Accident / Incident User Guide (for Employees)  

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Incident/Injury

Accessibility Instructions

Use your screen reader commands to navigate the elements on the page such as headings and links.

Overview

Incident/Injury Reporting enables injured persons to report accidents and incidents (record only or near misses) that occur on State property or while conducting State business. The injured person can be an employee or a non-employee. When an injury or incident occurs, either the employee (if the employee is able) or a manager reports the accident or incident. If the injured person is a non-employee, the person completing the transaction must have managerial responsibilities within the agency and typically is either the manager who witnessed the incident or the manager investigating the incident. The incident/injury reporting is not used for reporting security incidents unless an injury occurs. Note: State Hospital (SH) and State Supported Living Center (SSLC) employees do not enter their own data into the system. SH and SSLC employees (including managers) must make all reports of employee and non-employee injuries to the facility Case Manager in the Risk Management Office.

Step Actions

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

  • Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
  • Screen Samples include detailed screen shots to help complete the transaction.

Transactions Covered in this User Guide

Key Terms

For a complete glossary of terms, click here: CAPPS Glossary

Add an Accident/Incident

Accessibility Instructions

Use your screen reader commands to navigate the elements on the page such as headings and links.

Introduction

An employee can log in to the CAPPS website to add an accident/incident in which they were personally involved. The reporting individual must include the injured person’s information as well as their own information (if they are not the individual involved in the accident/incident). If the accident/incident is a motor vehicle event, the motor vehicle information tab must also be completed.

Step Actions

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

  • Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
  • Screen Samples include detailed screen shots to help complete the transaction.

Key Terms

For a complete glossary of terms, click here: CAPPS Glossary

Text Only Step Actions for Adding an Accident or
Incident

Follow the steps below to add an accident or incident.

 

Steps

 

  1. Select the Employee Self-Service link from the left navigation.

    2.  

  2. Select the Incident / Injury Reporting drop-down menu.

    3.  

  3. Select Add an Accident/Incident link.

    4.  

  4. Click the Add button to move to the next screen. The Accident/Incident page is displayed with the following tabs: Injured Person Info, Employee Info, Motor Vehicle.

    5.  

  5. Once all the required information is entered in each tab, click the Save button to submit the transaction. The Workflow/Editing Status confirmation screen is displayed.

    6.  

  6. Click the Yes button to submit the transaction and send the report to the next level for review.

    Helpful Hint: Once the Yes button is clicked you will not be able to make any changes to the document. After successfully saving the accident/incident, an Incident Number is generated for future reference.

     

    OR

     

    Click the No button on this page if you choose not to submit the transaction in order to return to the accident/incident report at a later time for editing.

Adding an Accident or Incident

Follow the steps below to add an accident or incident.

 

Steps

 

Image of the left navigation of the H ome page with the Employee Self-Service Menu expanded and then the Incident/Injury Reporting menu expanded. The image shows a highlighted box around the Add an Accident/Incident link.

 

  1. Select the Employee Self-Service link from the left navigation.

    2.  

  2. Select the Incident / Injury Reporting drop-down menu.

    3.  

  3. Select the Add an Accident/Incident link.

    4.  

Image of the Add a New Value page. The image shows a highlighted box around the Add button.

 

  1. Click the Add button to move to the next screen. The Accident/Incident page is displayed with the following tabs: Injured Person Info, Employee Info, Motor Vehicle.

    2.  

  2. Once all the required information is entered in each tab, click the Save button to submit the transaction. The Workflow/Editing Status confirmation screen is displayed.

    3.  

Image of the Workflow/Editing Status page. The image shows a highlighted box around the Yes and No buttons.

 

  1. Click the Yes button to submit the transaction and send the report to the next level for review.

    Helpful Hint: Once the Yes button is clicked you will not be able to make any changes to the document. After successfully saving the accident/incident, an Incident Number is generated for future reference.

    2.  

    OR

     

    Click the No button on this page if you choose not to submit the transaction in order to return to the accident/incident report at a later time for editing.

 

Completing the Injured Person Info Page

_

Image of the Injured Person Info page.

 


The Injured Person Info page is the first tab on the accident/incident reporting transaction. On this page you can start reporting basic information about the accident/incident. The Employee ID and the Employee Name fields default is based on your log in information. The Incident Number remains ‘00000000’ and is not created until the transaction is saved.

Complete the required fields on this page in order for the transaction to be successfully saved. These required fields are:

  1. Date of Accident – This is the date the accident/incident occurred. This field cannot be post-dated.

    2.  

  2. Date Injury Reported to Supervisor – This field is the date the accident/incident was reported to either your supervisor or the supervisor who witnessed the accident. This field cannot be post-dated.

    3.  

