When a workplace injury occurs, what you do in the first 24 hours can make or break the outcome.
It’s not just about caring for the injured employee (although that’s critically important). It’s also about setting the tone for recovery, avoiding unnecessary OSHA recordables, and protecting your company from long-term claim costs.
In this blog, we’ll break down what should happen in the hours immediately following an incident—and how the right approach can keep your team safe, your operations smooth, and your workers’ comp claims under control.
Step 1: Respond to the Injury with Care and Clarity
Whether it’s a minor cut or a more serious incident, the first few minutes set the tone.
- Provide first aid if appropriate. If unsure, contact your OccMed provider or onsite safety team.
- Don’t delay care. Fast, appropriate attention shows your team you care.
- Separate the facts from the emotion. Document what happened, but avoid blame or speculation in the moment.
Step 2: Document the Incident Immediately
Accurate, objective reporting is key to defending your claim and staying compliant.
- Collect witness statements while memories are fresh.
- Take photos (when appropriate and safe to do so).
- Use standardized reporting forms for consistency.
- Note the exact time, location, and conditions of the incident.
This information becomes crucial for your employee medical provider and your carrier.
Step 3: Choose the Right Provider for Care
Sending the employee to the wrong clinic can turn a first aid case into a recordable.
Avoid sending them to general urgent care unless it’s an emergency. Instead:
- Use a dedicated employee medical partner who understands OSHA documentation
- Provide a pre-approved list of clinics to supervisors
- Call ahead to give the provider context about the injury and available modified duty
OccMedMD specializes in evaluating work injuries with return-to-work and OSHA compliance in mind.
Step 4: Start the Modified Duty Conversation Early
Even if the injury seems minor, begin thinking about light duty options immediately.
- Communicate your intent to accommodate restrictions from the start
- Let the provider know what tasks are available
- Reassure the employee that recovery and engagement are priorities
This reduces unnecessary days away and shows that your program supports healing and productivity.
Step 5: Loop in HR, Safety, and Your Carrier
Coordination is everything.
- Share the initial injury report with HR and your insurance carrier
- Discuss potential claim filing requirements
- Keep a single point of contact informed of every step
A disjointed response is one of the biggest red flags in claim investigations.
**Bonus Tip: Follow Up Within 24 Hours
After the initial response, reach out to the injured employee:
- Check on how they’re feeling
- Reiterate your support
- Share next steps clearly (doctor follow-up, light duty, etc.)
This small act builds trust and prevents communication gaps.
Real-World Example:
A warehouse supervisor called OccMedMD within 10 minutes of an employee straining their shoulder. We advised on-site care, kept the case first aid only, and had the employee back to work on restrictions within hours. No claim. No lost time. No recordable.
Final Thoughts
The clock starts ticking the moment an injury occurs. A calm, coordinated, and compliant response makes all the difference.
When HR, safety, and your employee medical provider work together from hour one, you reduce risk, lower costs, and show your team they matter.
Need help building a smarter injury response plan?
OccMedMD partners with companies across St. Louis to support HR and safety teams during workplace injuries—starting from minute one.