When an injury occurs

You find out about a work injury
Responding to injuries begins with awareness, or "employer notice." This is when the claims coordinator, any supervisor or any manager becomes aware of an injury.

• That can be either verbally or in writing.

• Or it can come in less deliberate ways--like seeing an accident or suspecting an injury.

This is important, because the day your organization becomes aware of an injury
starts the clock ticking toward state law's deadlines by which benefits must be paid
or denied.

Now that you are aware, you must respond. That includes reporting the injury to SFM right away--ideally within 24 hours.

Your 'Five-Step Response'

(1) Duty to inquire.

If you see, hear about or suspect a work
injury, don't ignore it. Ask questions.

Talk with the employee. Find out the
"where, when and how." This is particularly important when either you or the employee is not sure whether the injury is work-related.

Document your conversation.

(2) Get the proper care.

For an emergency, call 911 or get the employee to an emergency care facility.
For a non-emergency, suggest the employee
go to the clinic you should already have an established relationship with.

Give your employee an SFM Workers' compensation insurance identification card so the provider knows it's a work-related injury and that SFM is the insurer. Copies can be ordered through SFM's online "Resource catalog."

It is also a good idea to give the employee a "Work ability form" to be completed by the treating doctor. The form documents the injured employee's physical restrictions and type of work he or she can perform. The injured employee should give you the completed form following each doctor visit.

(3) Gather information.

You'll need to dig up the information necessary to report the injury accurately and completely.

Find out who, if anyone, witnessed the injury. That person can be a valuable source of details.

You'll also need to get the injured employee's personnel file, including:

• Wage information.
• Application for employment.
• Medical information.
• Date of birth.

If the injury is serious, call your SFM claims representative right away so arrangements can be made to take photos of the accident site. If you can't do that, take photos of the accident site and any objects or broken machinery involved.

Save broken parts. The accident could be a result of faulty equipment, and broken parts may be useful in recovering costs from a third party, like the tool manufacturer.

(4) Fill out the First Report of Injury.

You'll need to be as accurate and complete as possible when you fill out a First Report.

SFM sometimes receives First Reports that lack vital information or are too vague to determine whether the injury is compensable. "Employee fell" is not enough information to decide an employee is entitled benefits.

Pay close attention to dates. They need to be correct. A missing or wrong date can cause big hassles later, especially if it involves timing requirements set by the state. For example, not indicating that an employee is losing time from work is the No. 1 cause of problems leading to state penalties.

Be as complete as possible. If you get additional information after you have sent in the First Report, forward it to your SFM claims representative immediately.

If you have sensitive information about the claim--for example, you suspect the employee did not actually hurt himself at work--do not include it on the First Report. The employee by law must receive a copy of the First Report.

Instead, use the "confidential comments" box on the online form or, if filling out a paper version, write the information on a separate sheet of paper and attach it to the First Report. Or call your claims representative.

(5) Send it to SFM within 24 hours.

Fatal or catastrophic injuries must be reported to SFM within 24 hours.

Otherwise, all injuries should be reported to SFM as quickly as possible. This ensures your claims representative will be able to investigate the injury and determine compensability within state deadlines. Even if you don't have all the information within a couple of days, go ahead and report anyway. Your claims representative will follow up with you for needed specifics.

The fastest, most efficient way to report an injury
to SFM is online. You may also
report via fax or the telephone reporting hotline.

Whichever way you report the injury, you should
receive a confirmation that SFM received your
First Report of Injury.

If the injury involves the employee losing time
from work and you've let SFM know that, then
your claims representative will call you within 48 hours to discuss the claim. If you have not received a phone call or letter within a week, call SFM to check whether your First Report was received.

If the employee starts losing time after you've submitted the First Report, contact your SFM claims representative. This is important. Unless you tell SFM that an injured employee is missing work, the employee won't receive the work comp wage replacement check he or she is entitled to by law. And that may trigger state penalties or prompt the employee to contact an attorney.

If you know the injured employee will miss time from work, begin planning his return right away. Remember, there are cost savings in bringing an employee back to work as soon as possible. Begin planning your employee's return by reviewing the "Return to work" section.