Who Needs to Be Notified of a Workplace Injury?

No one expects to get hurt on the job—until it happens. When a worker’s health and livelihood are on the line, knowing the right steps to take can make all the difference.

Workplace injuries are not uncommon, so when they happen, reporting them to the right parties is a necessary step in the recovery and claims process. At a minimum, the employer, the insurance carrier, and certain regulatory agencies must be notified.

Delays in reporting can cause complications, including claim denials and legal issues. Reporting a work-related injury within the required calendar days helps protect both the injured worker and the company.

What is Considered a Workplace Injury?

A workplace injury includes more than just falls or accidents. It can involve any work-related injury, occupational disease, or illness caused by job duties. This includes:

• Traumatic injuries – Falls, burns, cuts, and machinery accidents.
• Repetitive strain injuries – Conditions like carpal tunnel syndrome or tendonitis.
• Exposure-related illnesses – Respiratory issues, toxic substance exposure, or hearing loss.
• Long-term conditions – Chronic back pain or stress-related conditions caused by the work environment.

Regardless of the type, reporting injuries as soon as possible is the first step in receiving workers’ compensation benefits and addressing workplace hazards.

Key Parties That Must Be Notified

1. Employer & Workplace Reporting

The first step after a workplace injury is notifying the employer. Most states require the injured person to report the incident within 30 to 90 calendar days, while some companies have stricter same-day reporting policies. The employer must document the incident, notify their workers’ compensation insurance carrier, and report serious injuries to OSHA when required.

2. Workers’ Compensation Insurance Carrier

Once the injury is reported, the employer submits a claim to their insurance carrier or self-insured employer. The insurance adjuster then evaluates the claim, determines eligibility for medical benefits, and processes compensation payments for lost wages based on the worker’s average weekly wage.

3. State and Federal Authorities (OSHA Requirements)

Certain injuries require reporting to state or federal agencies:

OSHA Requirements:

• Workplace fatalities must be reported within 8 hours.
• Serious injuries, such as hospitalization, amputations, or eye loss, must be reported within 24 hours.

Some states require employers to report injuries to the workers’ compensation board or the uninsured employer’s fund if coverage is in question.

4. Health Care Providers & Medical Treatment Centers

The injured worker should seek care from an approved medical provider under workers’ compensation insurance.

• In serious injury cases, emergency room care may be required.
• The health care provider must document the injury to support the workers’ compensation claim and determine eligibility for medical benefits.

3. OSHA Inspections (If Required)

• If an employer fails to report a notifiable incident, OSHA may conduct an on-site investigation.
• Inspectors may interview workers, examine safety records, and determine whether violations contributed to the injury.
• If violations are found, the employer may face fines, citations, or mandatory corrective actions.

What Should be Included in an Incident Report

Having the right steps in place for an incident report is key. Below is a reporting template to guide you through how to create a detailed account of the event, who should be included in it, and the active steps that need to be taken afterward.

Here’s what should be included in the accident report:

1. Details of the Incident
   Start by providing a detailed description of the incident. This includes the date, time, and location where the accident occurred, along with a clear account of what led up to the event. Be as specific as possible, outlining the circumstances surrounding the injury to avoid misunderstandings.
2. Injured Worker Information
   Identify the individual involved in the accident, including their name, job title, and contact information. Document the nature of their injury and any immediate care they received. This information will help determine eligibility for workers’ compensation benefits and ensure the correct treatment is provided.
3. Witnesses and Statements
   If there were any witnesses to the accident, their names and contact details should be included. Witness statements can provide important context to the incident and help confirm the facts surrounding the injury. Gathering statements early can prevent discrepancies down the road.
4. Medical Treatment
   Indicate whether medical treatment was provided on-site or if the injured worker was transported to a healthcare facility. Include any diagnoses, treatments, and recommendations for follow-up care. This information will be crucial for determining compensation and medical benefits eligibility.
5. Employer’s Actions
   Outline any steps the employer has taken to address the situation, including notifying workers’ compensation insurance, investigating the incident, or making safety improvements. This demonstrates a proactive approach to preventing future incidents and shows compliance with regulations.

