Managing worker injuries and compensation claims

Dec. 17, 2021
Proactive planning for workplace injuries can help you protect your employees — and maintain your productivity, according to an expert from Sentry Insurance.

By Greg Larson 

Sentry Insurance 

Between large-scale machinery, chemicals and even repetitive motions, plastic manufacturing and processing operations pose everyday risks to employee health and safety. While safety planning is an essential measure to help prevent incidents and injuries, remember that preparing for injuries is just as important. 

Thorough injury management may help increase employee morale, promote higher return-to-work rates and reduce your overall claim costs. As part of the Sentry workers’ compensation claims team, I’ve helped many plastics industry businesses implement strategies that more effectively protect their employees. Consider these tips to help evaluate your business’s current policies and procedures surrounding workers’ compensation claims and identify opportunities for improvement. 

Consistently respond to and report injuries — even seemingly minor ones 

There’s no denying industrial machinery can be very dangerous. However, some of the most common workplace injuries in plastics machining and processing operations aren’t caused by machinery. They’re more often injuries from repetitive stress, slips and falls, and overexertion (such as back and neck problems). Even injuries or incidents that seem minor can lead to major workers’ compensation claims if they’re ignored or misdiagnosed. Your management team should be prepared to respond promptly to all types of incidents and reports of job-related pain. 

After an injury occurs, provide immediate care for the employee and promptly investigate to determine root cause(s) and corrective actions: 

  • Develop a formal process for reporting and investigating all workplace incidents. Consistency in your response helps ensure that you gather all the necessary information to report the injury, file a claim and follow up with the employee within 24 hours of the incident. 

  • Train supervisors on injury-management topics, including creating effective return-to-work programs and light-duty procedures. 

  • Consider incorporating a nurse triage line into your program, allowing employees to immediately consult with a medical professional and choose an appropriate treatment plan. 

Quick responses to injuries help prevent further injury, minimize the impact to your business and underscore your sincere commitment to employee safety. 

Stay attentive to active claims 

Create a standardized process to gather information, consistently conduct incident investigations, and collect and maintain all evidence you’ll need to file a workers’ compensation claim. The type of evidence you’ll need to provide varies by state, but it’s generally required for employers to submit: 

  • The names and roles of the injured employees. 

  • Names of any witnesses to the incident.

  • Description and location of any equipment involved.

  • Photos of the location. 

Once you complete the investigation and file a claim, stay in contact with the injured employee. If their injury requires medical attention or extended treatment, encourage the employee to follow their healthcare provider’s plan. Also encourage them to stay in contact with their compensation claims representative. 

Maintain strong relationships with medical providers 

Have a plan in place for when injuries require medical attention. Depending on your state, you may be able to suggest certain medical care providers, or let the employee choose from a panel of providers. Providing injured employees with this guidance helps them select providers to effectively treat them and can reduce your overall claims costs.  

Best practices to create strong medical provider relationships — and a safe working environment — include: 

  • Discuss with medical providers any OSHA recordability implications as they relate to first aid or medical treatment. 

  • Work with your insurance provider to select in-network providers and vendor partners, where possible, to reduce costs. 

  • Invite medical providers onsite annually to review workplace practices, including light-duty practices. 

  • Ensure the provider’s treatment philosophy aligns with your business priorities. 

Once your employee sees a physician, remember to: 

  • Send a detailed job description to the treating physician and your business insurance representative. Make them aware of the job-related activities the injured employee generally performs. 

  • Contact the employee’s treating physician within 24 hours to discuss the employee’s status, when they may be able to return to work, and any accommodations they may need. 

  • Maintain a log of all contact with the injured employee and their physician to document questions, concerns and progress. 

Both you and your employee should maintain communication with the provider and each other throughout treatment and recovery. Continuous dialogue creates a more seamless transition back to work. It also reassures your employee that you’re prioritizing their health and recovery as you help them get the support they need.  

Proactively plan for an employee’s return 

Develop a formal return-to-work program — it’s a win-win for you and your employees. Your business can minimize lost workdays, recruiting and training expenses and claims costs, and help avoid unnecessary litigation. Employees, meanwhile, can keep earning a paycheck and rest assured their employer is looking out for their best interests, even if they’re unable to perform their typical job tasks. 

To help facilitate an effective return-to-work plan: 

  • Find out what restrictions the employee’s injury may impose on their ability to perform their regular job duties. 

  • Recommend job tasks that align with the employee’s restrictions. Outline the skills, education, experience, and critical physical demands necessary to perform the job successfully. 

  • Identify options for temporary work. Consider teaching the employee new skills or changing their responsibilities — a strategy that could help expand their knowledge of your business and offer unique opportunities for their personal and professional development. 

Measure ongoing performance 

Review key data related to your post-injury management procedures to help evaluate the plan’s effectiveness. If you feel that your current processes and safety plan already account for the post-injury management practices I’ve outlined above, consider tracking the following metrics: 

  • Employee/employer reporting lag time. 

  • Restricted or lost workdays. 

  • Average cost per claim. 

Review this data regularly to monitor your program’s effectiveness. Then update your procedures as needed. Share your data with your insurance provider and discuss strategies to improve your program, reduce overall costs and minimize business disruption. 

Establishing a culture of safety isn’t just about preventing injuries. It’s also about managing injuries and ensuring your business’s response to any incident is efficient and effective. Staying proactive about your injury response and planning your procedures ahead of time helps ensure a faster response when injuries do occur.  

While the tips I’ve provided here can help you evaluate your current processes, contact your provider, local expert, or business attorney to help ensure your practices will meet your state’s requirements for filing a workers’ compensation claim.  

Greg Larson is the assistant VP of workers’ compensation claims for Sentry Insurance. Sentry provides insurance, retirement and risk-management solutions to plastics manufacturing businesses like yours. Visit sentry.com to learn more.