How to Manage the OSHA Reporting Process on a Construction Site

Even with a strong safety culture, shit happens. According to the U.S. Bureau of Labor Statistics, the construction industry alone accounts for nearly half of workplace fatalities across all industries. Most job site accidents can be prevented, but sometimes things happen that are out of your control.  

So, let’s say an injury occurs — a worker falls, someone hurts their back, after a slip, or members of your crew are exposed to dangerous chemicals and are feeling sick. Alongside making sure those involved are taken care of, Safety Pros are tasked with completing and filing reports with the Occupational Safety and Health Administration. 

If you’re wondering how to manage the OSHA reporting process effectively, you’re not alone. Many construction safety professionals grapple with this challenge. If you’re new to the industry or a seasoned veteran looking for some tips and tricks for simplifying the reporting process, you’ve come to the right place. 

What is OSHA? 

The Occupational Safety and Health Administration was established in 1970 as an organization within the U.S. Department of Labor. Their mission is to ensure each workplace is as safe as possible by setting and enforcing health and safety standards. They accomplish this by providing training, education and assistance to all industries, including the construction industry. 

Which OSHA Guidelines Apply to Construction Workers? 

Construction companies traditionally fall under the General Industry for OSHA and are governed by Title 29 of the Code of Federal Regulations. General industry standards are then outlined in Part 1910, sections 1910.1 through 1910.1450. If you’re not interested in parsing the document (it’s okay, that’s what lawyers and business owners are for), here’s what these standards cover: 

• Physical elements of a workplace — these include walkways, exits and emergency procedures. 
• Workplace activities — for construction, this can include, but isn’t limited to, using power tools, welding, forklifts, vehicles, pouring cement, framing buildings, and getting equipment to and from the job site.  

The bottom line: If you’re doing it, OSHA wants to regulate it to make sure employees stay safe. 

It’s also important to note that depending on the state your business is owned and operated in, OSHA standards may be different. Nearly 30 states and territories have their OSHA-approved safety plans, which may be different than national standards. Some states, like California, may be stricter according to state laws. Here’s some examples: 

• Hawaii has a fall prevention initiative aimed at reducing deaths due to insufficient fall protection. 
• Virginia’s plan includes the Asbestos, Lead and Demolition Projects Notification Requirements, which require employers to properly train anyone handling asbestos, lead or explosives as part of their duties. 
• Utah’s state plan includes modifications for safety standards governing crane, roofing and asphalt operations. 

Depending on the state, OSHA guidelines may also apply differently to contracted or full-time workers. We’d recommend meeting with a state OSHA rep or general counsel to make sure you’re meeting the guidelines in your state. If you’re not at the standard, you could face audits, fines or other corrective actions. 

OSHA’s Role on the Job Site 

Simply put, OSHA is interested in making sure you’re properly training and supporting your workers. While you shouldn’t expect someone observing your working conditions every day, OSHA is responsible for setting the standard of safety and enforcing it as needed. Some simple ways the organization makes itself known in your workplace include: 

• Annual required trainings and certifications 
• Required incident reporting (more on this later) 
• On-site inspections following report submissions 
• Recommendations and corrective actions following a full review 

If you’re prepared, organized, and maybe a little lucky, your interactions with OSHA will be pleasant and brief! That said, it’s crucial to stay on top of what’s required to keep your employees safe and reduce penalties that could incur after an incident. 

OSHA Reporting Process 

So how do you stay compliant with OSHA? Their compliance assistance quick start guide is a good place to start, and briefly explains general recommendations for meeting their standards and filing reports. 

For now, let’s assume an incident has already occurred. Maybe a line worker fell because he wasn’t tied off. A welder could have suffered a burn because he wasn’t given the correct PPE. Someone could have been hit in the face with a shovel and had to get stitches. So what’s your next move? Here’s a few quick steps to get started:  

1. Make sure you’re using the proper forms. OSHA requires all injuries and illnesses to be documented with Forms 300, 300A, and 301. 

1. Investigate and record what happened. OSHA’s forms act as a logbook, allowing you to record who was involved, what their job is, and where and when the accident happened. You’ll also be required to list how long employees have been out of work, along with a few other qualifying details. 

