There are a lot of critical steps to take whenever a workplace injury occurs, making it easy to overlook key details in the moment. However, properly managing reporting and workers’ compensation claims is vital to do right by your employees and to avoid fines and penalties. Here are the steps you should know to approach incident management the right way.
Steps to Take Immediately After a Workplace Injury
The first thing to do when an employee is injured is to provide immediate medical attention. Call 911 in case of emergencies and alert any on-site personnel trained in first aid. Once the employee has been taken care of, secure the scene to prevent any further injuries and preserve evidence for incident reporting.
From there, employers must document the incident in detail. In the US, that means completing OSHA Form 301, including details such as the employee’s name, job title, date and time of the incident, a description, and any witness accounts. This must be completed within seven calendar days of learning that a recordable incident occurred.
The incident must also be recorded in the OSHA Form 300 workplace injury and illness log. This form tracks all recordable injuries and illnesses, including those involving time away from work, restricted duties, or medical treatment beyond first aid.
Incident data must also be summarized in OSHA Form 300A, which must be posted in a visible location at the workplace. It provides a summary of total injuries, lost workdays, and other key information without compromising employee privacy.
Some incidents require direct reporting to OSHA. Any work-related fatality must be reported within 8 hours, while severe injuries such as amputations, eye loss, or those leading to in-patient hospitalization must be reported within 24 hours. These mandatory reports can be made using the serious event reporting online form, by calling OSHA’s 24-hour hotline at 1-800-321-6742, or by calling the nearest OSHA office.
Properly handling the initial incident documentation and reporting is necessary to maintain compliance and also provides a solid foundation for a smooth workers’ compensation claim process.
Workers’ Compensation Claim Filing
Following initial incident documentation, employers must file a First Report of Injury (FROI) with the state workers’ compensation agency. The specific timeline can vary by jurisdiction, with some states requiring submission within 3 days while many allow for 10 days.
The FROI must include key details such as the employee’s identity, job title, specifics of the incident, type of injury, and any medical treatment. Immediately after submitting the FROI, notify your workers’ compensation insurance carrier. This should typically be within seven days. Include supporting documentation such as medical evaluations, witness statements, and payroll records.
The insurer’s claims adjuster typically contacts the employer within 24 to 28 hours of receiving the claim. It’s best to designate a single point of contact within your organization to ensure prompt responses and organized communication. Provide complete and accurate information to the adjuster to streamline the review process.
The insurer will then review the case to determine whether the injury is compensable under the policy. Decisions can typically take days or weeks. If approved, the claim will trigger medical care and wage replacement benefits. If denied, the employee may be guided to appeal through the state workers’ compensation board.
Be sure to maintain clear records in a dedicated claim file throughout this process. Track communications with the adjuster, insurer, employee, and healthcare providers. Store copies of all documents. This thorough approach will help avoid delays, ensure compliance, and prepare for potential disputes.
Employer Responsibilities After Claim Submission
After submitting the workers’ compensation claim, employers should regularly monitor the claim status to ensure timely resolution while also keeping the employee informed. A structured return-to-work program is also required to facilitate a smooth and safe reintegration. Employers must coordinate between the employee, treating physician, and insurer to ensure that duties align with any restrictions. If full duties aren’t possible, offer modified or transitional roles that respect the employee’s capabilities and recovery timeline.
Organizations should also track incidents and claims over time to continuously improve safety outcomes. Monitoring total costs, recovery durations, and repeat injuries enables safety managers to spot gaps in training, equipment use, or departmental procedures.
It’s important to align all return-to-work planning with employment law and applicable policies. That can include ADA requirements for reasonable accommodations and FMLA employee protections. Supervisors should receive training to avoid retaliation, recognize restrictions, and support employees returning on modified duties.
Staying engaged throughout the claim lifecycle lets employers reduce downtime, support recovery, and ensure overall compliance. Taking a proactive approach to post-claim management benefits both workers and the organization.
Taking the Right Approach to Incident Management
Managing a workers’ compensation claim can be a challenging task with lots of moving parts. Coordination, compliance, and communication are all areas that employers must handle with care. Taking the proper steps and maintaining documentation from the moment an incident occurs to an employee’s return can protect organizations from penalties and costly delays.
Your team can streamline the entire process with ERA’s Incident Management System. Intuitive workflows make OSHA incident reporting and documentation consistent and effective. You’ll also be able to submit claim data directly to your workers’ compensation insurance carrier as part of the straightforward incident management workflow. You can schedule a call with a project analyst today to see how ERA’s software can meet your health & safety needs.
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