12 Tips to Minimize Workers' Comp Claims and Keep Premiums Down

Workers' compensation is a cost of doing business, required for almost all companies. This means everyone wants to keep their workers' comp costs down, and the key to that is minimizing claims. Stakeholders want to minimize claims both to keep premiums down and because worker injuries inevitably reduce productivity and morale. At the same time, you don't want to jeopardize injured workers' care.

Managers overseeing job sites have a particular duty to protect workers from injury and minimize claims. While it is not possible to go through all the possible things that can cause a workers' compensation claim in one post, here are twelve tips all employers and managers can use to reduce claims and protect employees.

Learn more about The One Thing That All Great Workers' Comp Claim Managers Do.

Conduct Regular Training

Regular training is vital for most worksites. Even office workers benefit from the occasional refresher on ergonomics, but in a risk-prone environment, regular safety training is vital. Managers or experts should cover both general safety practices and job-specific procedures. Peer training and mentorship should also be encouraged.

In some environments, micro training for safety, where workers do small training tasks during downtime, can be helpful.

Provide Appropriate Safety Equipment

It's your responsibility to always provide and maintain appropriate safety equipment for all personnel. It's also your responsibility to do your best to ensure employees not only use it but use it correctly. This includes the obvious personal protective equipment (PPE) such as high-visibility vests, helmets, safety glasses, ear protection, and work gloves. However, it might involve researching and deploying innovative equipment such as advanced lighting, ergonomic solutions, anti-slip footwear, etc. 3D printing allows items to be made to perfectly fit individuals at a reasonable price. Smart PPE is coming into use, which might include eyewear that shows a supervisor the work area, fall protection devices that identify dangerous areas and guide workers away from them, or hearing protection that adjusts as needed. Ensure that anyone moving or driving a vehicle always wears their seatbelt and, if necessary, a helmet.

Stay up to date with innovations in safety equipment, always bearing in mind that it's only as good as the worker using it.

Install Ergonomic Workstations

Good ergonomics reduce repetitive stress injuries for all workers. Ergonomic floor mats and lifting equipment help those working in the garage. Meanwhile, office workers benefit from adjustable chairs, laptop risers, and other equipment to ensure that their workstation is comfortable for them. Listen to employees about ergonomic needs, as they may vary between individuals based on height, build, etc.

Also, make sure that lighting and ventilation are appropriate. In today's environment, HEPA filters protect office workers from germs, and good ventilation (as well as encouraging sick people to stay home) can prevent a cold or worse from going through the office. Proper lighting can reduce eyestrain and ensure workers can see what they are doing.

Conduct Routine Inspections

OSHA often requires inspections, but you should not limit yourself to those requirements. Instead, think beyond that and make sure to inspect everything. Machinery and equipment should be in good condition and working order. All workspaces should be safe to use.

Routine inspections should not be punitive but simply about ensuring everything is how it should be.

Ensure Prompt Reporting

Encourage and reward employees to report hazards or unsafe behaviors. Protect them from retaliation, if needed. Avoid "X days since the last accident" signs or any punitive or shaming behavior. These tend not to improve safety but rather keep people from reporting accidents.

Don't leave tracking all safety issues to the manager. They can't be everywhere and will miss stuff. Listen to employees, especially experienced ones, and use them as a resource to find and promptly address problems.

Check out These 5 Workers’ Comp Best Practices Can Minimize Your Risk.

Emphasize Emergency Preparedness

Make sure all employees are familiar with emergency procedures and conduct regular drills. Cover not just fires but other situations such as inclement weather, earthquakes, or chemical spills. Ensure that first aid kits are easy to find and people know how to use them.

The precise details of emergency preparedness depend on your industry and location; do an audit to ensure everything is covered.

Promote a Healthy Work Environment

Fatigue and stress cause mistakes. Substance abuse can cause serious accidents. Promote a healthy work environment and make sure that it includes mental health. Provide benefits that include good mental health coverage. Provide an employee assistance program that includes further resources for mental health, such as access to counseling. Ensure that employees are not punished for seeking help with mental health injuries.

Make breaks mandatory to ensure mental clarity and focus. No matter how busy things get, everyone should take their breaks. Managers and supervisors should lead by example by taking their required breaks and ensuring everyone knows it.

Consider Weather and Environmental Factors

If you have employees working outside, then the weather will impact their safety. Make sure that employees always show up dressed for the conditions. Use an app or text alert to make sure they know about conditions before leaving home, rather than assuming they will check. If your climate contains excessive heat or cold, then make sure workers are trained for those conditions. For example, make sure everyone knows the symptoms of heat stroke. If dust or wildfire smoke is expected, provide N-95 masks to workers. Finally, make sure that mud is not compromising safety equipment. In truly extreme conditions, consider closing the site.

Address Language Barriers

If not all of your workers have English as a first language, then you need to make sure all safety information and training materials are properly translated. Otherwise, instructions might be misunderstood and training rendered useless. Language barriers can also delay timely response and slow down medical attention during an accident.

The reverse can also happen; if your supervisor's first language is, for example, Spanish, then make sure that they are up to giving instructions in English or ensure they have help translating.

Review Safety Incidents Regularly

It's not possible, or a reasonable goal, to have zero incidents. Instead, you should regularly review all reported incidents and near-misses. Again, the aim should not be to punish or penalize anyone but to establish the root cause of the incident. This can then be addressed with new equipment or improved training. Incidents only become a true problem when the same thing is happening over and over again.

Ensure Open Communication

A safety culture is one in which open communication happens in all directions. Employees who feel comfortable bringing up safety concerns are more likely to do so and will generally be less stressed by the work environment. Retaliation should never be a thing that happens. Instead, feedback should lead to proactive identification and resolution of issues. Reward employees, even if the fix is simple or the problem is not significant. That way, they will feel as if they own safety issues and will also feel empowered and supported.

Stay Updated

Lastly, stay updated on the latest industry standards and regulations. Always abide by regulations, but always consider them to be a minimum. Staying updated also allows you to learn from the mistakes of others. Continuously update your safety protocols and equipment to at least meet minimum standards, ideally more.

Learn more about The Top 7 Ways to Control Workers' Comp Costs.

Get Your Free Claims Assessment Today!

Minimizing the occurrence of workers' compensation claims should be a top priority for any business. Not only does it reduce financial strain, but it also promotes a safer and more productive work environment. By implementing these tips, you can significantly reduce the likelihood of accidents and create a workplace where employees feel valued and safe.

If you're looking for help managing your workers' comp claims or want to learn more about how Alloy Employer Services can help you save money on insurance costs, contact us today for a free claims assessment! We'll help you develop an effective plan to reduce your workers' comp costs and maximize the safety of your workplace.