  3. Time of Accident – This is the time the accident/incident occurred.

    4.  

  4. Region/City – This is the region or city in which the accident/incident occurred.

    5.  

  5. Describe the Accident – In this section, you can describe the accident in detail including the location of the accident, type of accident, and the part of the body that was injured. Include as many details as possible describing who, what, when, where, and why it happened. The reader of your accident/incident report should be able to recreate the scenario using your words. This is important to prevent the incident from happening to someone else. If no medical treatment will be sought or for record only, please state in the description.

    Helpful Hint: To avoid being timed out, draft your description before you start the accident/incident report.

 

View Employee’s Mailing Address

Click the View Employee’s Mailing Address link in order to view the mailing address information stored in the system. Clicking this link takes you to the Person’s Mailing Address page where your mailing address information defaults in and cannot be changed. This information is based on the information that is currently stored in the system for you. If the mailing address and phone information are not correct, the correct information should be recorded in the Describe the Accident box on the Injured Person Info Page. To change this information, navigate to the My Profile link on the CAPPS homepage. Click the Return button to go back to the Injured Person Info page.

Add/View Employee’s Family/Personal Info

Click the Add/View Employee’s Family/Personal Info link in order to view your family/personal information. Clicking this link takes you to the Person’s Family Info page where the Date of Birth, Gender, and Marital Status fields default in and cannot be changed. This information is based on the information that is currently stored in the system for you. You can change the information within the # of Dependent Children and Spouse Name sections, however these fields are not required. Click the OK button to return to the Injured Person Info page.

 

Medical Treatment

You can also enter medical treatment information by selecting the Medical Treatment checkbox. By selecting this checkbox, you indicate that medical treatment has been received or will be sought for the accident/incident that is being reported. Once that option is selected, the Name of Physician and the Phone of Physician fields are required in that section. If you do not know the name of the physician or the phone number, you can type “UNKNOWN” in these fields.

Witness

In the Witness section of the Injured Person Info page, enter Name and Phone on the tab identified for name and phone and Address information for witnesses on the second tab, if available. You can select the ‘+’ button to include additional witnesses, or the ‘-‘ button to remove a witness.

Describe the Accident

Provide details of the accident by reconstructing the sequence of events, including location, type of injury, cause of injury, and the part of the body that was injured. Also include any recommendation from the treating physician, if applicable.

 


Completing the Employee Information Page


Image of the Employee Information page.

 

On this page you can view and enter work information regarding the accident/incident.

 

Add/Update Work Address for Incident link

Fill in the details of the work address where the employee’s accident/incident occurred. The Address, City, and County of the employee’s accident/incident are required fields. The phone field within this section defaults based on what is currently stored in the system, but this field can be edited. Click the OK button to save any edits and return to the Employee Info page or the Cancel button if no changes are needed.

View Employee’s Work Info link

The Employee’s Work Info page where the information within the Employee Job Info and Work Address sections are defaulted in. The information is based on information that is currently stored in the CAPPS system for you. To update your personal information, navigate to the My Profile link located in the left navigation menu and click the View My Personal Information link. Click the Return button to go back to the Employee Info page.

View Employee Supervisor Info link

Click the View Employee Supervisor Info link to view your supervisor’s information. Clicking this link takes you to the Employee’s Supervisor Info page. This page defaults in your supervisor’s information based on what is currently stored in the system for you and cannot be changed. If your supervisor is not properly listed, contact your supervisor for help.

To Whom was accident 1st reported

The First Name and Last Name fields are required. Fill in the first name and last name of the person you first reported the accident/incident.

Work Impact

Select Yes to indicate that you lost time from work due to this incident. You are required to enter the date (MM/DD/YYYY) the lost time began and the date you returned to work if you have returned.

Previous Injury Claim Info

Select the Yes or No radio button in the Have you had a previous injury claim? section. If yes is selected, the Injury Date and Describe the Injury Claim sections become active and are required fields. The date field only allows for one claim date. If you have more than one claim, you may detail the other dates in the description box.


Completing the Motor Vehicle page for an Employee


Image of the Motor Vehicle page.

 

On this page you can enter motor vehicle information if a motor vehicle was involved in the accident/incident being reported.

 

Vehicle Accident Details

If a motor vehicle was involved in the accident/incident, select the Motor vehicle Accident checkbox. Selecting this checkbox opens up all the fields on the Motor Vehicle tab for editing. After indicating that a motor vehicle was involved in the accident/incident, you must also select one of three options from the Injured Person field:

 

  1. Driver/Operator of Vehicle – If you were the driver or operator of the vehicle involved in the accident, select this option and complete the following required fields:
    1. Traveling To – Where you were traveling to at the time of the accident.
    2. Traveling From – Where you indicate where you were traveling from at the time of the accident.
    3. Purpose of Trip – Indicate the purpose of the trip.
    4. Weather Condition – Indicate the weather condition at the time the accident/incident occurred.

