When an incident occurs, quick and organized action is essential. While this information is not required to notify our agency, if the situation is urgent, please contact Paris-Kirwan Associates or your insurance company immediately. The following procedures are designed to help you navigate the steps immediately after discovering an incident that could lead to a claim.

Bodily Injury or Physical Damage Liability

• For Physical Injuries: Refer to your Injury Response Guidelines for immediate action.
• Document the Incident: Create a detailed incident report including who, what, where, when, and how.
• Gather Documentation: Collect participant waivers and any relevant paperwork for injured parties.
• Obtain Witness Statements: Record statements from anyone who saw the incident.
• Capture Visual Evidence: Take photos or videos of the incident and the premises where it occurred, focusing on surface conditions and surroundings.

Incident Severity Levels

• GREEN: Minor injury, no medical attention required, individual refused additional support. Action: Document and log internally.
• YELLOW: Injury requiring minor medical attention; individual left premises without assistance. Action: Document internally and report Accident & Health injury to Paris-Kirwan Associates: Email: charlesm@paris-kirwan.com
• RED: Injury requiring medical attention, assistance leaving premises, or emergency EMS (911). Action: Document internally and contact Paris-Kirwan Associates for guidance: Email: charlesm@paris-kirwan.com

Workers’ Compensation

• Ensure the employee receives appropriate medical care.
• Investigate the cause and address any ongoing safety risks.
• Inspect and document the site with photos/videos; make improvements to prevent recurrence.
• Complete state-required workers’ comp claim forms.
• Consult your Return to Work program and state guidelines for employer-paid medical-only claims.
• Reinforce safety training as needed.

Property Damage

• Take photos and videos of the damage.
• Prevent further loss and document any temporary repairs.
• Obtain written reports from inspectors or contractors detailing the cause.
• Gather historical data such as 3 years of income statements for the loss period or energy audit reports (if applicable).
• Collect maintenance agreements, service contracts, internal logs, and inspection reports.
• Keep all receipts and estimates related to repairs.

Automobile Incidents

• Capture photo/video evidence of the damage and scene.
• Obtain a police report.
• Collect information from all involved parties, including insurance details.
• Document road conditions, lighting, and any contributing factors like poor visibility or defective surfaces.

Final Reminder

These steps help ensure a smooth claims process and protect your organization from further risk. For urgent situations, contact Paris-Kirwan Associates or your insurance carrier immediately.