Injury Reporting
What is Injury Reporting?
Injury reporting is the process employers use to document and communicate details about work-related injuries, illnesses, and workplace incidents. It includes minor injuries that require only first aid, as well as more serious events like inpatient hospitalization, property damage, or the loss of an eye. A timely and accurate injury report plays a critical role in protecting workers, supporting compliance, and maintaining workplace health.
OSHA requires employers to follow specific procedures when reporting injuries and illnesses. This includes filling out an illness incident report, maintaining accurate OSHA forms, and ensuring all reportable incidents are recorded in accordance with federal and state requirements. Reports must include all relevant details about the injured worker, injury or illness, body parts affected, medical treatment provided, and any corrective actions taken.
Workplace injuries can result in a workers’ compensation claim, and failure to report them correctly can lead to fines, claim denials, or increased liability for the employer.
Why Injury Reporting Matters
Each work-related incident provides critical insight into safety performance and operational risk. When employers report injuries and illnesses promptly, they improve transparency and help identify recurring industry hazards. These reports not only help prevent future accidents but also support worker protections and fulfill OSHA requirements.
Injured employees depend on proper reporting to receive the medical care or assistance they need. Incomplete or delayed reports can delay treatment and undermine the workers’ compensation process. For employers, injury reporting also ensures that safety programs stay focused on real-world risks and data-backed improvements.
What Should Be Reported?
Injury reporting includes a wide range of incidents, including:
- Work-related injuries requiring medical treatment beyond first aid
- Occupational injuries involving inpatient hospitalization
- Illnesses recorded due to exposure or workplace-related causes
- Fatalities or accidents involving a member of the general public
- Near misses, which signal potential hazards
- Incidents involving significant property damage
- Any claim involving an insurance carrier
Employers must also report previous year incidents, ensure accurate records for the previous calendar year, and retain OSHA forms for at least five years.
How the Process Works
When a worker is injured, the employer must submit a first report of injury. This often includes a combination of forms and internal reporting steps. Depending on the nature of the injury or illness, reports may trigger notifications to OSHA, submission to an insurance carrier, or additional investigation.
Most reporting systems capture the following information:
- Name of the injured employee
- Details of the injury or illness
- Type of medical care provided
- Cause of the incident
- Any corrective actions taken
Electronic submission is required in many cases. Employers must use OSHA’s recordkeeping platform or an integrated safety management system to complete the process.
Strengthening Safety Through Reporting
Workplace incidents give safety managers an opportunity to improve safety training, refine safety programs, and implement targeted changes. Repeated injuries, for example, may point to a gap in hazard communication or a failure to implement worker protections.
Employers who understand industry hazards can reduce risks by making strategic decisions backed by accurate injury data. A single incident report may reveal patterns in injuries and illnesses, helping the organization take preventative action.
When reporting becomes part of a company’s culture, it encourages every employee to take responsibility for workplace safety.
Toolbox Talks to Explore
Manage Incident Reporting with Safety Mojo
Injury reporting doesn’t need to slow down your workflow. Safety Mojo helps employers capture reports in the field using voice-powered tools in English or Spanish. Real-time dashboards track incidents, aid responses, and support compliance with OSHA and insurance carrier guidelines.