Workplace injuries are stressful—not just for the employee, but for supervisors, HR leaders, and safety officers who suddenly need to manage paperwork, care coordination, and compliance. Do your teams know what to do in the first 10 minutes after an incident? What about in the first 24 hours?
In this blog, we walk you through exactly what should happen—step-by-step—from the moment an injury occurs to when your employee is safely back on the job. Having a clear plan in place and the right occupational medicine partner can reduce downtime, confusion, and unnecessary OSHA recordables. At the end of this blog, get our FREE PRINTABLE you can use in your business.
Step 1: Immediate Response on Site
- Ensure the Scene is Safe
Before anything else, make sure no one else is at risk. Stop equipment and secure hazards to prevent further injury. Keep all other employees back. - Provide Basic First Aid or Emergency Care
If your team is trained in first aid, begin immediate care. For serious injuries, call 911 without delay. - Notify the Supervisor
The injured employee or a coworker should notify a supervisor as soon as possible. Early notification helps trigger your company’s incident response plan. - Document What Happened
Take quick notes, photos (if appropriate), and collect witness statements. This information is key for both OSHA reporting and internal improvement. This is essential when you have multiple people who have witnessed the event.
Pro Tip: Have a laminated checklist or Injury Response Protocol posted in every truck, break room, and jobsite trailer.
Step 2: Internal Reporting to HR
- Supervisor Incident Report
The supervisor should complete a written report with time, location, witnesses, and a description of what occurred as quickly as possible. This helps make sure all information is as fresh in their mind as possible. - HR Logs the Case
HR should log the incident internally, start a file, and begin determining if the injury may qualify as OSHA recordable. - Workers’ Comp Paperwork
Begin your workers’ comp claim process promptly to avoid delays in coverage and care. - Schedule the Medical Evaluation
Call OccMedMD to schedule a same- or next-day appointment. Avoid the ER unless the injury is life-threatening.
Step 3: Getting the Right Medical Care
Sending your employee to the right clinic matters – that’s where OccMedMD and Dr. Webb comes in. Emergency rooms often default to “better safe than sorry” recommendations, which can lead to unnecessary recordables, excessive time off, or vague work status notes.
At OccMedMD:
- We understand OSHA recordables and how to treat them within guidelines.
- We prioritize modified duty whenever safe and appropriate.
- We communicate with employers to align on return-to-work planning.
This saves your company time, money, and regulatory stress.
Step 4: Managing Work Status
After the medical evaluation, you’ll receive documentation from us outlining:
- The employee’s diagnosis
- Any work restrictions
- Whether the case is OSHA recordable
- Recommended follow-up visits
HR’s role after receiving the medical evaluation is to coordinate with the employee’s supervisor to:
- Adjust duties based on restrictions from OccMedMD.
- Track follow-ups and recovery.
- Maintain morale and communication.
Step 5: Follow-Up and Resolution
OccMedMD will continue to monitor the employee’s recovery, schedule follow-ups, and determine when they can return to full duty.
Meanwhile, HR should:
- Check in with the employee to ensure support.
- Track appointments and outcomes.
- Document all updates in the case file.
Once medically cleared, the employee can resume normal duties. The incident report can then be closed.
Step 6: Post-Incident Review
This step is often skipped—but it’s one of the most valuable:
- What caused the injury?
- Was it preventable?
- Do we need better training, equipment, or supervision?
- How can we ensure it doesn’t happen again?
Use this opportunity to learn and improve. You’ll reduce future injuries and reinforce a culture of safety.
Why OccMedMD Makes the Difference
Having a trusted occupational medicine partner ensures your injured employees get fast, compliant, and outcome-focused care.
At OccMedMD we:
- Offer same- or next-day care.
- Understand how to reduce OSHA recordables appropriately.
- Help maintain morale and momentum through clear work status updates.
- Partner with HR and safety leaders every step of the way.
Injuries are bound to happen in manual labor industries. But the difference between a one-day disruption and a three-month headache lies in your response time and process.
With the right plan and a responsive partner like OccMedMD, you can:
- Reduce lost time
- Avoid unnecessary recordables
- Keep projects moving
- Support your employees through recovery
Let’s build a safer, stronger workforce—together.
Need a step-by-step response guide for your worksites? Download our easy to use guide here.