Author: Patty Busse

Preventing injuries among aging workers

Posted on by Patty Busse

​By 2032, nearly 25 percent of the U.S. workforce is projected to be 55 and older, according to the U.S. Bureau of Labor Statistics (BLS).

And surveys show that more and more Americans are working past the traditional retirement age of 65.

What does it mean for your company? How can you prevent injuries as your workforce ages?

Why older workers are at higher risk for serious injury

Although older workers are injured less frequently than younger workers, their injuries are typically more severe and take longer to recover from.

They may have comorbidities, such as diabetes or heart disease, that lead to slower recovery and higher medical costs — older workers typically take twice the recuperation time of younger employees, according to the BLS .

There are physiological reasons why aging employees are at higher risk for serious injury.

The first is muscle strength. The aging process leads to distinct muscle mass and strength loss, according to the National Library of Medicine . In fact, muscle strength declines from people older than 40 between16.6% and 40.9%.

The second is hearing and vision loss. As people age, the chances of experiencing hearing and vision loss increase. These changes can make employees less aware of their surroundings, and therefore more susceptible to injury. For example, a construction worker who can’t hear the warning beep of a vehicle backing up.

But the No. 1 risk for older workers is falls, and they can result in more serious injuries than you might expect. For example, workers who’ve slipped and fallen on ice while shoveling have ended up with multiple fractures or even traumatic brain injuries.

Four tips for preventing injuries among older workers

Workplace safety is important for all your workers, no matter their age or experience level. A comprehensive safety program will benefit your entire workforce.

Here are a few practical ideas to better protect your older workers in particular.

1. Enhance injury prevention through a wellness program

Employers can help prevent strains, sprains and falls by encouraging improved flexibility, strength and balance.

Consider starting a flex and stretch program, walking program or covering all or a part of the cost of gym memberships — especially if there’s one nearby with a pool. Swimming is a great form of exercise for injury prevention because it improves strength and flexibility without high impact.

Some companies are constructing workout centers onsite for employee use or holding exercise classes such as yoga, Pilates or Tai Chi.

2. Prevent slip-and-fall injuries

Ensure a safe working environment by maintaining parking lots and sidewalks, keeping walkways dry and clear of clutter and applying slip-resistant floor treatments in appropriate areas. Then, make sure your employees are aware of the risks of slip-and-fall injuries.

Oftentimes, simple steps like wearing appropriate footwear, walking cautiously in wet or slippery conditions and using handrails can prevent a fall.

For employees who spend any time working outside during the winter — like bus drivers, maintenance workers or playground supervisors — encourage wearing traction footwear. Employees who work in environments that are sometimes wet or greasy, such as kitchens or hospitals, should wear slip-resistant footwear. (See a list of slip-and-fall prevention vendors recommended by SFM.)

3. Make sure employees can meet the physical requirements of the job

For new hires, require a pre-employment physical to ensure they are capable of all the tasks the job requires. Make sure the person doing the testing has an up-to-date job description that includes all the essential functions. As part of the examination, have the physician review a medical history questionnaire, which may reveal issues not apparent during the physical exam. The cost of testing will likely pay for itself if you prevent even one back or shoulder injury.

State laws and the federal Americans with Disabilities Act govern how pre-employment physicals can be conducted and used, so it’s important to consult your legal counsel before starting such a program at your company. Any tests used must be job-related and consistent with business necessity. Generally, if applicants have disabilities that interfere with their ability to participate in the testing process, result in them failing the exam, or both, employers must engage in an interactive reasonable accommodation process.

For more information see the Pre-employment physical examinations Legal Advisory.

4. Improve ergonomics

Focusing on ergonomics becomes even more important with older workers. Perform ergonomic evaluations in your employees’ work areas — whether they work at a desk, in a vehicle, on a production floor or in another environment. Ask your employees for their suggestions on how their jobs could be altered to avoid fatigue or soreness.

Eliminate manual lifting wherever possible by changing the layout of the work area or providing lifting equipment. If lifting is required, use proper lifting technique. This is especially important in health care, where injuries from patient handling are common.

For repetitive tasks, practice job rotation. This requires cross-training employees on more than one job, which can be a benefit if someone quits or is absent.

