Workplace incidents can occur unexpectedly, ranging from minor accidents to more serious emergencies. As HR professionals, it's crucial to have a clear protocol in place to ensure the safety of employees, address any immediate medical needs, and navigate the aftermath of the incident effectively. In this guide, we'll outline the steps to handle workplace incidents from an HR standpoint, covering employee well-being, documentation, investigation, and staffing adjustments.
1. Prioritize Employee Well-being
The first priority when responding to a workplace incident is ensuring the well-being of the employees involved. If the incident is serious or requires immediate medical attention, call emergency services without hesitation. Provide first aid if trained to do so, and ensure that the affected employee receives prompt medical care.
2. Complete Workers' Comp Incident Form
Once the immediate medical needs have been addressed, it's essential to document the incident thoroughly. This includes completing a workers' compensation incident form, which provides detailed information about the incident, the individuals involved, and any injuries sustained. Accurate documentation is crucial for legal compliance and insurance purposes.
3. Follow Workplace Incident Process
Every organization should have a standardized process for handling workplace incidents. This process typically involves several steps, including:
- Drug Screening: Depending on the nature of the incident and company policy, drug screening may be required for employees involved. This helps ensure a safe working environment and may be necessary for workers' compensation claims.
- Investigation: Conduct a thorough investigation to determine the cause of the incident and identify any contributing factors. This may involve interviewing witnesses, reviewing security footage, and analyzing relevant documents.
- Documentation: Document all findings from the investigation, including witness statements, incident reports, and corrective actions taken. This documentation serves as a record of the incident and may be used for legal or regulatory purposes.
- Communication: Keep employees informed throughout the process, providing updates on the investigation, any changes to procedures or policies, and the outcome of the incident. Transparency is key to maintaining trust and confidence in the workplace.
4. Make Staffing Adjustments
Depending on the severity of the incident and the impact on the workforce, it may be necessary to make staffing adjustments. This could involve temporarily reassigning duties, hiring temporary workers to fill gaps, or implementing additional safety measures to prevent future incidents.
5. Provide Ongoing Support
Workplace incidents can have a lasting impact on employees, both physically and emotionally. As HR professionals, it's essential to provide ongoing support to those affected, including access to counseling services, medical treatment, and accommodations as needed. Additionally, ensure that employees are aware of their rights and benefits under workers' compensation laws.
Conclusion
Handling workplace incidents requires a proactive and systematic approach to ensure the safety and well-being of employees while mitigating risks to the organization. By prioritizing employee well-being, following established processes, and providing ongoing support, HR professionals can effectively navigate the challenges posed by workplace incidents and promote a safe and healthy work environment.
Remember, prevention is key to minimizing workplace incidents. Regular safety training, hazard assessments, and proactive risk management strategies can help reduce the likelihood of incidents occurring in the first place. By taking a proactive approach to safety and incident management, organizations can protect their employees and uphold their commitment to workplace health and safety.
CONNOR BOLEWARE, SHRM-CP
HR Advisor, HR Services
Connor is an HR professional with a passion for creating solutions that benefit people as well as business. He brings to Crescent and empact hr a wealth of experience in the healthcare / hospital space, where he managed recruiting and vetting, onboarding, compensation, FMLA, discipline, reengineered and systematized a performance management program for a 200-person organization, the employee life cycle, HR systems, and more.
He is a learner; he focuses daily on broadening his experience and expertise so he can have greater impact on his clients. His interests range from reading, researching health and nutrition, learning more about nature and sustainability, cooking, exercise, and connecting with people.
