Library: Policy

OKDHS:2-21-212. Accident investigation and resolution

Issued 3-1-16

Management in the local office is responsible for investigating, reporting, and educating staff in order to prevent further accidents from reoccurring.Management creates accountability and implements corrective actions as necessary.

(1) Assigned drivers operating Oklahoma Department of Human Services (DHS) or personal vehicles conducting work-related activities maintain a DHS vehicle accident reporting kit in the vehicle glove compartment to document and report accidents regardless of severity.The vehicle incident kit consists of:

(A) Office of Management Enterprise Services (OMES) – Division of CapitalAsset Management (DCAM) Risk Management Form 001a, Standard Liability;

(B) OMES DCAM Risk Management Form 009, Accident Information Form, completed by the employee involved;

(C) OMES DCAM Risk Management Form010, Reporting Procedures for 3rd Party Incident/Accident;

(D) DHS Risk and Safety Management Certificate of Self Insurance Liability; and

(E) DHS Risk and Safety Management contact card.

(2) Assigned drivers operating DHS or personal vehicles during DHS work-related activities use the DHS incident reporting kit to document and immediately report accidents, regardless of damage.Such reporting occurs no later than 24 hours after the incident.Reports are made to:

(A) local law enforcement;

(B) DHS Risk and Safety Management;

(C) an immediate supervisor or designee; and

(D) the safety coordinator, when applicable.

(3) After an incident, the supervisor completes OMES DCAM Form 002, Scope of Employment, and submits it to DHS Human Resource Management Risk and Safety Management.

(4) When a third party is at fault for the accident, the local administrator designates a person within the office to make a claim against the third party's insurance.

(A) When the third party is at fault and does not have insurance or insurance is refuses to pay for damages, the claim is submitted to DHS Legal Services.

(B) The insurance company makes any vehicle repair payments directly to the vehicle repair company.

(5) DHS does not repair an employee's personal vehicles, even when the employee is operating his or her personal vehicle within the scope of employment.It is important for employees to check with the private insurance carrier to ensure coverage while driving on duty.