Older workers offer knowledge, experience and expertise that many employers find desirable and will try to retain in the coming years. A little planning and attention can help keep your workforce safe and productive at any age.

Originally published in November 2018; updated in August 2024.

Why employers should get to know medical providers

Posted on by Patty Busse

There’s one way to boost the chances injured employees will thrive in recovery that most employers don’t think of — building relationships with the local doctors most likely to treat your injured workers.

This lays the foundation for teamwork between you, the physician and your insurer to bring injured employees back to full health and productivity. It also helps stave off the alternative — an adversarial relationship where the injured employee feels stuck in the middle.

Even if workplace injuries are rare in your organization, there’s value in getting to know local medical providers. Even one contentious claim can cost your organization considerable time and money.

Why build a relationship with a medical provider?

When an employee is injured, their physician decides if, when and under what conditions the employee can return to work.

It’s a critical decision because studies show that the longer an injured employee is off work, the less likely it becomes that he or she will ever return. On the other hand, early return to work keeps employees active and engaged, helping them maintain psychological well-being.

But when doctors have limited knowledge of an injured employee’s working conditions, they may keep employees off work longer than necessary.

For example, a physician might keep an employee off work unnecessarily if the doctor:

  • Doesn’t know you offer transitional, light-duty work
  • Is uncertain about whether the employee will be safe from reinjury
  • Doesn’t know who to call to get questions answered

All of these issues can be solved by helping the physician get to know you and your organization.

What does partnering with a physician look like?

In an ideal scenario, an injured worker’s employer, medical provider and work comp insurer work together to bring the employee back to health and productivity as swiftly as possible.

Team members trust each other and hold one another accountable to do what’s best for the injured employee.

Take the example of a school janitor who hurts his back and won’t be able to do any heavy lifting for at least a few weeks.

Because the physician knows the school will accommodate work restrictions and trusts that the janitor won’t be given work that could cause re-injury, she allows him to return to work with restrictions that include:

  • Limiting lifting to 20 pounds maximum
  • Avoiding bending at the waist
  • Avoiding pushing, pulling and squatting

Seeing this, the school puts the janitor to work doing lighter custodial duties such as dusting and dry mopping.

Had the doctor questioned whether the school would accommodate such a restriction, she might have chosen to keep him off work for weeks until his back was completely healed. This could have led the claims representative to question the doctor, with the injured employee not knowing who to believe.

Having a face-to-face relationship with a medical provider can make workers’ compensation claims less disruptive and lead to better outcomes for injured employees.

When everyone’s working together as a team, injured employees don’t have to feel like they are being pulled in different directions. Communication is open and clear, so injured employees don’t feel like people are talking behind their backs. On the contrary, employees feel important and cared for knowing that there’s a team of people working to help ensure recovery.

How to connect with a local provider

Building a relationship with a local physician is as simple as calling a nearby clinic and requesting a meeting.

Look for a physician who is board certified in occupational and environmental medicine. If no specialist is available in your area, find a clinic with staff experienced in treating work injuries. In some cases, this may be a physician assistant, nurse practitioner or chiropractor.

You should know that while the laws in some states, such as Iowa, allow the employer to choose the initial medical provider, many don’t. If your state does not, you can only suggest that injured employees go to your preferred provider, and employees have the right to choose where to seek medical treatment. Because of this, you’ll want to build relationships with the physicians where employees are most likely to treat.

When you meet with providers, let them know:

  • The types of work employees at your company perform (if they can’t tour your facility, bring a video of the workplace to show them)
  • That your company offers transitional, light-duty work to accommodate work restrictions and is committed to return to work
  • That you care about your employees’ well-being and are committed to helping injured employees recover
  • Ensure that the provider seems like a good fit for your organization, and shares your commitment to return-to-work programs

Other questions you may want to ask include:

  • Do you treat the injured employees of other organizations?
  • What would you need from us in the event of an injury? For example, would you need the injured worker’s job description or a statement notifying you that we accommodate transitional, light-duty work whenever possible?
  • How would we schedule an initial visit for an employee who is new to your clinic?
  • What types of injuries are you willing to handle on a rush basis to avoid unnecessary trips to the emergency room?
  • What are your hours of operation, and where would you refer patients after hours?

