If someone is injured, becomes ill, or dies as a result of a work activity in Northern Ireland, you may need to report it to HSENI. Reporting is a legal requirement under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (Northern Ireland) 1997, commonly known as RIDDOR (NI).
Getting this right is essential. Failure to report a reportable incident is a criminal offence. More importantly, if you operate in both Northern Ireland and Great Britain, there is a significant difference in reporting thresholds that could catch you out.
Compliance trap: 3-day threshold, not 7 days
Northern Ireland RIDDOR (NI) 1997 was not updated when GB raised the over-incapacitation reporting threshold from 3 to 7 days in 2013. If you apply the GB 7-day threshold in Northern Ireland, you will be failing to report incidents that are legally reportable. This is one of the most common compliance errors for businesses operating across the UK.
What you must report
Under RIDDOR (NI) 1997, you must report the following to HSENI:
Deaths
Any death arising from a work activity, including deaths of employees, self-employed persons, and members of the public. You must notify HSENI immediately by telephone, followed by a written report within 10 days.
Major injuries
Specified injuries including fractures (other than fingers, thumbs, or toes), amputations, loss of sight, any injury requiring hospital admission for more than 24 hours, and acute illness requiring medical treatment from exposure to a biological agent, substance, or radiation. Notify HSENI immediately by telephone, followed by a written report within 10 days.
Over-3-day injuries
Any injury that is not a major injury but results in the injured person being unable to carry out their normal work for more than 3 consecutive days (not counting the day of the accident). You must send a written report to HSENI within 10 days of the incident.
Reportable diseases
Certain occupational diseases diagnosed by a doctor, including occupational asthma, hand-arm vibration syndrome, occupational dermatitis, and certain infections. Report in writing to HSENI as soon as you receive the diagnosis.
Dangerous occurrences
Specified near-miss events that had the potential to cause serious injury, including collapse of scaffolding, failure of lifting equipment, electrical incidents, and explosions. Notify HSENI immediately by telephone, followed by a written report within 10 days.
How to report
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1. Assess whether the incident is reportable
Determine whether the incident falls into one of the categories above. If in doubt, report it. HSENI would rather receive a report that turns out not to be required than miss a reportable incident.
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2. Report deaths and major injuries immediately by telephone
For deaths, major injuries, and dangerous occurrences, telephone HSENI immediately on 028 9024 3249 (during office hours) or 0800 0320 121 (out of hours emergency). Do not wait to complete the written report before making the telephone notification.
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3. Complete the written report
Submit a written report to HSENI within 10 days of the incident. Use the HSENI online incident report form at hseni.gov.uk or download the NI-specific form. Do not use the GB RIDDOR online reporting form on the HSE website, as this reports to HSE, not HSENI.
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4. Preserve the scene
For serious incidents, preserve the scene as far as possible until HSENI has had the opportunity to investigate. Do not disturb evidence unless necessary to rescue injured persons, prevent further danger, or allow the resumption of essential services.
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5. Keep records
Maintain a record of all reportable injuries, diseases, and dangerous occurrences for at least 3 years. Your record should include the date and time of the incident, the name and occupation of the injured person, the nature of the injury, the place where the incident happened, and a brief description of the circumstances. Many employers use an accident book (BI 510) for this purpose.
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6. Investigate the incident internally
Carry out your own investigation to identify root causes and prevent recurrence. Update your risk assessments and safe systems of work based on the findings. HSENI expects employers to learn from incidents and will look for evidence of this during subsequent inspections.
What happens next
After receiving your report, HSENI will decide whether to investigate. Not all reported incidents are investigated, but HSENI prioritises deaths, serious injuries, and incidents that indicate systemic failures. If HSENI investigates, an inspector will visit your premises, interview witnesses, and examine your safety management systems.
Cooperate fully with any HSENI investigation. Obstruction of an inspector is a criminal offence. If the investigation reveals breaches of health and safety law, HSENI may take enforcement action including improvement notices, prohibition notices, or prosecution.