Workers Compensation Best Practices and Risk Management
The best workers' comp claim is one that never happens — or one where you're fully prepared to handle it correctly from the first minute. Here are the practices every employer should have in place before an injury occurs.
What Should a Written Workplace Safety Program Include?
- Document your workplace safety policies and make them accessible to all employees
- Conduct regular safety meetings and document attendance
- Assign a designated safety coordinator or committee
- Review and update the program at least annually
Also: if you need assistance many carriers can assist with manuals or we may possibly be able to assist with our Zywave Program.
How Should Employers Prepare for Medical Care After an Injury?
- Identify approved clinics or occupational health providers in your area
- Post clinic names, addresses, and hours in break rooms and near first aid stations
- Confirm your carrier's preferred provider network before an injury occurs
- Know your state's rules on employer-directed care
What Workers’ Compensation Information Should Supervisors Have?
- Post your carrier's 24/7 claims line and nurse triage number prominently
- Include your policy number on posted materials so supervisors have it on hand
- Ensure all supervisors know how to reach the carrier at any hour
- Save key numbers in supervisor phones and in your office emergency binder
What Should Supervisors Do When an Employee Is Injured?
- Train all supervisors on exactly what to do in the first hour after an injury
- Ensure they know how to complete an incident report accurately and promptly
- Train them on what not to say — avoid admissions of liability or promises about outcomes
- Review the process at least once a year and whenever a supervisor is new
Report Workplace Injuries Promptly
Report workplace injuries to your workers’ compensation insurance carrier or third-party administrator (TPA) as soon as possible. In Missouri, employers must report an injury within five days of the injury or the date the employee reports it to the employer, whichever is later. The insurer or TPA generally handles the separate First Report of Injury filing with the Missouri Division of Workers’ Compensation. Prompt reporting helps your carrier begin reviewing the claim and coordinating next steps. Missouri reporting requirements
What Forms and Records Should Employers Keep Ready?
- Keep paper incident report forms on-site in case systems are unavailable
- Download your state's First Report of Injury (FROI) form and keep it accessible
- Make sure supervisors know where forms are stored and how to complete them
- Use a consistent internal form for every incident, even near-misses
How Does a Return-to-Work Program Work?
- Develop a written modified-duty or light-duty policy before you need it
- Identify jobs or tasks that can accommodate common physical restrictions
- Communicate the program to employees so it isn't a surprise after an injury
- Review with your carrier — some offer RTW resources and templates
What Should Employers Know About Post-Incident Drug Testing?
- Maintain a written drug-free workplace policy that covers post-incident testing
- Know your state's rules — some limit when post-incident testing is permissible
- Conduct testing promptly after an injury when your policy and state allow it
- Document the chain of custody for all test results carefully
Follow Appropriate Post-Incident Drug Testing Procedures
Maintain a written drug and alcohol policy that explains when post-incident testing may be appropriate. Testing should follow applicable state and federal requirements, be applied consistently, and serve a legitimate safety or investigative purpose. An employee’s report of an injury should not automatically trigger testing or result in punishment for reporting. Review your procedures with qualified legal counsel and your carrier as needed. OSHA guidance
Employee Records In order
- Keep accurate, current wage records for all employees — these determine indemnity benefit amounts
- Maintain up-to-date job descriptions that reflect actual duties and physical demands
- Document all pre-hire physicals or functional capacity evaluations where applicable
- Store records securely and ensure they're accessible quickly when a claim is filed
How Can MBG Insurance Help Employers Prepare?
Preparation helps employers respond consistently, organize claim information, and coordinate with their workers’ compensation insurance carrier. Having clear procedures, trained supervisors, and accessible reporting information gives your team a practical plan when an injury occurs. MBG Insurance can help you review your coverage and explore available carrier safety and claims resources.
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Edited by Kirk Reisner October 12, 2026