What to do when your employee is injured at work

Whether an employee burns their hand on a hot surface, falls off a roof, or develops carpal tunnel after years of typing on their computer, workplace injuries can happen to people in any industry.

Here are the top three causes of work-related injury or illness, which make up more than 75% of all nonfatal incidents requiring days away from work:

• Exposure to harmful substances or environments, including electricity, radiation, and noise, extreme temperatures, and harmful substances.
• Overexertion and bodily reaction caused by non-impact injuries like lifting and pushing, and repetitive motions such as microtasks that stress or strain a part of the body.
• Slips, trips, and falls at various levels of severity, from tripping on the floor to falling from ladders or scaffolding.

As an employer, you need to get your injured employee medical attention and start the workers’ compensation claims process right away.

This guide will walk you through workplace safety tips and response protocols for on-the-job injuries, so you’re ready to jump into action if something happens to one of your employees.

You can help prevent workplace injuries, mitigate workers’ compensation claims, and avoid compliance fines by maintaining a safe working environment. This includes:

• Following OSHA’s workplace safety guidelines: The Occupational Safety and Health Administration (OSHA) sets the standards that employers are expected to follow to ensure job safety.
• Establishing an official workplace injury prevention program: Establishing a risk mitigation plan for on-the-job injuries will encourage employees to report hazardous work conditions, follow OSHA standards, and promote occupational safety during the workday.
• Providing regular safety awareness training: It’s important to provide ongoing training sessions with your employees to discuss safety protocols, common occupational hazards, and how to report potentially hazardous situations or other workplace safety concerns.

Although workers’ compensation laws vary by state, workers' compensation insurance is required in most states when you hire your first employee. This no-fault policy protects your business by covering costs related to workplace injuries and illnesses, including:

• Medical expenses, such as ambulance rides, medical provider visits, and medications
• Disability benefits, covering lost wages while an employee is recovering
• Lawsuit expenses, including attorney’s fees, court costs, and a resulting settlement or judgment, if you’re sued by an injured employee

Without this coverage, your business could face crippling out-of-pocket expenses. Additionally, most states enforce costly penalties for noncompliance.

A quick response can help reduce the severity of a workplace injury—and the associated costs. Having a response plan in place that clearly outlines your workplace accident policies and procedures gives your employees a roadmap to follow so they can respond faster.

Your accident response plan may include:

• Employee protocol for promptly reporting workplace injuries
• Medical treatment consent forms and insurance claim forms
• An explanation of workers’ comp benefits, including medical coverage and vocational rehabilitation
• A list of healthcare providers that accept your workers’ comp insurance
• A return-to-work release form that is completed by a physician
• The employee's job description
• Your company's light-duty policies, detailing how to accommodate injured employees while they’re recovering

As soon as possible, you must help the injured employee:

• For major injuries, call 911 and make the area safe.
• For minor injuries, provide basic first aid and arrange prompt transport to a healthcare clinic or hospital.
• Secure the accident site to reduce the risk of additional injured workers.

Whether you witness an accident or get a report of injury, employers should inform their workers’ comp insurance company if they plan to file a claim. In certain cases, you also need to report job injuries to OSHA, such as:

• Fatalities must be reported within 8 hours.
• Severe injuries—in-patient hospitalizations, amputations, or loss of an eye—must be reported within 24 hours.

Some states require that employers report all job injuries—even if an employee isn’t seeking benefits—to their workers’ compensation board, so you’ll need to know your state’s reporting requirements.

While the incident is still fresh in your mind, write down all the relevant details and collect documentation, including:

• Date, time, and location of the incident
• A detailed description of the incident and injury
• Witness statements
• Evidence, such as pictures of the scene or the injury

This information is critical for a workers’ compensation claim. Even if an employee says that they’re fine right after an accident, it’s important to document the injury, as they may need to get medical care at a later date.

There are several things to consider after an employee suffers an injury at work, including:

• Maintaining open communication: It’s important to stay in touch with your employee and your insurer to make sure that they receive their workers’ compensation benefits to cover medical bills and other recovery needs.
• Reviewing workplace safety protocols: Investigating the cause of the accident and updating safety protocols can help prevent future incidents.
• Creating a return-to-work plan: Implementing an official process will help make the transition back to work easier and more comfortable for the employee.
• Handling a lawsuit: If a workers’ comp claim can’t be settled, it’s important to hire a trustworthy defense attorney. The employer's liability coverage that is included in most workers' comp policies can help pay your legal fees and other costs.