All Resources
Published October 18, 2024

Best Practices For Reporting Workplace Injuries

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

When a workplace accident results in an injury, it's crucial to ask quickly. The main priority is ensuring the safety and care for the injured individuals. Steps must also be taken to protect additional people from danger, and to mitigate further risk and cost (money, time and resources) for the organization.

Consider implementing the following procedures to help protect what matters most – your organization and your people.

Here are some of the important factors to consider:

Immediate Care

The most important thing is to ensure the 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.

Report the Incident

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.

To make a report:

*Note some states are not covered by federal OSHA, and operate their own occupational safety and health programs for private sector and/or local government workers. Learn more about the reporting requirements state-by-state by clicking here.

Be prepared to supply the following information:

  • Name of your organization
  • Names of individuals affected
  • Location of incident
  • Timeframe of incident
  • A brief description of incident
  • Followup person and phone number

Report Hotline

Establish a hotline for reporting employee injuries outside normal business hours. Provide the appropriate contact information to employees – and post it somewhere in the workplace. Require the employee to report after-hours injuries to Human Resources, safety office and/or their supervisor.

Medical Provider

Establish, post and direct injured workers to an occupational medical provider who is open after hours. Avoid the emergency room unless it is a severe injury.

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.

Video Surveillance

Install video cameras in the workplace. Depending on the number and location of cameras, the reported injury could be recorded. This information is critical to the investigation process. Any record or documentation helps.

Employee Training

Train employees that state workers’ compensation and federal OSHA laws require timely reporting, and that failure to report injuries when they occur could jeopardize their benefits. There are strict deadlines for reporting in many jurisdictions.

Supervisor/Manager Training

Train supervisors and managers about workers' compensation, OSHA, how it impacts the employee – and the company's bottom line. Not only should they understand reporting procedures and policies, they should be contributing to an overall culture of safety where processes are in place to protect employees and avoid workplace incidents.

Severe Injuries & Fatalities

If you are a Gregory & Appel client, contact our emergency claims service line by calling our 24-hour emergency claims line at 1.800.968.7491 and following the voice prompts. You will be connected with a Gregory & Appel claims advocate who will assist you.

File Workers' Compensation Claims, If Applicable

If the injury qualifies for workers' compensation insurance, assist the 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.

Did You Know?

Gregory & Appel Insurance provides workers' compensation and OSHA 101 reporting courses for managers and supervisors.

We also host two-day OSHA 10-hour general industry training to help certify your employees and provide authorized training on workplace safety.

Contact us for more information.


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.