If an employee is injured, here’s what you can do to help the treating physician and open the lines of communication:

  • Call the clinic to let them know that an injured employee is heading there and remind them that you offer light-duty work
  • Send along a Work ability/return-to-work form with every appointment
  • If you’re able, send along a list of light-duty jobs at your organization that might be appropriate given the employee’s condition
  • Provide contact information so they can easily reach you if needed

Having a face-to-face relationship with a medical provider can make workers’ compensation claims less disruptive and, more importantly, lead to better outcomes for injured employees. Consider taking the time now to reach out to one or more providers in your area.

For more details on this topic, see our Medical providers CompTalk.

Originally published in May 2018; updated August 2024.

Total Worker Health: What you need to know

Posted on by Patty Busse

​Employers that utilize a Total Worker Health method focus on multiple aspects of the well-being of their employees.

It’s a concept that has gained traction in recent years, with employers prioritizing a workplace free of hazards while also taking into account employees’ health, quality of life and more. These programs are shown to have several benefits , including:

  • Improved morale
  • Stronger employee productivity
  • Better safety
  • Additional sustainability practices

Looking for more on the basics of Total Worker Health? Here’s a more detailed introduction:

 

The National Institute for Occupational Safety and Health (NIOSH) defines Total Worker Health as:

“(P)olicies, programs, and practices that integrate protection from work-related safety and health hazards with promotion of injury and illness-prevention efforts to advance worker well-being.”

“Integrate” is a key word in the definition. Total Worker Health takes a broad view of worker well-being, going beyond controlling hazards and reducing risks. It encourages a proactive approach to overall health and wellness and breaks down the traditional separation of worker safety initiatives and workplace wellness programs.

Total Worker Health means considering the whole person, including the individual outside of work.

Hear how employers describe what the practice means for their business and their employees:

Source: Healthier Workforce Center of the Midwest

Fundamentals of Total Worker Health Approaches

NIOSH released a workbook to get employers familiar with the concept of Total Worker Health.

Developed over the past decade, the workbook, “Fundamentals of Total Worker Health Approaches: Essential Elements for Advancing Worker Safety, Health, and Well-Being,” offers a foundation for bringing the concept into the workplace by outlining five defining elements of Total Worker Health:

  1. Demonstrate leadership commitment to worker safety and health at all levels of the organization
  2. Design work to eliminate or reduce safety and health hazards and promote worker well-being
  3. Promote and support worker engagement throughout program design and implementation
  4. Ensure confidentiality and privacy of workers
  5. Integrate relevant systems to advance worker well-being

 

According to NIOSH, “each of the five Defining Elements of Total Worker Health should be present in a workplace that seeks to advance worker safety, health, and well-being with a Total Worker Health approach.”

The workbook delivers self-assessment worksheets to evaluate a company’s current policies, programs or practices in each of the five areas. It also walks through the creation of an action plan to further integrate Total Worker Health and worker well-being into the workplace.

Resources to adopt a Total Worker Health approach

Two related SFM blog posts connect the dots between employee wellness and workplace injury prevention:

 

Originally posted February 2017; videos added July 2018; updated May 2024.

Ladder inspections: What to look for

Posted on by Patty Busse

We use ladders so often, sometimes we forget the risk we’re taking each time we climb one.

There are several ways in which small mistakes in usage can add up to major injury risks. The National Institute for Occupational Safety and Health lists a few:

  1. Insufficient ladder inspection
    Ensure your equipment is in working order before any project (see more tips below).
  2. Incorrect extension ladder setup angle
    In about 40 percent of cases, the primary cause of injuries is a ladder sliding out at the base due to an incorrect angle for setup.
  3. Inappropriate ladder selection
    Notably, selecting a ladder made of nonconductive material can avoid electrocution and related falls.
  4. Improper ladder use
    Overreaching? Carrying items while on a ladder? Applying excessive force? There are several ways a person can injure themselves while using a ladder.
  5. Lack of access to ladder safety tools and information
    Small employers account for nearly 80 percent of all construction companies, and they may not have access to ladder safety resources.

For perspective, about half a million people are treated for ladder-related injuries each year. This is why you should inspect ladders before every use.

Below, find more tips on what to look for when doing a ladder inspection.

When should you inspect ladders?

