Workplace injuries can happen in any type of business. An employee could slip in a parking lot, hurt their back lifting a box, or cut their hand using a tool.
Your priority is making sure your employee is okay. But once they're cared for, what happens next?
Knowing what to do ahead of time can make this stressful situation easier to manage. Here's where to start.
If it’s a serious injury, you need to call 911.
For something minor, provide first aid and help the employee get medical care. Do not decide for yourself whether someone is “really hurt.” Some injuries do not feel serious right away.
It’s important that you also take a look at the area where it happened.
Is there a spill? A broken tool? A machine? Fix anything that could cause another injury.
If the accident was serious, try not to throw anything away or completely change the scene. Insurance or OSHA may need to see it. Take photos if you must clean anything up.
It’s easy to forget details and unfortunately, witnesses could remember things differently.
Document the incident while everything is still fresh.
Your incident report should include:
Ask your employee what happened, but speak to witnesses separately.
Take photos and check security cameras! Save the footage so it doesn't get overridden.
Focus on collecting the facts. It’s not the time to worry if your claim will be approved or who was at fault.
This is where we find employers may wait too long.
Sometimes the injury may seem small, so you decide to wait to see how it feels in a few days. By then, it’s worse.
Contact your insurance for workers comp ASAP. You also should check your state and their deadlines and requirements because they can vary.
Your carrier will guide you on what happens next. They’ll explain the forms required, what to give your employee, where they can go for treatment if needed, and what you should do if they miss work.
Reporting the injury does not mean you are admitting fault or approving the claim. Your carrier will review what happened and determine if it is covered.
Every injury does not need to be reported to OSHA.
Hopefully you will never have to make this type of report, but if a work-related incident results in an employee losing their life, OSHA must be notified within 8 hours.
For any inpatient hospitalization, amputation, or loss of an eye must be reported within 24 hours. This is where “inpatient” can be a bit confusing.
An employee may be treated in the emergency room and released. This means they were not formally admitted to the hospital. However, if they remain at the hospital, confirm if they were admitted as an inpatient. This will help you know the reporting rules that apply.
OSHA has an online reporting form where you can notify them or, if it’s easier, you can call them at 1-800-321-OSHA (6742).
Understand that reporting an injury to OSHA is not the same as recording it on your OSHA 300 Log.
If an injury does not need to be reported to OSHA, still add it to your log if your employee missed work, is now restricted in their duties, their medical treatment was beyond first aid, or if they had a loss of consciousness.
An employee injury can also become a payroll issue.
Did they finish their shift? Are they missing work? Did their doctor give them restrictions?
Keep track of your employee’s last day worked, any missed time, reduced hours, and their work status. Do not automatically use PTO or change their pay without reviewing the rules and your company policy.
Workers’ comp, PTO, FMLA, and other leave requirements can overlap. Make sure your carrier and whoever handles your HR and payroll have the same information.
They may have a few questions like: Who is paying the medical bills? Will I still get paid? Where do I send this doctor’s note?
Give them the contact info for whoever is handling the claim and explain where to send medical paperwork.
Make sure to keep medical information private and separate from regular personnel records.
Most importantly, never discourage an employee from reporting an injury or filing a workers’ compensation claim.
Report and document all work-related injuries, even if they seem minor. Your state law will determine if a formal report or claim is required.
Still write it down for your records. Some injuries take some time to show up. If your employee needs care after the fact, you will have the record of what happened.
Document that treatment was offered and declined. You’ll still want to report the incident to your insurance carrier.
Workers’ compensation is generally no-fault. They may still qualify for benefits after making a mistake. Give your carrier the facts and they will review the claim.
No. You are reporting that an incident happened. If something seems incorrect, tell the carrier and provide the records you have.
No. The immediate OSHA deadlines apply to work-related deaths, inpatient hospitalizations, amputations, and losses of an eye. Other injuries may still belong on your OSHA 300 Log.
What creates problems is waiting too long, missing documentation, or realizing no one knows where the workers’ comp information is. A simple process can prevent most of that confusion.
Organized records make a difference. MegaPay keeps payroll, timekeeping, employee information, and HR documents together, so important details are easy to find.
Have questions about your payroll or HR process? Contact MegaPay to learn how we can help.
This article is intended for informational purposes only and should not be considered tax, medical, or legal advice. Requirements vary by state and situation.