      5.  

  2. Passenger in Vehicle – If you were the passenger in the vehicle involved in the accident, select this option. The same fields are required with this option as in the scenario where you were the driver or operator of the vehicle.

    3.  

  3. Bystander/Pedestrian – If you were a bystander or a pedestrian, select this option. The only information required is the Last Name and First Name fields in the Other Driver’s Name section located at the bottom of this page. All other fields are grayed out and cannot be edited.

View or Update an Accident/Incident

Accessibility Instructions

Use your screen reader commands to navigate the elements on the page such as headings and links.

Introduction

For submitted accident/incident transactions the employee is also able to navigate to this information. The employee can make changes to the transaction if the No button was previously clicked on the Workflow/Editing Status page upon saving the transaction. If previously, the Yes button was clicked on the Workflow/Editing Status page upon saving the transaction, then the employee is only able to only view the information.

Step Actions

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

  • Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
  • Screen Samples include detailed screen shots to help complete the transaction.

Key Terms

For a complete glossary of terms, click here: CAPPS Glossary

Text Only Step Actions for Viewing an
Accident or Incident

Follow the steps below to view or update an accident or incident.

 

Steps

 

  1. Select the Employee Self-Service link from the left navigation.

    2.  

  2. Select the Incident / Injury Reporting drop-down menu.

    3.  

  3. Click the View/Update Accident/Incident link. The Update Incidents page is displayed.

    4.  

  4. Search for the specific incident via Employee Name and ID or enter an Incident Number.

    5.  

  5. Click the Search button.

    6.  

  6. To access a particular accident/incident transaction, click on the Incident Number link in the Search Results section. This displays the read-only version of the accident/incident report for viewing. If the accident/incident has been submitted, it is read-only and cannot be changed.

    Helpful Hint: An accident/incident is considered submitted, when you click the Yes button on the Workflow/Editing Status page. For more information on the Workflow/Editing Status page, refer to the Add an Accident/Incident User Guide.

    7.  

Viewing an
Accident or Incident

Follow the steps below to view or update an accident or incident.

 

Steps

 

Image of the left navigation of the Home page with the Employee Self-Service Menu expanded and then the Incident/Injury Reporting menu expanded. The image shows a highlighted box around the View/Update Accident/Incident link.

 

  1. Select the Employee Self-Service link from the left navigation.

    2.  

  2. Select the Incident / Injury Reporting drop-down menu.

    3.  

  3. Click the View/Update Accident/Incident link. The Update Incidents page is displayed.

    4.  

Image of the Update Incidents page. The image shows a highlighted box around the Search button and around an Incident Number.

 

  1. Search for the specific incident via Employee Name and ID or enter an Incident Number.

    2.  

  2. Click the Search button.

    3.  

  3. To access a particular accident/incident transaction, click on the Incident Number link in the Search Results section. This displays the read-only version of the accident/incident report for viewing. If the accident/incident has been submitted, it is read-only and cannot be changed.

    Helpful Hint: An accident/incident is considered submitted, when you click the Yes button on the Workflow/Editing Status page. For more information on the Workflow/Editing Status page, refer to the Add an Accident/Incident User Guide.

    4.  

Image of the Injured Person Info page.

 

Text Only Step Actions for Updating an Accident or Incident

Follow the steps below to view or update an accident or incident.

 

Steps

 

  1. Select the Employee Self-Service link from the left navigation.

    2.  

  2. Select the Incident / Injury Reporting drop-down menu.

    3.  

  3. Click the View/Update Accident/Incident link. The Update Incidents page is displayed.

    4.  

  4. Search for the specific incident via Employee Name and ID or enter an Incident Number.

    5.  

  5. Click the Search button.

    6.  

  6. To access a particular accident/incident transaction, click the Incident Number link in the Search Results section. This displays an editable version of the accident/incident report for further editing.

    Helpful Hint: If the accident/incident has been submitted, it is read-only and cannot be changed. An accident/incident is considered submitted, when you click the Yes button on the Workflow/Editing Status page. For more information on the Workflow/Editing Status page, refer to the Add an Accident/Incident User Guide.

    7.  

  1. Click the Save button if changes are made. The Workflow/Editing Status confirmation screen is displayed.

    2.  

  2. Click the Yes button to submit the transaction and send the report to the next level for review.

    Helpful Hint: Once the Yes button is clicked you will not be able to make any changes to the document. After successfully saving the accident/incident, an Incident Number is generated for future reference.

    3.  

    OR

     

    Click the No button on this page if you choose not to submit the transaction in order to return to the accident/incident report at a later time for editing.