  • Inspect new ladders promptly upon receipt
  • Inspect ladders before each use
  • Check the condition of ladders that have been dropped or have fallen before using them again

What should you look for when inspecting any ladder?

  • Missing or loose steps or rungs (they are loose if you can move them by hand)
  • Damaged or worn non-slip cleats
  • Loose nails, screws, bolts or nuts
  • Loose or faulty spreaders, locks and other metal parts in poor repair
  • Rot, decay or warped rails in wooden ladders
  • Cracks and exposed fiberglass in fiberglass ladders
  • Cracked, split, worn or broken rails, braces, steps or rungs
  • Sharp edges on rails and rungs
  • Dents and dings in aluminum ladders
  • Rough or splintered surfaces
  • Corrosion, rust, oxidization and excessive wear, especially on treads
  • Paint or other material that could obstruct your ability to see defects
  • Oil, grease, mud or other debris on rungs or other parts of the ladder
  • Twisted or distorted rails — check ladders for distortion by sighting along the rails
  • Missing identification labels

Real-world example

A near-tragedy at a roofing company a few years ago underscores the importance of ladder inspections.

According to an account provided by the Wisconsin Occupational Safety & Health Administration:

Two roofing technicians were using ladders to get to a roof for inspection and repair.

The first technician set up a 30-foot extension ladder rated for a 300-pound load capacity. (The technician weighed 160 pounds.)

The ladder was less than 2 months old and had recently been inspected. But as the technician climbed the ladder, he felt it begin to give way.

Fortunately, he was able to hold onto the edge of the roof as the ladder collapsed under him. He stayed there until the second technician set up another ladder for him to climb down to safety.

The company immediately inspected all of its fiberglass extension ladders and found that about 20 percent of them had small cracks in the fiberglass on the side rails — some right next to the rungs.

What other things should you look for when inspecting stepladders?

  • Wobble
  • Loose or bent hinges and hinge spreaders
  • Broken stop on a hinge spreader

What should you look for when inspecting extension ladders?

  • Loose, broken or missing extension locks
  • Defective locks that do not seat properly when ladder is extended
  • Sufficient lubrication of working parts
  • Defective cords, ropes or chains
  • Missing or defective foot pads or sleeves

What should you do after inspecting any ladder?

  • Clean the ladder if needed and again thereafter as needed
  • Replace worn or frayed ropes on extension ladders
  • Lubricate pulleys on extension ladders regularly
  • Tag any defective ladders and take them out of service

What are some things you should not do after inspecting ladders?

  • Do not make temporary or makeshift repairs
  • Do not try to straighten or use bent or bowed ladders

A fall from a ladder can be devastating, so please take the extra time to make sure your ladder is in good shape before you use it.

Lastly, check out our additional resources on ladder safety.

 

Originally posted May 2017; updated April 2024.

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OSHA electronic reporting requirements for employers

Posted on by Patty Busse

The Occupational Safety and Health Administration OSHA passed regulations in 2019 and 2023 requiring submission of certain injury reports through the Injury Tracking Application (ITA) .

You may have questions about whether your business is required to submit information electronically, and what information you will need to submit. Below, you will find a broad overview of OSHA’s electronic reporting requirements, and where you can find more information directly from OSHA and relevant state agencies.

Electronic submission requirements

Only employers with establishments that employ a certain number of workers need to electronically report. For those states covered by federal OSHA, the reporting requirements depend on the number of employees in each establishment, and whether the employer falls into certain categories of high-hazard industries. Different sizes of establishments and categories of employers must report different information.

As of the most recent OSHA rulemaking issued in July 2023, the federal reporting requirements are:

  • Establishments with 100-plus employees in the highest hazard industries must submit Form 300 Logs, 300A Summaries, and 301 Incident Reports
  • Workplaces with 20-249 employees in high hazard industries have to submit their 300A Annual Summary data
  • Workplaces with 250-plus employees in any industry must submit their 300A Annual Summary data

OSHA defines an establishment as “a single physical location where business is conducted or where services or industrial operations are performed. A firm may be comprised of one or more establishments.” This corresponds with your OSHA Form 300A, which is tracked at an establishment level.

Minnesota adopted OSHA’s rulemaking guidelines but does not limit the reporting requirements by industry. Minnesota establishments with 20 or more employees are required to submit 300A data and employers that have establishments with 100 or more employees are required to submit OSHA 300 log, OSHA 300A and OSHA 301 data.

