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Published November 13, 2025

Best Practices For Reporting Workplace Injuries

an orange hard hat on the ground with injured worker in background

Workplace injuries can happen even with the best safety measures in place. That’s why it’s so important to be prepared and know exactly what to do before, during, and after an injury occurs. In this guide, we’ll walk you through practical steps to help you handle workplace injuries smoothly. Our goal is to help protect your employees, keep your business compliant, and promote a safer work environment for everyone.

Before: Prepare

With some simple preparation and setting clear protocols, employers can make sure that there's a swift, organized response when injuries occur. Here are a few steps you can take to keep your employees safe and protect your business before an injury occurs:

  • Report Hotline: Establish a hotline for reporting injuries outside normal business hours. Provide contact info to employees and require after-hours reports to Human Resources, safety office, or supervisors.
  • Video Surveillance: Install cameras to record incidents. Video evidence aids investigations and supports accurate reporting, protecting both employees and employers.
  • Employee Training: Train employees on workers’ compensation and OSHA laws, emphasizing timely reporting to avoid jeopardizing benefits.
  • Supervisor/Manager Training: Educate supervisors on workers' compensation and OSHA requirements so they can enforce policies and promote a culture of safety.

With these preparations, your business can respond promptly, comply with reporting requirements, and protect employee health and rights.

During: Immediate Care

The most important thing is to make sure your injured employee receives care immediately. Depending on the injury, this could mean on-site first aid, arranging for quick transport to the hospital, or calling emergency medical services. Make sure that your training includes what to do in case of an injury. This also should cover following medical advice and informing healthcare providers that the injury is work-related to make sure there is proper documentation and treatment. Prompt medical care helps your employee, of course, as well as supporting the validity of workers' compensation claims and protecting against disputes regarding the severity of the injury.

After: Investigate, Report, and Train

After an injury occurs, you have a legal and moral obligation to protect the health and rights of injured workers, stay compliant with legal requirements, and promote a safer workplace for all employees. Here are some steps you can take:

  • Conduct a Timely Investigation: Investigate the accident scene and interview witnesses as soon as possible after the report. The physical environment can change, and memories can fade over time, so it’s important to investigate the incident the day it occurred or as soon as possible. A thorough and detailed report is vital. Complete an accident report form detailing the event, the injury, and any treatment given. Include photographs and witness statements if possible.
  • Report Workplace Injuries: Incident reporting procedures should state clearly that the employee is to self-report their injury when it occurs, unless their injury is so severe that they cannot make the report. In the event the employee cannot report their injury, a manager, supervisor or designated safety officer should accurately and officially record and report the injury.

    For severe injuries involving in-patient hospitalization, amputation or loss of an eye, OSHA must be notified by management within 24 hours. For fatalities, OSHA must be notified within 8 hours.
  • File Workers' Compensation Claims, If Applicable: If the injury qualifies for workers' compensation insurance, assist your employee in filing a claim. This may include providing necessary documentation and details about the injury and the circumstances surrounding it. If you have followed all the steps mentioned above, you should already be able to provide important details due to your thorough and accurate documentation of the incident.
  • Maintain Detailed Records: Keep comprehensive records of all documents related to the injury, including the original injury report, medical records, witness statements, photographs of the accident scene, and any communication regarding the incident. These records are essential for legal compliance, potential legal action, and to secure workers' compensation benefits for the injured employee.
  • Train Employees and Management: Regularly provide training to both employees and supervisors on injury reporting procedures, OSHA requirements, and workers' compensation laws. Emphasize the importance of timely and accurate reporting to protect employee rights and ensure compliance with legal requirements. Training also fosters a culture of safety and encourages employees to report injuries without fear of retaliation.
  • Review and Update Safety Procedures: Use the findings from investigations to identify hazards and implement measures to prevent future incidents. Regularly review and update workplace safety protocols, considering the company size, industry risks, and any changes in legal requirements or OSHA jurisdiction. Continuous improvement in safety practices helps reduce workplace injuries and associated costs.
  • Encourage Open Communication: Create an environment where employees feel comfortable reporting injuries and safety concerns. Open communication helps identify minor incidents or near-misses that could indicate larger safety issues, allowing proactive measures to prevent more serious injuries.
  • Consult Legal and Medical Professionals: In cases of severe injuries or complex workers' compensation claims, consider consulting with attorneys or medical experts. Legal advice can help navigate disputes or claims processes, while medical professionals can provide accurate assessments of injury severity and disability status, supporting appropriate treatment and benefits.

Gregory & Appel: Your Partner for Safer Workplaces

At Gregory & Appel Insurance, we understand the critical importance of accurate and timely reporting of workplace injuries to protect your employees and to stay compliant with OSHA and workers' compensation laws. That’s why we offer specialized workers’ compensation and OSHA 101 reporting courses tailored for managers and supervisors, as well as comprehensive two-day OSHA 10-hour general industry training to certify your employees in workplace safety.

Our goal is to equip your team with the knowledge and tools needed to handle injury reporting properly, reduce risks, and foster a culture of safety within your organization. By partnering with us, you gain access to expert guidance and authorized training designed to help you protect your workforce, control costs, and maintain compliance with ever-evolving safety regulations.

Reach out to Gregory & Appel to learn how we can support your business in creating safer workplaces and managing injury reporting effectively.

This document is not intended to be exhaustive nor should any discussion or opinions be construed as legal advice. Readers should contact legal counsel or an insurance professional for appropriate advice.  Gregory & Appel is neither a law firm nor a tax advisor; information in all Gregory & Appel materials is meant to be informational and does not constitute legal or tax advice.