1. Determine if  the incident is recordable. All injuries and medical treatment cases (stitches, x-rays, prescription-strength drugs) should be recorded in a 300 log, but fatalities have to be reported within 8 hours. Overnight hospitalizations, amputations, and eye loss have to be reported within 24 hours. 

1. Keep these records on hand. Unless you are in a low-incident area and employ less than 10 workers, you are required to submit accident reports. Make it easy on yourself and keep digital versions of the accident forms somewhere safe and easy to find. 

1. Regularly submit your accident reports. Depending on your state and the severity of the injury, you need to report to OSHA within 8-24 hours. Generally, first aid treatments, medical treatment cases, lost days worked and restrictive work days  will be submitted in a Form 300 log online through their Injury Tracking Application. 

A report to OSHA shouldn’t be the start of your recordkeeping, either. On top of injury and illness reports, you should have proof you’ve trained and certified your employees. Maintaining and submitting these records will let you prove you’ve done your due diligence in keeping your workplace safe. 

What Happens if You Don’t Report Accidents to OSHA? 

If you don’t report your incidents to OSHA, a few things will happen in compounding order. 

• First, you’ll likely be audited and an OSHA representative will conduct an on-site inspection. 
• Depending on your delinquency, you’ll probably face fines depending on the state you live in. These could be up to $10,000 per incident. 
• While OSHA can’t shut down your business, their findings could be used to obtain a court order that would close up shop. 
• If you’ve been given a citation and believe they made a mistake, you can file a written dispute with your OSHA area director within 15 business days — If you’ve kept good records, you could potentially have your fines reduced or dismissed. 

Overall, if you’ve trained your employees, kept records and voluntarily met reporting standards, OSHA corrective actions will most likely be minimal. To strengthen your processes, we’d recommend investing in a safety management solution like Safety Mojo. 

The Role of Modern Safety Management Software 

As you’re keeping your records, it’s important to remember that OSHA doesn’t care if you keep paper records. That said, the only way they’ll accept reports is through their online ITA portal, unless a state plan indicates otherwise.  

So yes, you could print out a logbook and have your Safety Pro document everything by hand. But honestly, you should save yourself the trouble and implement a digital tool to easily complete and store injury and illness reports. 

From incident reporting to safety audits, these tools are designed to make the life of a construction safety pro easier and more efficient. Additionally, plenty of services offer OSHA-ready reports that you can download and submit to the organization. Take the time to research your options and see what tools would meet your needs. 

 Safety Mojo: AI-Powered Safety Management

With Safety Mojo’s custom Conversational Forms, we can work with your safety team to build a compliant OSHA injury reporting form — Instead of working to manually fill out a log, just tell Safety Mojo what happened, and the powerful onboard AI will fill out the form as needed, in either English or Spanish.  

The best part? Safety Mojo’s forms are easy to organize and keep track of, so you’ll never have to worry about losing your reports before you have the chance to submit them. The best part? Safety Mojo’s records can be used as evidence to potentially reduce or reverse fines from a safety citation.  

Other important features that’ll level up your OSHA compliance include: 

• Smart PTP and Safety Notifications: Send automatic notifications to team members about hazardous conditions, required permits and other important daily safety updates.  
• Real-Time Dashboards: Get instant access to the data you need to make better decisions on the fly. Don’t worry about building a spreadsheet again. 
• Ask Mojo: Our virtual assistant provides instant access to safety manuals, SOPs, JHAs, and more — just ask Mojo a question and get detailed answers based on available documentation. 
• Incident Tracking: Track and record accidents, down time and hospitalizations directly within the app, allowing you to see the impact of incidents on your productivity and bottom line. 

Understanding how to manage OSHA reporting is vital for any construction safety professional. Safety Mojo’s AI-powered features not only simplify the OSHA reporting process but also pave the way for a safer, more efficient construction environment. 

 Ready to revolutionize your approach to construction site safety and OSHA reporting? Visit our product page today to see how Safety Mojo can improve your safety plan.