Reporting requirements: federal and state

At a high level, OSHA’s reporting requirements are as follows.

Employers must submit 300A data if their establishment meets one of the following criteria:

Employers must also submit 300/301 data if their establishments have 100 or more employees and is in an industry listed in Appendix B to Subpart E of 29 CFR Part 1904 .

Company officials can also use the ITA Coverage Application  to help determine if their establishment is required to submit this data.

Minnesota

Minnesota does have its own reporting requirements.

Establishments with 20 or more employees are required to submit 300A data and employers that have establishments with 100 or more employees are required to submit OSHA 300 log, OSHA 300A and OSHA 301 data.”

There is no reporting requirement for employers with 19 or fewer workers in Minnesota.

Other states

Indiana, Iowa, Kansas, Nebraska, South Dakota, Tennessee and Wisconsin follow the OSHA guidelines.

Employer that operate in states across the U.S. should review the laws where they have locations to maintain compliance.

Resources for more information

 

 

Originally posted February 2019; updated March 2024.

 

This is not intended to serve as legal advice for individual fact-specific legal cases or as a legal basis for your employment practices.

Measuring workplace wellness program ROI and VOI

Posted on by Patty Busse

There is more to consider than return on investment (ROI) when measuring the success of your wellness program.

More employers are realizing that looking strictly at workplace wellness program ROI — money saved on health care costs for every dollar spent on the program — fails to encompass some of the very real, but tougher-to-calculate, business benefits of employee wellness.

In the 2022 Workplace Wellness Trends report from the International Foundation of Employee Benefit Plans (IFEBP), only 31 percent of employers say controlling or reducing health-related costs is their primary reason for offering wellness programs. The other 69 percent provide wellness programs with the goal of improving overall worker health and well-being.

That’s where value on investment (VOI) comes in.

When making the business case for your own corporate wellness program, measuring both ROI and VOI will illustrate a broader picture of the impact the program makes.

VOI is broader than ROI. It measures not just cost savings, but also other elements that contribute to work satisfaction, employee well-being and business performance, such as improved productivity and higher employee retention.

The value of employee well-being

According to IFEBP studies, common VOI measures among employers were:

  • Health risk assessment data
  • Healthcare costs
  • Absenteeism
  • Employee engagement
  • Productivity
  • Overall financials and growth
  • Recruitment
  • Disability/workers’ compensation claims
  • Retention

VOI also includes costs that are avoided — such as future diseases that don’t occur and stress that is eliminated. Avoided costs contribute to savings for employers and employees.

Measuring workplace wellness program ROI

The focus on VOI doesn’t mean ROI isn’t still important when it comes to wellness programs.

According to a 2022 research report from Zippia, a firm that pushes for improving career outcomes, the healthcare benefits of wellness programs for employers are numerous. The data, culled from several sources, included several interesting findings:

  • 72 percent of companies saw reduced healthcare costs after implementing a wellness program
  • The average return on investment for employee wellness programs is 6:1
  • Wellness programs can reduce absenteeism by up to 16 percent
  • 87 percent of workers consider health and wellness offerings when choosing an employer

Additionally, the research showed that employees who participate in wellness programs have fewer sick days; such employees report being more productive; and some workers even had diseases detected by these programs, allowing them to start treatment earlier.

For more information from past studies, see our previous post, 10 statistics that make the case for workplace wellness programs.

When making the business case for your own corporate wellness program, measuring both ROI and VOI will illustrate a broader picture of the impact the program makes.

More on measuring wellness program VOI

For further reading, the following articles contain more information on measuring wellness program VOI:

 

This post was originally published in July 2016 and updated in March 2024.

 

How floors can help prevent slips and falls

Posted on by Patty Busse

By Dana Mickelson, CSP, ARM

While some slips and falls result in only minor injuries, they can be much more serious, causing fractures, sprains, strains, abrasions and even death. They have the potential to be disabling, with claim costs in the tens of thousands or even hundreds of thousands of dollars.

According to the most recent data from the U.S. Bureau of Labor Statistics (BLS), work-related fatalities due to falls slips, and trips have increased in recent years:

  • 805 fatalities in 2020
  • 850 fatalities in 2021
  • 865 fatalities in 2022

These are all reasons to take slip-and-fall prevention seriously at your workplace, starting with the floors.

