• Safety Observations
  • Near-Misses
  • Positive Observations
  • Unsafe Acts/Conditions
• Dangerous Occurrences
• High Risk Activities
  • Planned Works
    • BMU Maintenance & Operation
    • Confined Spaces
    • Construction & Renovation
    • Flammables / Hazardous Materials
    • Glazing Removal / Replacement
    • Heavy Machinery & Lifts Maintenance
    • High Voltage / Hot Works
    • Roof Access
    • Working at Height
  • Planned Events
    • Fire Safety Inspections & Drills
    • Special Events & Large Gatherings
    • VIP Attendance
• Risk Register
  • Safety & Security
    • Counter Terrorism
    • Miscellaneous
    • Protective Security
    • Culture & Commitments
    • Planning
    • Threat & Risk Assessment
  • Housekeeping
  • Logistics
  • Lobby & ACP
  • Engineering
  • Soft Landings

Other events include:

• Violence & Unacceptable Behaviour
  • Alcohol or Drugs
  • Violence
  • Unacceptable Behaviour
  • Anti-Social Behaviour
• Fire
  • Fire
  • Explosion
• Natural Disasters
  • Weather-related Disasters
  • Geophysical Disasters

In short, YES!

Our platform allows you to completely configure the data capture and workflow process ensuring you can adhere to any compliance regulation (globally).

Under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) in the UK, certain types of work-related health and safety incidents must be reported to the Health and Safety Executive (HSE). These include:

1. Deaths:
   Work-related accidents leading to the death of employees or self-employed workers working on your premises, and to non-workers if the accident relates to a work activity or occurs on work premises.
2. Specified Injuries to Workers:
   These include fractures (other than to fingers, thumbs, and toes), amputations, injuries likely to lead to permanent loss of sight or reduction in sight, crush injuries leading to internal organ damage, serious burns (covering more than 10% of the body, or damaging the eyes, respiratory system, or other vital organs), scalping requiring hospital treatment, unconsciousness caused by head injury or asphyxia, and any other injury arising from working in an enclosed space, which leads to hypothermia, heat-induced illness, or requires resuscitation or admittance to hospital for more than 24 hours.
3. Over-Seven-Day Injuries to Workers:
   Injuries that result in an employee or self-employed person being away from work, or unable to perform their usual work duties for more than seven consecutive days (not counting the day of the accident).
4. Injuries to Non-Workers:
   Injuries to members of the public or people not at work that require hospital treatment and where the accident arises out of or in connection with work.
5. Occupational Diseases:
   Including, but not limited to, carpal tunnel syndrome, severe cramp of the hand or forearm, occupational dermatitis, hand-arm vibration syndrome, occupational asthma, tendonitis or tenosynovitis of the hand or forearm, and any occupational cancer.
6. Dangerous Occurrences:
   Certain, specified near-miss events (incidents with the potential to cause harm) listed under RIDDOR.
7. Gas Incidents:
   Distributors, fillers, importers & suppliers of flammable gas must report incidents where someone has died, lost consciousness, or been taken to hospital for treatment to burns or injuries associated with a gas explosion or carbon monoxide (CO) exposure. Gas engineers must report any dangerous gas fittings or appliances that they find.

It's crucial for employers, the self-employed, and people in control of work premises to understand these categories to ensure compliance with RIDDOR regulations.

Typically customers will be up and running within 2-4 weeks depending on the level of configuration you require. You will experience a seamless onboarding process with us that includes a swift setup, intuitive configuration, user-centric training, straightforward reporting, and dedicated support to assist in every step.

1. Planning
   • Kick-off meeting and initial discovery
   • Data templates provided
2. Initiation
   • Platform installation with out-the-box workflows
   • Your organisation's branding and colours applied
   • Setup of organisation's hierarchy - locations, people, roles
3. Execution
   • Any workflows you require to be customised or added
   • Permissions and data restrictions configured
   • Notifications customisation
4. Handover
   • Stakeholder demo
   • Training
   • Testing and pre-launch checks
5. Launch