7.1 – Accident/Incident Reports

An accident/incident report should be filled out in IssueTrak whenever a member or employee gets hurt on the club’s premises.

  1. The General Manager, Assistant Manager, or Supervisor on duty should fill out an accident or incident report through the IssueTrak system.
    Note: It’s a good idea to have hard copies of the Accident Report form available at all locations to ensure that reports are filed immediately.
  2. Under no circumstances should a member or witness fill out the report.
  3. If the Assistant Manager or General Manager is not there, the next person available must complete the form. If the MOD or Supervisor is not able to log in and access the reports, use the Accident Report.
  4. When speaking with the member regarding the accident, you can apologize for what they have experienced, but never accept blame for the situation. “I’m sorry this happened to you.” “It’s unfortunate this happened to you.”
  5. You should have as many witnesses as possible giving you as much information as possible. Under no circumstances should the member or witnesses leave without the report being completed the day of the accident. Also, obtain a copy of the Witness Report of Incident from all witnesses to the accident: again, only the staff person should complete this report.
  6. Make sure that you fill out the accident report as objectively as you can with no feeling attached. Only state the facts (e.g., John Doe stepped on the treadmill after turning it on and fell back).
  7. When in question (or in major cases such as death or car theft), we contact our Insurance Agent from Simkiss Insurance and he can walk you through the accident report. The phone number is 1-610-727-5309.
  8. The accident report should be faxed to the Corporate Office within the first 24 hours of the accident and the original should be sent to Corporate.
  9. The General Manager must follow up with the customer within 24 hours to check on their well-being.
  10. All Managers, Assistant Managers, Supervisors, and anyone acting as MOD should have access to the IssueTrak reports.

Employee Accidents/Incidents

When an employee is injured on the job it is important that the injury is also documented. This includes even the smallest injury like a bump on the head or a child biting a babysitter. If it is reported to you or another employee informs you, you should complete the Employee Accident Report.  This is important for documentation for worker’s compensation cases.