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Incident Regulatory Notifications

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Last updated: Jan 20, 2023
4 min read

REGULATORY NOTIFICATIONS

Regulatory Notifications

The regulatory notifications tab can be used to record correspondence received from regulators and other authorities.

Correspondence received can also be entered as part of an incident, such as where the correspondence is associated with an injury or environmental spill. Correspondence entered within an incident is entered on the first screen of the Incident report as a 'Notice'. Incidents can be filtered from the List Issues page to create a report of just those with notices entered.

The intention of the regulatory notifications tab is to allow other correspondence which doesn't relate to an Incident to be recorded and, where required, actioned. Therefore, for simplicity, there is no link between notifications within the Regulatory Notifications tab and the notices that are captured within each Incident.

 

 

In the Regulatory Notifications tab of Lucidity Incident, users can (role dependent):

  • Add, edit and delete regulatory notification details

  • Print individual regulatory notification details

  • Report on regulatory notifications in Excel format

Add New Regulatory Notification

Video: Lucidity Incident: Add New Regulatory Notifications

To add a new correspondence, from the Regulatory Notification page:

  1. Click 'Add New'

     

  2. Complete the fields (Refer to 'Definitions of Fields' below)
    The details captured for each entry may vary slightly between each system configuration. Fields marked with * are mandatory.

     

  3. Click 'Save'

Definition of Fields

Regulatory Body

Select the name of the regulatory body the correspondence related to

For example: Work Safe, EPA

Regulatory Type

Select the regulatory type

For example: audit, safety review

Notice Reference

Enter a reference ID for the correspondence

Organisational Details

Select organisation details as applicable such as division, location, project etc.

Date Received

Use the date selector tool to enter the date the correspondence was received

Rectification Due Date

If any rectifications are required, use the date selector tool to enter the due date

Notice Response Sent

Select Yes or No

Entered By

Pre-populated to name of person currently logged in

Summary

Enter a summary of the correspondence

Comments

Add any comments to the correspondence details

  1. Click 'Add'

  2. Enter comment details

  3. Click 'Save' to save and close or 'Save and New' to enter an additional comment

Actions

Add any actions required as a result of the correspondence

  1. Click 'Add'

  2. Enter the action description

  3. Select the actionee

  4. Use the date selector tool to enter the due date

  5. Select the status of the action as either 'Open' or 'Closed'

  6. Upload any files relevant for the actionee

  7. Click 'Save' to save and close or 'Save and New' to enter an additional action

Upload a File

Upload any files associated with the correspondence

  1. Click 'Add Document'

  2. Locate the document

  3. Click 'Open'

  4. Enter the file name and description as applicable

  5. Click 'Upload'

Refer to the Uploading Files in Lucidity Modules user guide page for more details.

Edit Regulatory Notices

Video: Lucidity Incident: Edit and Delete Regulatory Notifications

To edit a correspondence, from the Regulatory Notice page:

  1. Use Filters to locate the relevant regulatory notice

  2. Click 'Edit' on the far right-hand side of the regulatory notice

  3. Edit details as required

  4. Click 'Save' to save changes and return to the regulatory notice page

Delete Regulatory Notice

To delete a correspondence, from the Regulatory Notice page:

  1. Use Filters to locate the relevant regulatory notice

  2. Click 'Actions' on the far right-hand side of the regulatory notice

  3. Click 'Delete'

  4. In the pop-up window that appears, click 'Delete' to confirm

Reporting from the Regulatory Notice Page

To print a PDF of all the correspondence details, from the Regulatory Notice page:

  1. Use Filters to locate the relevant regulatory notice

  2. Click 'Edit' on the far right-hand side of the regulatory notice

  3. Click 'Print' at the top of the page

  4. The PDF will open according to specific browser requirements

     

Excel List Report

To generate a report for a specific group of regulatory notices, from the Regulatory Notice page:

  1. Select the relevant filters

  2. Click 'Filter'

  3. All results will be displayed at the bottom of the screen

  4. Click 'Excel Export' to generate this report into Excel