Updating an Accident or Incident

Follow the steps below to view or update an accident or incident.

 

Steps

 

Image of the left navigation of the Home page with the Employee Self-Service Menu expanded and then the Incident/Injury Reporting menu expanded. The image shows a highlighted box around the View/Update Accident/Incident link.

 

  1. Select the Employee Self-Service link from the left navigation.

    2.  

  2. Select the Incident / Injury Reporting drop-down menu.

    3.  

  3. Click the View/Update Accident/Incident link. The Update Incidents Page is displayed.

    4.  

Image of the Update Incidents page. The image shows a highlighted box around the Search button and around an Incident Number.

 

  1. Search for the specific incident via Employee Name and ID or enter an Incident Number.

    2.  

  2. Click the Search button.

    3.  

  3. To access a particular accident/incident transaction, click the Incident Number link in the Search Results section. This displays an editable version of the accident/incident report for further editing.

    Helpful Hint: If the accident/incident has been submitted, it is read-only and cannot be changed. An accident/incident is considered submitted, when you click the Yes button on the Workflow/Editing Status page. For more information on the Workflow/Editing Status page, refer to the Add an Accident/Incident User Guide.

    4.  

Image of the Injured Person Info page. The image shows a highlighted box around the Save button.

 

  1. Click the Save button if changes are made. The Workflow/Editing Status confirmation screen is displayed.

    2.  

Image of the Workflow/Editing Status page. The image shows a highlighted box around the Yes and No buttons.

 

  1. Click the Yes button to submit the transaction and send the report to the next level for review.

    Helpful Hint: Once the Yes button is clicked you will not be able to make any changes to the document. After successfully saving the accident/incident, an Incident Number is generated for future reference.

    2.  

    OR

     

    Click the No button on this page if you choose not to submit the transaction in order to return to the accident/incident report at a later time for editing.

 

Print an Accident or Incident

Accessibility Instructions

Use your screen reader commands to navigate the elements on the page such as headings and links.

Introduction

By using the Print Accident/Incident Report link, you will have a physical copy of any accident/incident report that was submitted online through CAPPS by you or by your manager on your behalf.

Step Actions

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

  • Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
  • Screen Samples include detailed screen shots to help complete the transaction.

Key Terms

For a complete glossary of terms, click here: CAPPS Glossary

Text Only Step Actions for Printing Accident or Incident

Follow the steps below to print an accident/incident.

 

Steps

 

  1. Select the Employee Self-Service link from the left navigation.

    2.  

  2. Select the Incident / Injury Reporting drop-down menu.

    3.  

  3. Click the Print Accident/Incident Report link. The search page is displayed.

    4.  

  4. Enter search criteria to locate specific report.

    5.  

  5. Click the Process Report button to submit the report for printing. A confirmation message will display.

    Helpful Hint: If a report has already been requested, click the View Reports link. The View Reports page will display.

    6.  

  6. Click the View Report link to see your specific Accident/Incident report.

    7.  

  7. Click the OK button.

 

Printing an Accident or Incident

Follow the steps below to print an accident/incident.

 

Steps

 

Image of the left navigation of the Home page with the Employee Self-Service Menu expanded and then the Incident/Injury Reporting menu expanded. The image shows a highlighted box around the Print Accident/Incident Report link.

 

  1. Select the Employee Self-Service link from the left navigation.

    2.  

  2. Select the Incident / Injury Reporting drop-down menu.

    3.  

  3. Click the Print Accident/Incident Report link. The search page is displayed.

    4.  

Image of the Reports page. The image shows a highlighted box around the Process Report button.

 

  1. Enter search criteria to locate specific report.

    2.  

  2. Click the Process Report button to submit the report for printing. A confirmation message will display.

    Helpful Hint: If a report has already been requested, click the View Reports link. The View Reports page will display.

    3.  

Image of the View Reports page. The image shows a highlighted box around the View Report link.

 

  1. Click the View Report link to see your specific Accident/Incident report.

    2.  

Image of a window with the message 'Report scheduled. Press View Reports Link to see report.' The image shows a highlighted box around the OK button.

 

  1. Click the OK button.

    2.  

Key Things to Remember

Key Things to Remember

Service Center Information:

  • The Service Center operates between 7:00 a.m. and 7:00 p.m. Central Time, Monday through Friday. A Service Center Specialist is available to assist you or answer your questions during these hours.
  • You may contact the Service Center at 1-888-TX-HHS-HR (1-888-894-4747), or TDD/TTY for the Hearing Impaired 1-866-839-2747.
  • You may email your questions directly to the Service Center by selecting Ask Service Center on the CAPPS home page (must be logged in) using the online form to enter and submit your questions.