PURPOSE: We take steps every day to prevent incidents from occurring. However, occasionally accidents and incidents happen and when they do, they must be reported in a timely and complete manner to confirm all necessary people are notified so the club can receive the support they need. Documenting all incidents, injuries, thefts, behavior, property damage, etc. that occur at the club, no matter the severity, is very important.
Member/Guest Incidents: When an incident occurs, one employee should administer care or help the member, while another is gathering information for a report. Take notes, then transfer the information to Incident Tracker once you have finished gathering info. Members should NEVER be given a copy of an incident report, no matter how much they may insist.
- Record the full name of the person(s) involved in the incident
- Record the member’s agreement number; if a guest, include the Guest Waiver with the report
- Record full name, club location and department of employee that completed the report
- Record date and time of incident
- Gather witness information (if any)
- Record all other parties involved including children (full name and age)
- Location within the club the incident occurred
- Describe the incident in detail: BE FACTUAL AND OBJECTIVE
- Describe how the employee aided the person involved
- When necessary, have a manager download video footage of the incident
- If 9‐1‐1 is called, notify a manager immediately
- Noting the account: Always note the members account with a brief description of the incident.
- Follow Up: A manager will always follow up with the individual(s) involved in the incident. Document the date and time of the follow up and the outcome or individual’s response.
Reminder: The hand written notes completed immediately after an incident should not be provided to anyone.
If a member insists on needing our notes for proof that an incident was reported for purposes of providing to their personal insurance provider, etc., contact [email protected]. This email address is for internal use only and should not be distributed to members or other third parties.