Choose slip-resistant flooring

When you’re choosing flooring, don’t choose just based on cost and aesthetics. Consider the floor’s slip resistance and the space and environment in which it will be used, too. There are several floor materials available on the market — quarry, ceramic, porcelain, vinyl composition tile, terrazzo, rubber tiles, concrete, marble, granite, etc.

Most types of flooring have good slip resistance when dry, but when wet, they have fair to poor slip resistance unless they are treated or textured. Most flooring materials become extremely slippery once water plus a contaminant, like grease, is present.

Use slip-resistant treatments for existing flooring

If you’re not in a position to replace your flooring with a more slip-resistant material, you can treat your floors to decrease the risk of slips and falls. The caveat with all of these options is that they typically lose their effectiveness over time and must be reapplied.

Options to treat flooring include:

  • Abrasive floor coatings: These coatings include gritty substances such as aluminum oxide or walnut shells to improve traction of otherwise smooth flooring
  • Chemical etching: This is an acid wash that’s typically applied to natural stone floors, concrete and porcelain that makes the floor surface rougher
  • Carpeting: Covering your floor with carpet is another option to prevent slips and falls

Clean floors properly

When cleaning your floors, even small details like the temperature of water used for mopping can significantly affect their slip resistance (or lack thereof).

That’s why it’s important to have a floor-cleaning protocol that includes:

  • Identifying the appropriate cleaning tools (deck brushes, squeegees, etc.) and solvent (for example, some solvents remove rust and scale, others consume oil)
  • Determining how often the floors must be cleaned
  • Thoroughly training all employees who clean floors

When training, be sure to include the proper water temperature and whether the floors must be rinsed after cleaning with the solvent. For example, an alkaline solvent used in a greasy kitchen could actually make the floor more slippery if not rinsed off after cleaning, so proper training is really important.

Maintain good housekeeping

Excellent housekeeping results in clean and clutter-free floors, preventing slips, trips and falls.

Here are three simple tips to improve housekeeping:

  • Clean up spills promptly and use wet floor signs
  • Keep cords out of the way of walkways or work areas as much as possible. You can tie cords together, use cord covers, or hang cords from the ceiling
  • Designate walking aisles in warehouses, manufacturing environments, etc.

Also, develop a housekeeping program. For example, dedicate the last five minutes of each shift as clean-up time.

Don’t wax and strip — scrub!

SFM has seen extremely serious injuries result from employees falling while waxing and stripping the floors.

To prevent these types of injuries, consider investing in a floor scrubber. Floor scrubbers are great because most only require water, and they negate the need to wax and strip the floors. Not only will a scrubber help keep your employees safe, it might pay for itself over time.

If employees must strip and wax the floors, ensure they wear stripping overshoes to increase traction and reduce their risk of slipping.

Maximize the benefit of floor mats

Floor mats at entrances allow people to walk off the rain, snow and other contaminants they’ve gathered on their shoes to help keep the rest of the floor dry.

Here are a few tips for using floor mats to maximize effectiveness and prevent them from becoming a source of trips and falls:

Provide mats that are long enough for people to adequately wipe contaminants off their shoes. Mats should be the longest in snowy weather (about 10-12 walking steps) and can be the shortest (6-8 steps) in dry weather.

  • Select mats with beveled edges and non-slip backing
  • Do not overlap mats
  • Don’t leave gaps between mats
  • Avoid rolled up edges
  • Inspect mats for wear and replace them when needed

Slips and falls can cause anything from simple embarrassment to serious head injuries, and they can happen to anyone. Doing what you can to make your floors more slip resistant is one way you can prevent slips and falls. Requiring your employees to wear slip-resistant shoes can also help.

For more resources to prevent slips and falls, visit our safety page.

 

Originally published June 2017; updated March 2024.

Top seven safety tips for office workers

Posted on by Patty Busse

Climate control. Soft chairs and armrests. Standing desks and safety features… Office environments don’t conjure up thoughts of workplace hazards like, say, construction sites.

It’s true, office workers are at a lower risk for workplace injuries than many other types of jobs. However, it’s still important to talk about safety with office employees.

