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Collision Management

The early reporting of accidents gives immediate financial savings, and the thorough investigation of accidents provides data on which to base collision prevention strategies and sends a message to staff that vehicle collisions are a serious issue for your business.

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1
Introduction to Implementing Your Collision Avoidance Procedures

Effective collision management is one of the easiest ways of saving your organisation money through the efficient reporting of collisions and robust investigation of incidents. We provide an introduction here.

Implementation in any business is key and implementing your fleet risk management programme will be easier with the documents and templates provided in this section. We provide a guidance document on the implementation process here.

2
Early Reporting of Collisions - Letter to Employees

Many employees who drive as part of their work activities are unaware of the significant costs that can be added to repair costs if a credit hire company becomes involved in a claim for third party vehicle repair costs. The early reporting of the collision by your employee, ideally within two hours of the collision, will assist greatly in allowing your accident management service provider or insurance company control the third party vehicle repair process efficiently. This letter provides you with a template that can be issued to your drivers to inform them of your initiative to improve the speed of the reporting process.

3
Early Reporting of Collisions - Briefing for Managers

To achieve efficient reporting of collisions your drivers should be well briefed but your managers should also understand the collision reporting process. With an understanding of the importance of the reporting process, your managers can monitor reporting times and ensure that their employees who drive as part of their work activities are following reporting procedures if they are involved in a collision whilst driving.

4
Scene of Collision Flowchart

A scene of accident flow chart can be a useful document to keep in the glovebox of your vehicles along with the scene of accident information exchange form. The flow chart can be adapted to the collision reporting process that your organisation has decided to adopt and provides a valuable prompt to employees to ensure that they collect all necessary information following a collision and report the details promptly.

5
Scene of Accident Exchange of Details Form

One of the easiest and quickest ways to make savings on your fleet costs is to improve the time in which collisions are reported to your accident management team or insurer claims department. To ensure that the claims management process is efficient as possible following a collision with a third party vehicle, your driver must obtain the details of the third party driver. Once those details have been obtained, your insurer or accident management service provider can contact the third party and offer to repair their vehicle in a cost efficient manner. Failure to to do this may well see a credit hire company acting for the third party and the cost of repairs and associated vehicle escalating significantly. Your driver should use the exchange of details form to record the details of the third party driver. The form has a section which can be handed to the third party and this section should be completed with the details of your insurance company or accident management service provider. This will allow the third party to contact your representatives and minimise the risk of a credit hire company becoming involved in the repair of the third party vehicle. Please contact us on 0333 567 2003 if you would like a batch of the forms printed with the contact details for your fleet insurance policy and insurance representatives. Batches of forms can be tailored with your details and dispatched to you at competitive prices.

6
Collision Reporting Checklist

Claims resulting from vehicle collisions can be more effectively managed by accident management service providers and insurance companies if appropriate details of the collision are recorded quickly following the incident. Many drivers collect scant information following a collision and this checklist document is designed to prompt your driver to collect the appropriate details following a collision. The information obtained can be used in the collision reporting process but can also be used as the foundation for your accident investigation process.

7
Collision Reporting Guidance for Drivers - Toolbox Talk

Many employees who drive for their employer are not aware of the significant costs that can be added to the repair bill for a damaged third party vehicle if a credit hire company becomes involved in the management of the repairs. This toolbox talk provides guidance on the process to follow following a collision with a third party vehicle. The toolbox talk should be delivered to your drivers on a regular basis to ensure that they have the process front of ind in the event of a collision.

8
Collision Investigation Form

Many organisations do not go deep enough in their investigation of a collision. We provide a template form here that guides you through some of the aspects of the investigation process.

9
Sample Question Set For Collision Investigation

In this document we give you a wide sample of questions to use as appropriate in your investigation of a vehicle collision.

10
Post Accident Debrief Template

Holding a de brief with an employee who has been involved in a vehicle collision is an important part of the investigation and management process. We provide some questions you can use in the debrief conversation.

11
Accident Witness Statement Template

Obtaining witness statements and a statement from your employee who was driving your vehicle at the time of the collision is an important part of an investigation. Use the attached form as the template for taking a formal statement so you have a record of what happened according to the people who witnessed the accident.

12
Witness Statement Record Sheet

Investigations can get interrupted by other operational issues, we’ve provided a form here to help you make a record who you witnesses and their statements.

13
Accident Investigation Data Management Checklist

There can be a wide range of documents that need to be collated to make up an collision investigation, we’ve provided an aide memoir to help you with your investigation.

14
Accident Review Committee

Sometimes it’s difficult to decide how exactly a collision was caused and a team effort is needed to make a decision. The accident review committee provides that team approach to assessing the information available and making a decision as to how the collision was caused and what the consequences should be. We provide further guidance in the attached document.

15
Sample Question Set for Post Collision Trauma Discussion

Being involved in a serious road accident inevitably has an effect on the mental health of drivers and passengers of the vehicles involved. Whilst physical injuries are easier to spot and treat, mental scars can linger well past the event itself, some lasting for many years.

Whilst the dialogue on mental health is progressing, many of us still have a ‘get over it’ mindset. People may feel they are showing weakness by admitting they have been affected mentally or traumatised by their accident. Physical damage caused by a serious crash is seen as legitimate e.g. time spent in hospital, a course of physiotherapy etc. but psychological issues are less tangible.

Trapped trauma creates many symptoms caused by the ‘fight or flight’ emotions a serious accident can create. This remaining energy can be expressed physically as headaches, stomach pain or respiratory difficulty. It can also show up as emotional distress such as anger, anxiety or phobia caused by their traumatic experience. A person’s ability to think clearly when suffering from trauma will affect their ability to make good decisions due to poor concentration and memory problems.

Some traumas can last for months and even years dependent on the gravity and outcomes of the collision. Professional assistance should be sought when your employee is suffering from trauma.  To help with discussion on this issue we’ve developed a question set for use by managers as part of the post collision de brief process.

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