Safety & Compliance · SOP

First Aid Record Keeping And Reporting

This procedure defines the mandatory steps for documenting all workplace first aid treatments, maintaining confidential medical records, and submitting statutory reports to provincial authorities (WorkSafeBC, WSIB, etc.).

Estimated Time

15 min

Difficulty

Low

Regulation

WorkSafeBC OHS Reg. 3.16 – 3.20

Version

1.0

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Purpose

To ensure every workplace first aid incident is accurately recorded, confidentially stored, and reported to the appropriate regulatory bodies within the required timeframes. Proper record keeping supports injury trend analysis, demonstrates regulatory compliance, and provides legal protection for both the employer and the worker.

Scope

Applies to all first aid treatments provided by designated first aid attendants at industrial worksites, warehouses, and shops operating under Canadian provincial OHS regulations. Covers both minor (first aid only) and major (requiring medical attention) incidents. Does not cover pre‑existing medical conditions unrelated to workplace exposure.

Safety Precautions

CONFAll first aid records are confidential medical information. Store paper forms in a locked cabinet accessible only to the first aid attendant and safety manager. Digital records (e.g., SafeDesk) must use role‑based access controls.
LOTODo not delay emergency treatment to complete paperwork. Record the incident only after the worker is stable and immediate hazards are controlled.
DOCNever alter or destroy original records. If a correction is needed, strike through the error, initial and date it, then enter the correct information. White‑out or deletion is prohibited.

Required Tools & Materials

First aid log book (bound, sequentially numbered pages) or digital equivalent (SafeDesk)
Accident / incident report forms (company‑approved or WorkSafeBC Form 7)
Lockable filing cabinet or secure digital storage system
Pen with indelible ink (black or blue) – do not use pencil or erasable ink
Permanent log stamp (date/time stamper recommended)

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Procedure: Step-by-Step

1 Collect the incident report from the injured worker or the attending first aid attendant. Ensure the form includes: worker name, date/time of incident, location, description of injury, treatment rendered, and witness names if applicable. Do not omit any fields.

2 Verify completeness and accuracy. Cross‑check the details against any witness statements or incident scene photos. If information is missing, flag it with a red “ACTION REQUIRED” sticker and follow up within the same shift.

3 Enter the incident into the master first aid log. Record chronologically: date, time, worker ID, nature of injury, treatment provided, and outcome (returned to work, sent to hospital, etc.). If using a digital system (SafeDesk), the timestamp is automatically generated and immutable.

4 File the report in the worker’s confidential medical file. Paper copies go into a locked cabinet with access limited to the first aid attendant and safety manager. Digital copies must be stored with role‑based encryption. The file must be retained for 5 years after the last entry (per provincial OHS requirements).

5 Submit mandatory reporting to the regulator if the incident involved: death, serious injury (requiring admission to hospital), lost time beyond the day of injury, or amputation / disfigurement. Complete and submit WorkSafeBC Form 7 (or equivalent) within 3 business days. Keep the submitted copy in the incident file.

First Aid Record Keeping And Reporting

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