When an employee calls or texts to say they were hurt while cleaning a customer’s property, what are the next steps? Whether the injury sounds minor or the employee says they do not need treatment, do not dismiss the report. Address urgent medical needs, document what the employee reported, and follow the reporting requirements that apply in your state, including any procedures associated with your workers’ compensation insurance for your cleaning business.
What Should You Do When an Employee Reports a Workplace Injury?
Start with the employee’s condition. If the situation appears to be an emergency, prioritize appropriate emergency care. Then collect the basic facts while they are fresh: who was injured, when and where the incident occurred, what task the employee was performing, what injury or symptoms were reported, and whether anyone witnessed the event.
Document the report even when the injury appears minor. You do not need to determine on the spot whether the injury will ultimately qualify for workers’ compensation benefits. Focus on gathering accurate information and making sure the report reaches the appropriate internal, insurance, or claims contact.
Do You Have To Report Every Injury to Workers’ Compensation?
There is no single nationwide reporting rule for private employers. Workers’ compensation for private-sector employees is administered at the state level, so requirements and deadlines vary.
An employee reporting an injury to you is different from your business notifying its insurer or claims administrator, and both are different from filing forms required by a state workers’ compensation agency. Follow your state’s requirements, your policy’s claims instructions, and guidance from your broker or claims contact, even for seemingly minor incidents.
Workers’ compensation reporting is also separate from Occupational Safety and Health Administration (OSHA) reporting. Under federal OSHA rules, covered employers must report a work-related fatality within eight hours and an inpatient hospitalization, amputation, or loss of an eye within 24 hours. State-plan requirements can vary.
What If the Employee Does Not Want To See a Doctor?
Suppose an employee reports back pain after lifting a heavy vacuum but says they do not want medical care. The employee’s decision does not erase the need for an injury report.
Document what the employee told you, including that medical care was declined, and follow the applicable reporting process. Avoid making your own medical judgment or forcing nonemergency treatment. Symptoms can change, and clear documentation can help if the employee later seeks care or misses work.
Make Injury Reporting a Process, Not a Judgment Call
Everyone should know what to do if an injury occurs. Establish clear points of contact for employees, supervisors, your insurance professional, and your claims administrator, including what information to provide and what steps to follow after an injury is reported.
A consistent process helps take the guesswork out of injury reporting, regardless of the severity. That process should include addressing immediate needs, documenting the report, and following the applicable state and claims-reporting requirements. When a step is unclear, contact your insurance professional or claims administrator rather than guessing.
Have questions about how your cleaning business should handle a workplace injury or workers’ compensation claim? Contact Moody Clean Insurance to discuss your workers’ compensation program and claims-reporting process.
About the Author
Christopher Moody is President of Moody Clean Insurance, a division of Moody Insurance Worldwide, an independent insurance agency located just outside Washington, D.C. With more than 30 years of experience in the insurance industry, Christopher has helped businesses across the country secure insurance solutions that address the real-world risks they face. Moody Clean Insurance specializes in developing insurance programs for residential and commercial cleaning businesses, recognizing that every operation has unique exposures and insurance needs, because when it comes to insurance, one size does not fit all.
About Moody Clean Insurance
Helping one cleaning business started it all. Three decades later, Moody is one of the largest insurance providers to both independent and franchise cleaning businesses throughout the country. Put decades of experience to work for your cleaning operations. Regardless of size or cleaning specialty, we can help your cleaning business chart a strategic economical path for your risk management and insurance. Relationships all start with a first conversation. Reach out and let’s schedule a time to talk about protecting and growing your cleaning business.
