What to do when an employee is injured

Put medical needs first

In an emergency, call 911 or get the worker to emergency care right away. For other injuries, follow your state's rules and your policy's rules about which doctors to use. Some states let the employer pick the first doctor, and others let the worker choose. Never let your own investigation delay needed care.

Report to your insurer quickly

Call your insurer or file the claim online as soon as you learn about the injury. Early reports lead to faster care and lower claim costs. Every state also sets its own deadline for the employer's report. For example, California gives five days, Florida seven days, and New York ten days. Check your state guide for the exact rule.

The worker's deadline to tell you is separate. Many states give the worker 30 days or more, but a late report from the worker does not change your duty to report once you know.

Know when to call OSHA

Federal OSHA rules require you to report the most serious injuries directly to OSHA:

• A work-related death within 8 hours.
• An in-patient hospital stay, an amputation, or the loss of an eye within 24 hours.
• You can call your nearest OSHA office, call 1-800-321-6742, or report online.
• States with their own OSHA plans may have stricter rules.

Document what happened

Write down the facts while they are fresh:

• The date, time, and exact place of the injury.
• What the employee says happened, in their words.
• Names and contact details of witnesses.
• The first aid or care given and where the worker went for treatment.
• Photos of the area or equipment, if it is safe to take them.
• Days and hours missed and the worker's normal pay.

Give the employee the right information

Give the employee the claim forms and notices your state requires. In California, for example, you must give the worker a DWC-1 claim form within one working day after you learn of the injury. Tell the worker how to reach the claims adjuster. Never promise that a claim will be accepted, and never discourage anyone from reporting a work injury. Firing or punishing a worker for filing a claim is against the law in most states and can lead to serious penalties.

Plan a safe return

Stay in touch with the worker in a respectful way, and follow the doctor's work limits. Talk with your insurer about light or modified work if you have it. Separately, find out why the injury happened and fix the hazard so it does not happen again.