Below are seven safety tips for office workers to prevent workplace injuries.

1. Make sure your desk setup is ergonomic

To maintain a neutral posture, your head should be centered over your neck and shoulders, wrists flat and elbows resting comfortably at your side. If your feet won’t touch the ground unless you lean forward, use a footrest.

See our post on workplace ergonomics and neutral posture for more information on setting up an ergonomic workstation.

2. Take regular breaks to get up and move around

Sitting all day puts office workers at risk for numerous health problems. For examples of moving and stretching actions you can do in the office, check out our Get Up and Move illustrations, and you can find more resources on our Stretching and movement page.

3. When it’s slippery due to ice and snow, walk like a penguin when entering and leaving your office

Winter slips and falls in parking lots are extremely common (and costly). To avoid them, walk like a penguin — flatfooted and taking short, slow steps.

It’s also important to wear sensible footwear and carry only what you can handle. For more information and downloadable resources, visit our winter slip-and-fall prevention page.

4. Use a headset for prolonged or frequent phone use

Cradling the phone between your shoulder and ear can cause neck and back pain.

5. Keep your workplace tidy

Clean up spills immediately, keep aisles free of clutter, and tie up or secure cords so they don’t pose a trip hazard.

6. Don’t let electrical cords create a fire risk

Avoid running electrical cords under carpet or through windows and doorways. Also, don’t fasten them through non-standard means, such as staples.

7. Know your office emergency procedures

Make sure you know what to do in the event of a fire, storm, violent intruder, medical problem or other emergency.

Related office safety resources from SFM:

 

Originally published May 2017; updated February 2024.

Paying small medical bills without submitting them to your insurer

Posted on by Patty Busse

When dealing with small medical bills, you may think that covering it yourself rather than submitting it to your workers’ compensation insurer will be easier and less costly.

While this seems logical, choosing to pay a medical bill yourself can create a ripple effect of future problems.

In many states, unless your business is self-insured, paying a claim rather than reporting it to your workers’ compensation insurer may be illegal. It’s could also be a violation of your contract with your insurer because it can artificially lower your experience modification factor (e-mod) and premium.

Other reasons why an employer may not want to pay might also include:

  • It could be held as an admission of liability for an injury or admission of an injury
  • In most states, an employee cannot waive the statutory right to work comp benefits

Of course, as is the case with most employment laws, they vary by jurisdiction. Here are a few examples.

Minnesota

The Minnesota Department of Labor and Industry explains why employers should not pay medical bills in its training guide for employers .

“If an employer does not report an injury to its insurance company, it could become a more expensive workers’ compensation claim. The workers’ compensation law is complicated. It has many requirements, such as deadlines for payment, forms that must be filed, determining what medical treatment is reasonable and paying bills according to medical fee schedules. Workers’ compensation insurers are required to know how to comply with these requirements. Penalties may be imposed if the claim is handled inappropriately. If the error leading to a penalty was the fault of the employer, the insurer may pass that cost on to the employer. The employer may jeopardize the ability to adequately defend the claim or opportunities to minimize losses if the insurer does not have immediate knowledge of the injury.”

However, exceptions may be allowed under a large deductible policy or if it is a self-insured person with approval from the state department of commerce to directly manage and pay work comp claims.

Wisconsin

In Wisconsin, employers can pay work comp bills, but there are limited circumstances when they can pay.

There is also an exception for the self-insured in Wisconsin.

South Dakota

It is not illegal to pay such expenses in South Dakota.

And employers should note that if they do not carry work comp coverage they can be sued civilly.

Again, there is an exception for the self-insured.

Iowa

Likewise, Iowa allows employers to pay medical bills. An employer has the right to choose the medical care/medical provider, meaning an employer would have the right to pay.

There are other factors to consider for the self-insured, and criminal and civil penalties could be levied against employers that violate the mandatory insurance law.

Nebraska

In Nebraska, it is illegal for employers to pay medical bills for injured workers.

Exceptions may be made under a large-deductible policy, but it still requires the insurer to pay with reimbursement to the employer or is self-insured with approval by Nebraska courts.

Kansas

Kansas also allows employers to pay these bills.

If an employer is insured for work comp, by law the insurance carrier is responsible for paying.

