Accident Procedures for Ice Arenas

by Jim Farren, CPCU, CRM

Before discussing procedures for ice rinks to follow in the event of an accident at their facility, a few words should be devoted to the reduction of loss exposure. If more time were spent on risk management, less time would be spent dealing with accidents.

The most important component of loss control is to identify the risk. Facility management personnel, along with coaches and skating instructors, can point out potential loss exposures by using their past experience, knowledge of the facility, the particular sport or activity and visual inspections of the premises. With a small amount of effort, many risks can be identified and actions taken to reduce a rink’s exposure.

Employee training, first aid education and certification are highly recommended. A number of insurance companies specialize in the ice rink industry, and taking advantage of the risk management and loss control services they offer can help reduce risk in your facility.

Bottom line: Fewer claims and reduced costs can translate to a safer, more productive work environment and lower premiums.

Risk management can reduce potential losses, but it cannot prevent all losses. So what do you do if an accident does occur at your facility?

Step 1: Secure Injured Person and Area

The first priority at the time of an accident is the well-being of the injured. The first responder should attend to the victim involved by remaining calm and maintaining a concerned, confident and knowledgeable approach. Make every attempt to comfort the injured and secure the area around them in order to limit their exposure to further injury. It is also important to protect the scene and evidence to allow you to complete your investigation, especially in the event of a serious accident. During step one, employees should clearly communicate, through their words and actions, to the injured person that they are there to help and to create a safe, secure environment for them.

Step 2: Treatment

The severity of the injuries sustained should be determined as quickly as possible. If outside professional medical attention is required, a request for emergency services should be communicated without delay. In all cases, follow your facility’s policies and procedures for contacting emergency services.

If a major event occurs unexpectedly that would impact operation, all employees should be provided with a 24-hour emergency contact list of names and numbers to access. The contact list should be divided into two sections. The first section should contain names of employees, owners and management. The second list should include outside emergency services information. A large, red 911 should be written at the top of both lists to serve as a default reminder.

Call 911 and ask for assistance if necessary. In most cases, the decision to call outside professional help is clear and often the person that sustained the injury or their guardian will be able to assist you in that decision. If not, or if there is doubt, it is prudent to use caution and request an ambulance. If you are working with the injured party and your hands are occupied, you can direct another individual to make the 911 call.

Remember, speed of notification is important. When making the 911 call, use clear communication and include the nature of the emergency, the severity of the injury or damage, the symptoms of the person(s) involved as well as the specific location of the injured. Be aware that professional advice or assistance from the 911 call may be provided. Remember, in some areas, using a cellphone will direct the call to the highway patrol rather than to the local fire or police departments, so using a landline is preferable when possible.

If the injury appears severe, do not move the injured party. But if the injury is not deemed serious, move the injured person away from a crowded area. At this point, administer first aid if you are certified and deem it necessary. Only administer the level of first aid that you are qualified to render.

Employee training to consider:

First aid — In most cases a bandage or an ice pack will suffice.
Blood-borne pathogens — Important information about limiting potential exposure to infectious disease is available through organizations like the Red Cross.
CPR — Check out the OSHA website (osha.gov) and consider CPR certification for you and your employees.
AED — The American Red Cross supports the position that improved training and access to AEDs could save 50,000 lives each year. The Red Cross believes that all Americans should be within four minutes of an AED and someone trained to use it. (Consult with an attorney on the decision to install AEDs in your facilities.)

Do not admit fault or promise to pay for expenses incurred by the injured person or persons. Focus on the task at hand; let the injured party know you are, first and foremost, concerned for their well-being. As soon as the injury/situation stabilizes (EMT arrives, injured person communicates they are fine), you should immediately begin the process of recording and reporting the accident.

Step 3: Record and Report

To file an accurate incident report, a detailed and legible record of the incident is essential. Stick to the facts of who, what, when, where and why. Do not make assumptions or add opinions to the written incident reports in writing that may turn out to be inaccurate and could damage a defense that could be mounted on your behalf in the future.

Respect the injured person’s privacy. Do not discuss or share any information regarding the incident with anyone who is not professionally identified and approved by the parties representing your interests. It is also important to measure how aggressive you would like your staff to be in gathering information needed to file a report. The goal is to memorialize the facts of the event without leading or encouraging claim activity.

On the accident report, include the facility location and the location of the accident within the facility, the date and time of the accident. Contact information (phone, first and last name as well as address) should be gathered from every individual involved, including any witnesses. The report should include the nature and proximity/body part of the injury as well as specifics about treatment rendered. Was an ambulance called, first aid administered, physician treatment performed on-site? A single sheet of paper with the information required to record an accident (see sample form) should be kept on-site, in a familiar area for all employees. Complete a separate report for each person injured in the incident. Note: This is a record for internal use only, not to be shared with the injured parties or their parents/guardians.

Additional reporting tips:

Statements made by an injured party immediately after an accident can prove to be important in the event of a claim. This document can end up in an opposing attorney’s hands, so stick to the true facts of the incident.
Consider — especially, but not exclusively — in more severe injury cases, to take additional notes about the incident that may be of use to your internal safety committee in limiting similar losses in the future. This practice may also be of some value when working with your insurance carrier in defending the case. Information you may deem unimportant may prove to be vital in the defense of a lawsuit.
Documents should be kept in paper or computer/electronic format to defend against potential future claims. They should not be shared with injured parties or their parents/guardians. Consult your attorney and state-specific statute of limitations. Attorneys often advise their clients to retain the information for a number of years after the statute of limitations has expired.
Photos, video footage and diagrams are helpful in preserving information.
Don’t forget the employee signature.

Jim Farren is vice president of American Insurance.