Common Reporting Mistakes and Their Consequences

Mistakes in the reporting process can lead to claim delays, legal penalties, and financial consequences. Here’s what to avoid:

1. Late or Missed Reporting → Claim Denials & Legal Risks

• Missing the reporting deadline can result in a workers’ compensation claim being denied.
• Employers that fail to notify OSHA about serious injuries risk fines up to $15,625 per violation.

2. Incomplete or Inaccurate Reports → Disputed Claims

• Failing to include medical documentation or a detailed description of the incident can lead to disputes between the insurance carrier and the injured worker.

3. Not Seeking Medical Treatment Promptly → Questioned Injuries

• If the injured worker delays seeking medical attention, the insurance adjuster may argue that the injury was not work-related.

4. Employer Neglecting to Notify the Insurance Carrier → Financial & Legal Issues

• If an employer delays reporting to the insurance company, the claim may not be processed in time, leading to medical expenses falling on the injured worker.

5. Underreporting Workplace Injuries → Increased OSHA Scrutiny

• Some employers attempt to downplay workplace injuries to keep workers’ compensation insurance costs low. However, OSHA investigations can result in higher fines and more frequent audits.

The Importance of Proper Workplace Injury Reporting

Accurate and timely reporting of workplace injuries is important for both employees and employers. Failing to report an injury properly can lead to delayed medical treatment, financial hardship, legal penalties, and compliance violations. Whether an injury is minor or severe, documenting and reporting it as soon as possible ensures that the necessary support is provided.

Proper reporting:

• Helps injured workers receive medical benefits and wage replacement.
• Prevents disputes between the insurance company and the injured worker.
• Keeps employers compliant with workers’ compensation law and OSHA rules.

How Malta Dynamics Supports Workplace Safety

At Malta Dynamics, we believe that the best way to handle workplace injuries is to prevent them from happening in the first place. Our comprehensive workplace safety solutions provide businesses with the tools and training needed to maintain a safer, more compliant work environment.

Our safety solutions include:

• Fall Protection Equipment– High-quality harnesses, lanyards, and anchorage systems designed to protect workers at height and reduce fall-related injuries.
• OSHA Compliance Training – Expert-led programs that educate employers and workers on workplace safety best practices, proper equipment usage, and regulatory requirements.
  
• Lowering Workers’ Compensation Claim Rates – By reducing workplace accidents, businesses can lower the number of injury claims, which helps manage insurance costs and improves overall safety records.

When businesses take proactive safety measures, they reduce workplace hazards, protect their employees, and minimize costly injury-related disruptions. Malta Dynamics is committed to helping companies create a safer, more productive work environment while maintaining full compliance with industry regulations, so contact us today to create a safer workplace!

Frequently Asked Questions

1. Do employees have to be notified of hazards?

Yes. Employers are required to inform workers of any workplace hazards and provide safety training. OSHA’s Hazard Communication Standard (HCS) mandates that employers disclose chemical hazards, safety data sheets, and proper protective measures.

2. What makes an injury reportable?

An injury is reportable if it requires medical attention beyond first aid, causes lost workdays, restricted duty, or results in a serious injury such as hospitalization, amputation, or a workplace fatality. OSHA requires serious injuries to be reported within 8 to 24 hours, depending on severity.

3. Who is exempt from reporting to OSHA?

Certain low-risk industries, small businesses with 10 or fewer employees, and employers under specific state safety programs may be exempt from OSHA’s injury and illness reporting requirements. However, all employers must report workplace fatalities and serious injuries when they occur.

4. Can you get fired for an incident report?

Employers cannot legally fire or retaliate against an employee for reporting a work-related injury. OSHA’s Whistleblower Protection Program protects workers from retaliation, including termination, demotion, or harassment, for filing an incident report or safety complaint.