In the limited circumstances where an employer does not have to carry workers’ compensation insurance, uninsured employers subject to work comp laws are responsible for the medical bills of covered employees. Also, an employer has the right to choose the treating physician.

In Kansas, an employer can be self-insured for workers’ compensation, but must demonstrate to the state the financial ability to pay any claims that might arise.

Missouri

Missouri allows employers to pay medical bills for their workers. But there are additional rules to note.

If an employee misses no time from work and all medical bills total less than $3,700, the employer may pay the bill. However, employers must notify their insurance carrier and the Missouri Division of Workers’ Compensation and is not included in the e-mod.

Tennessee

Lastly, Tennessee also allows employers to pay medical bills out of pocket.

Reasons not to pay out-of-pocket work comp costs

Beyond the legal obligations in many states, there are other reasons  employers should not make out-of-pocket payments for a workers’ compensation injury, including:

  • Additional expenses; carriers often have pre-negotiated rates for care
  • Should an injury become worse, and it wasn’t reported in a timely manner, a claim could be denied
  • Doing so could impact your experience modification factor
  • Potential cancellation of a policy

As noted above, it’s generally better to go through the proper channels when taking care of an injured employee.

Originally posted December 2017; updated February 2024.

 

This is not intended to serve as legal advice for individual fact-specific legal cases or as a legal basis for your employment practices.

Does workers’ compensation insurance cover car accidents?

Posted on by Patty Busse

Generally, motor vehicle accidents that occur when employees are traveling to and from the workplace are not covered by workers’ compensation.

However, there are two exceptions:

  • If employees are required to bring their cars to the office for use during the workday, then travel to and from the office and business travel during the day are generally covered by workers’ compensation
  • If you regularly provide transportation to and from the workplace in company-operated vehicles — such as buses, trucks or vanpools — injuries to employee passengers would be covered by workers’ compensation

Even if you’re unsure whether an automobile accident is covered by workers’ compensation, it’s always best to immediately report it to your work comp insurer.

If an employee is injured in a car crash, who pays medical bills? The auto insurance company or workers’ comp carrier?

If an employee is injured in a work-related car accident, workers’ compensation is the primary source of insurance for medical and wage-loss benefits.

This is why it’s important to report an incident to your workers’ compensation insurer right away if you have an employee who was injured in a work-related car accident.

What should employees do if they get into a car accident while driving for work?

If you have employees who drive for work, ask them to do the following if they are involved in an accident:

1. Call for help

Call an ambulance immediately if anyone is injured.

At the same time, even if there aren’t injuries, have employees call local law enforcement to the scene to file a police report and issue any citations. If this isn’t possible, make a legal accident report with the applicable police department as soon as possible.

2. Obtain key information

Find out:

  • Names, addresses and phone numbers of witnesses and everyone in each vehicle
  • License numbers and state registrations of all vehicles involved
  • Insurance information from the other driver

3. Report it to you (their employer)

Immediately report the accident to the person in the organization who handles workers’ compensation claims.

What if the employee wasn’t at fault?

If the other driver was primarily at fault, it’s usually possible to recover workers’ compensation benefits paid from the negligent driver’s personal auto insurance carrier.

In many cases. SFM can recover 100 percent of the workers’ compensation benefits paid, but there are often situations that restrict us to recover only a portion of the total.

The reasons for this include:

  • Some states have statutes that allow the employee’s personal injury attorney to take the first third of the settlement
  • The other driver might not be 100 percent at fault, meaning the employee bears some responsibility
  • Not all workers’ compensation benefits are recognized by auto insurers. For example, payments for rehabilitation services are often questioned by liability carriers because this is not a standard benefit paid under a liability claim in many states
  • The driver’s auto insurance policy limits might be less than the amount of incurred workers’ compensation benefits

Make sure employees who drive for work know what to do if they’re involved in an accident

Hopefully, you and your employees won’t ever have to worry about dealing with a car crash, but it’s always best to be prepared.

Making sure your employees know what to do in the event of a crash can save you, and your employees, major hassles down the road.

Lastly, it is worth noting that educating employees who drive for work about safe-driving practices is always a good idea. Check out a few of our resources:

 

Originally posted June 2017; updated in February 2024.

This is not intended to serve as legal advice for individual fact-specific legal cases or as a legal basis for your employment practices.

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