(a) Incident scene management. The local administrator or county director:
- (1) takes steps at the scene of any liability incident to ensure the safety and security of all persons and property;
- (2) manages the incident scene in the best interest of the Oklahoma Department of Human Services (OKDHS); and
- (3) conducts a preliminary investigation, with assistance from local law enforcement personnel, as needed.
(b) Investigation. The local administrator or county director ensures that each liability incident is promptly and thoroughly investigated to determine the circumstances surrounding the incident and to mitigate future hazards. The investigation includes, at a minimum:
- (1) the identities of all possible claimants and all known witnesses, including each person's:
- (A) full name;
- (B) address;
- (C) home and business telephone numbers;
- (D) date of birth;
- (E) Social Security number; and
- (F) known or reported account of the incident, briefly summarized;
- (2) a description of the occurrences that gave rise to the damages, including date, time, location, and an estimate of the possible amount of damages; and
- (3) photographs of the accident scene or property damage as close to the date and time of the liability incident as possible.
(c) Claims. Claims against OKDHS are investigated by the local administrator or county director and the Risk, Safety, and Emergency Management Unit to determine whether an employee or volunteer involved in a liability incident was on official state business.
- (1) For the purpose of the Risk Management Program, the determination of whether an employee's or volunteer's actions are covered is at the sole discretion of the Department of Central Services (DCS) Risk Management Division. [OAC 580:25-5-1(a)(2)]
- (2) DCS Risk Management Division makes the final determination of the disposition of any claims for damages against OKDHS.
(d) Record keeping. The OKDHS Risk, Safety, and Emergency Management Unit maintains records of all liability incidents. • 1