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.
Written Safety Program
- 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.
Designated Medical Providers
- 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
Carrier Contacts Posted and Accessable
- 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
Supervisor Training
- 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
Incident Reporting Forms 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
Return-to-Work Plan
- 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
Drug & Alcohol 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
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
Be Prepared
Employers who prepare before an injury occurs consistently see faster reporting, better medical outcomes, shorter claim durations, and lower overall costs. If you'd like help building or reviewing any of these practices, give us a call — it's part of what we do.